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CC RES 25-32
Docusign Envelope ID: 0F687690-B0ED-490D-87F2-E425D11860FF RESOLUTION NO. 25-32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, ADOPTING AN AMENDED RECORDS RETENTION SCHEDULE, AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RESOLUTION NO. 22-23 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 Tustin; and WHEREAS, Section 34090 of the Government Code of the State of California 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 guidelines for retention periods for various government records; and WHEREAS, the City Council of the City of Tustin adopted Resolution 22-23, adopting a records retention schedule on June 7, 2022, and the City Council finds that the retention schedule should be updated and Resolution 22-23 rescinded. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN DOES RESOLVE AS FOLLOWS: Section 1. Resolution Number 22-23 is hereby rescinded. Section 2. The records of the City of Tustin, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provisions of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Tustin. Section 3. With the consent of the City Clerk, City Manager, and City Attorney, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series to the Schedule must be presented to the City Council of the City of Tustin prior to taking effect. Section 4. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. Resolution No. 25-32 Page 1 of 3 Docusign Envelope ID: 0F687690-B0ED-490D-87F2-E425D11860FF 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 AND ADOPTED at a regular meeting of the City Council of the City of Tustin held on the 6t" day of May, 2025. Signed by: e. AU NcEVJJ4RD, Mayor ATTEST: DS Signed by: fV'i(& a.Su.A a E R ItAVOYASUDA, City Clerk APPROVED AS TO FORM: —DocuSigned by `3 1Kt- DA\7rb't." Mb l G , City Attorney Resolution No. 25-32 Page 2of3 Docusign Envelope ID: 0F687690-B0ED-490D-87F2-E425D11860FF STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS CITY OF TUSTIN ) I, Erica N. Yasuda, City Clerk and ex-officio Clerk of the City Council of the City of Tustin, California, do hereby certify that the whole number of the members of the City Council is five; that the above and foregoing Resolution No. 25-32 was duly and regularly passed and adopted at a regular meeting of the City Council held on the 6t" day of May, 2025 by the following vote: COUNCILMEMBER AYES: Lumbard, Nielsen, Gallagher, Schnell, Fink (5) COUNCILMEMBER NOES: (0) COUNCILMEMBER ABSTAINED: (0) COUNCILMEMBER ABSENT: (0) COUNCILMEMBER RECUSED: (0) Signed by: DS ERItAN60YASTJ DA, City Clerk Resolution No. 25-32 Page 3 of 3 Page No. INDEX — RECORDS RETENTION SCHEDULES FY 24-25 Update — Version 2 Abbreviations: CW — City -Wide Standards (Used by All Departments) CC — City Clerk CM — City Manager CD — Community Economic Development FIN — Finance HR — Human Resources IT — Information Technology P&R — Parks and Recreation PD — Police PW — Public Works RP — Real Property 1051 Forms, IRS 5500 Forms (Employee Benefit Plans)............................................................................................................... FIN-8 1095-C form...................................................................................................................................................................................... HR-3 1099's / 1096's / DE542 (California Report of Independent Contractors)......................................................................................... FIN-1 A AB 939 Compliance / Tonnage Reports.......................................................................................................................................... PW-9 Abatement Case Files / Code Enforcement...................................................................................................................................... CD-3 ABC Applications - Alcohol Beverage Control License Applications............................................................................................... CD-5 Aboveground CNG Storage Tanks (Agency Owned).................................................................................................................... PW-12 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 1 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Accident / Incident / Injury Reports (Potential Claims - medical and non -medical that do not result in a claim.) ........................... HR-5 Accident, Incident, or Injury Reports from Employees - Workers Compensation Claims / Long Term Disability Claims ................ HR-5 Accounting........................................................................................................................................................................... FIN-1 — FIN-3 Accounts Payable / Invoices and Backup / Travel Expense Reimbursements, Direct Payment Vouchers ...................................... FIN-1 Accounts Receivable - Miscellaneous - Invoices to Outside Entities, Damage to Public Property ................................................ FIN-4 ACFR - Annual Comprehensive Financial Reports and related Audit Opinions............................................................................... FIN-1 Active Clets Entries Crime Reports / Incident Reports: Missing Persons (Returned).......................................................................PD-7 ActiveNet — Registration Database................................................................................................................................................ P&R-1 Activity Files / Program Files / Special Programs / Special Event Files & Reports......................................................................... P&R-1 ActuarialValuation Reports............................................................................................................................................................. FIN-8 ADA Accommodations - Personnel Files - Medical File (all employees)........................................................................................ HR-4 ADAAccommodations..................................................................................................................................................................... HR-4 AddressAssignments....................................................................................................................................................................... PW-1 AddressFiles / Building Permits.................................................................................................................................................... CD-1 AdjustmentRegisters....................................................................................................................................................................... FIN-4 Adjustment Slips / Meter Mis-reads, Credits / Debits to Accounts................................................................................................... FIN-7 Administration— Police Chief............................................................................................................................................................PD-1 AdministrativeCitation Hearings...................................................................................................................................................... CD-3 AdministrativeCitations................................................................................................................................................................... FIN-5 Administrative: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public..............................CW-4 AdultArson Registrants....................................................................................................................................................................PD-9 Adult Gang Shared Databases — Registrants..................................................................................................................................PD-10 AdvisorReports / Trade Tickets...................................................................................................................................................... FIN-3 AerialMaps (Analog / Historical)...................................................................................................................................................... PW-1 Affidavits of Posting / Affidavits of Publications / Public Hearing Notices / Legal Advertising...........................................................CW-1 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting...........................................................CW-1 Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects WITH a Recapture / Resale Restriction ............... CD-4 Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects WITHOUT a Recapture / Resale Restriction ....... CD-4 Agenda Packets - Boards, Commissions & Committees.................................................................................................................CW-2 Agenda Packets / Agendas City Council, Housing Authority, Redevelopment Agency, Successor Agency, Oversight Board ........ CC-1 AgendaPackets: Speaker Slips...................................................................................................................................................... CC-1 Agendas, Agenda Packets — Audit Commission............................................................................................................................... FIN-1 Agendas, Agenda Packets - Boards, Commissions & Committees.................................................................................................CW-2 Agendas, Agenda Packets — Community Services Commission, Public Art Committee................................................................ P&R-1 Agendas, Agenda Packets — Planning Commission, Building Board of Appeals, Zoning Administrator .......................................... CD-7 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 2 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Aggravated Or Sexual Assault Crime Reports / Incident Reports.....................................................................................................PD-6 Agreement / Contract (copy) - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ......................... PW-3 Agreements — ALL (Except Class Instructors).................................................................................................................................. CC-1 Agreements - Separation, Background Investigation files............................................................................................................... HR-3 Agreements & Contracts — Administrative Files — with Grant Funding........................................................................................CW-1 Agreements & Contracts — Administrative Files............................................................................................................................CW-1 Agreements & Contracts: Unsuccessful Bids, Unsuccessful Proposals or Responses to RFPs..............................................CW-2 Agreements, Tract History Files (Agreements, Easements, Main Extension Agreements)...........................................................PW-23 Alcohol Beverage Control License Applications (ABC Applications)................................................................................................ CD-5 AlcoholTest Results - Negatives..................................................................................................................................................... HR-2 AlcoholTest Results — Positives...................................................................................................................................................... HR-2 Alerts, Dig / Underground / USA's.................................................................................................................................................. PW-23 Alerts, Dig / Underground Service / USA's..................................................................................................................................... PW-11 Alerts, Dig / USA's - Underground Service..................................................................................................................................... PW-14 ALPRRecordings..............................................................................................................................................................................PD-2 Amendments to Records Retention Schedules............................................................................................................................... CC-6 AnimalFiles.......................................................................................................................................................................................PD-2 Annexations / Boundaries / Consolidations / LAFCO....................................................................................................................... CD-5 Annual Comprehensive Financial Reports and related Audit Opinions............................................................................................ FIN-1 Annual Consumer Confidence Reports......................................................................................................................................... PW-25 Annual Reports: Reports and Studies — Other Than Historically Significant Reports.......................................................................CW-9 Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax ...................................... FIN-3 Annual Valuation Reports, Actuarial Valuation Reports................................................................................................................... FIN-8 Appeals - Water Billing: Payment Delinquency & Impending Discontinuation................................................................................ FIN-7 Appeals (City Council Agendas / Agenda Packets).......................................................................................................................... CC-1 Appeals and Code Enforcement Notices of Violation...................................................................................................................... FIN-5 Appeals and Code Enforcement Notices of Violation) - Water Billing: Drought Compliance........................................................... FIN-7 Appeals: Code Enforcement / Abatement Case Files....................................................................................................................... CD-3 Application - Personnel Files - Employee File................................................................................................................................ HR-3 Applications - Volunteer / Unpaid Intern........................................................................................................................................ P&R-3 Applications (Successful): Grants / Reimbursable Claims — Successful Reports..........................................................................CW-6 ApplicationsCitizen's Academy....................................................................................................................................................... CC-1 Applications for Unsuccessful Candidates....................................................................................................................................... HR-4 Applications: Grants — Unsuccessful..............................................................................................................................................CW-6 Appraisal Reports — Property NOT Purchased, Loans Not Funded.................................................................................................CW-8 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 3 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Appraisal Reports — Purchased Property, Funded Loans................................................................................................... Approvalsof Water System................................................................................................................................................. Appurtenances and Single Family Residential (SFR) — Building Plans and Construction Documents - Finalled ................ AQMDPermits (Generators, etc.)........................................................................................................................................ AQMDPermits (Generators, etc.)........................................................................................................................................ Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF ......................... ArrestFiles............................................................................................................................................................................ Arson— Adult Registrants.................................................................................................................................................... Arson Registrants — Juveniles released from Division of Juvenile Justice........................................................................... As-Builts............................................................................................................................................................................... Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings........................................................... Assessment Rolls / Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) Associated CEQA Noticing: Planning Project Files — Approved Permanent Entitlements ................................................ Attendance Rosters: Training — All Course Records.......................................................................................................... Audio Recordings — Community Services Commission, Public Art Commission.................................................................. Audio Recordings — Planning Commission, Building Board of Appeals, Zoning Administrator ............................................ Audio Recordings of Meetings - Boards, Commissions & Committees................................................................................ Audio Recordings or Tapes - (CAD/RMS) Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) ... AuditCommission — VIDEO Recordings............................................................................................................................... Audit Commission Agendas, Agenda Packets................................................................................................................... AuditCommission Minutes................................................................................................................................................... Audit Commission Minutes, Resolutions & Bylaws........................................................................................................... Audit Commission Video Recordings................................................................................................................................. Audit Records: Grants / Reimbursable Claims — Successful Reports................................................................................ Audit Reports / ACFR - Annual Comprehensive Financial Reports and related Audit Opinions ........................................... AuditWork Papers................................................................................................................................................................ Audits, Transportation Audits / PERS Audit, etc.................................................................................................................. Audits: DMV & CHP, TDA Fiscal Audit, Triennial Performance Audit................................................................................ Authorization Forms / Direct Deposit Authorizations........................................................................................................... Authorizationto give Medicine............................................................................................................................................. Auto Pay Authorization Forms / Direct Deposit Authorizations............................................................................................ Automated License Plate Reader Data / ALPR Recordings................................................................................................. Awards of Significant Historical Interest: Historical Records & Historical Projects............................................................... B Backflow- Cross Connection............................................................................................................................................... Page No. ..........CW-8 ........ PW-22 .......... CD-1 ........ PW-12 ........ PW-17 .......... FIN-3 ...........PD-2 ...........PD-9 .........PD-10 .......... PW-5 .......... CC-3 .......... FIN-1 .......... CD-8 ........CW-10 ........ P&R-1 .......... CD-7 ..........CW-3 ...........PD-1 .......... CC-6 .......... FIN-1 .......... CC-5 .......... FIN-1 .......... FIN-1 ..........CW-6 .......... FIN-1 .......... FIN-1 .......... FIN-3 ........ PW-14 .......... FIN-8 ........ P&R-2 .......... FIN-8 ...........PD-2 .......... CC-5 ........ PW-20 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 4 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Background File / Recruitment File - Police Applicants & Police Volunteers (UNSUCCESSFUL) ............................................. HR-1 Background File / Recruitment File - Police Employees & Police Volunteers (SUCCESSFUL)...................................................PD-3 Background Investigation files - Separation Agreements................................................................................................................ HR-3 Backgrounds (Solicitors, Massage, Taxi, etc.)..................................................................................................................................PD-2 Backups / Computer Backups (ALL Disaster Recovery Computer Backups)..................................................................................... IT-1 Balance Sheets, Revenue & Expenditure Reports, etc................................................................................................................... FIN-3 Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings....................................................................................................... CC-3 BankDeposits.................................................................................................................................................................................. FIN-2 BankReconciliations........................................................................................................................................................................ FIN-2 Bank Statements and Trustee Statements...................................................................................................................................... FIN-2 BankTransmittal Advice.................................................................................................................................................................. FIN-2 Bankruptcies- NOT pursued........................................................................................................................................................... FIN-4 Bankruptcies- Where a claim is filed............................................................................................................................................ FIN-4 Banner Obstruction Permits, Dumpster Permits, Transportation Permits, Heavy Load Permits, Wide Load Permits ...................... PW-6 BannersCode Enforcement............................................................................................................................................................. CD-3 BaseMaps....................................................................................................................................................................................... PW-5 Basin Equity Assessment Report (submitted to Basin Watermaster)............................................................................................ PW-17 Benchmarks..................................................................................................................................................................................... PW-1 Benefit Files / Administration Forms (W-4s, Changes, Personnel Action Form copies, Vacation pay-off requests, etc.) ................ FIN-8 Benefit Plan Documents (CaIPERS, Optical, Dental, etc.).............................................................................................................. HR-1 Bicycle Locker Rental Agreements................................................................................................................................................... PW-6 Bids, Successful...............................................................................................................................................................................CW-1 Bids, Unsuccessful............................................................................................................................................................................CW-2 Billing Registers, Payment Registers, Adjustment Registers........................................................................................................... FIN-4 Board & Commission / Committee Maddy Act Lists / Vacancy Notices............................................................................................ CC-1 Board & Commission Historical List of Members............................................................................................................................. CC-1 Boards & Commission Members — Oaths of Office.......................................................................................................................... CC-5 Boards, Commissions & Committees: Agendas, Agenda Packets................................................................................................CW-2 Boards, Commissions & Committees: Audio Recordings of Meetings...........................................................................................CW-3 Boards, Commissions & Committees: City Council Subcommittees.............................................................................................CW-2 Boards, Commissions & Committees: External Organizations......................................................................................................CW-2 Boards, Commissions & Committees: Minutes & Bylaws...............................................................................................................CW-3 Body -Worn Cameras........................................................................................................................................................................PD-9 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit)................................................................................................ CC-1 Bonds (Revenue) - Official Statements / Transcripts / Certificates of Participations (COPs).......................................................... FIN-2 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 5 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Boundaries / Consolidations / LAFCO / Annexations....................................................................................................................... CD-5 Brochures, Season Brochures / Recreation Brochures................................................................................................................. P&R-2 Brochures: Reference Materials — Produced by Other Departments..............................................................................................CW-8 Brochures: Reference Materials — Produced by Outside Organizations........................................................................................CW-8 Brochures: Reference Materials — Produced by Your Department.................................................................................................CW-8 Budgets- Adopted / Final................................................................................................................................................................ FIN-2 Budgets - Preliminary, Proposed, Backup Documents.................................................................................................................... FIN-2 BuildingActivity Reports................................................................................................................................................................... CD-2 Building Board of Appeals Agendas, Agenda Packets................................................................................................................... CD-7 Building Board of Appeals Audio Recordings................................................................................................................................. CD-7 Building Board of Appeals Minutes, Resolutions & Bylaws.......................................................................................................... CD-7 Building Codes — Uniform / California............................................................................................................................................... CD-2 BuildingDivision.................................................................................................................................................................... CD-1 — CD-2 BuildingPermit Database................................................................................................................................................................. CD-1 BuildingPermits............................................................................................................................................................................... CD-1 Building Plans — Cancelled, or Withdrawn (prior to issuance of permits)....................................................................................... CD-1 Building Plans and Construction Documents — Finalled — Industrial, Commercial, Multi -Family Dwellings ............................... CD-1 Building Plans and Construction Documents — Finalled — Places of Public Accommodation, Tenant Improvements .............. CD-1 Building Plans and Construction Documents — Finalled — Single Family Residential (SFR) and Appurtenances ...................... CD-1 Business Inspections — Stormwater.................................................................................................................................................. PW-9 Business License & Permit Applications, Changes....................................................................................................................... FIN-5 Business License & Permit Database.............................................................................................................................................. FIN-5 Business License Administrative Citations / Code Enforcement / Enforcement of Business License ........................................ FIN-5 BusinessLicense Renewals........................................................................................................................................................... FIN-5 Business License, Utility Billing & Revenue......................................................................................................................... FIN-4 — FIN-8 Bylaws - Boards, Commissions & Committees................................................................................................................................CW-3 C CAD/ Dispatch.................................................................................................................................................................................PD-1 CAD/RMS) - Recordings of Telephone & Radio Communications Dispatch Tapes (CAD)..............................................................PD-1 CalOSHA Inspections, Citations..................................................................................................................................................... HR-6 Calendars: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).......................................................CW-5 California Building Code / Uniform Building Codes........................................................................................................................... CD-2 California Civil Rights Department / CRD......................................................................................................................................... HR-1 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports................................................................................... FIN-8 Campaign Filings (FPPC 400 Series Forms): Other Committees................................................................................................... CC-3 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 6 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Campaign Filings (FPPC 400 Series Forms): Successful Candidates........................................................................................... CC-3 Campaign Filings (FPPC 400 Series Forms): Those Not Required to File Original With City Clerk (Copies) ............................ CC-3 Campaign Filings (FPPC 400 Series Forms): Unsuccessful Candidates...................................................................................... CC-3 Candidate File: Nomination Papers, Candidate Statements — Successful Candidates................................................................. CC-3 Candidate File: Nomination Papers, Candidate Statements — Unsuccessful Candidates............................................................. CC-3 Candidate Statements to be Printed in the Sample Ballot: Elections — General, Working or Administration Files ...................... CC-4 Candidate Statements, Nomination Papers: Candidate File — Successful Candidates................................................................. CC-3 Candidate Statements, Nomination Papers: Candidate File — Unsuccessful Candidates............................................................. CC-3 Canine (Police Service Dogs) Program Files / Training Files: Animal Files...................................................................................PD-2 Canine Reports (Police Service Dogs) Program Files: Action Reports, Monthly Reports..............................................................PD-3 CannabisCitations ....... ...................................................................................................................................................................... PD-5 Capital Improvement Project "As -Built", Base Maps........................................................................................................................ PW-5 Capital Improvement Projects (CIP) - Water: Administration File / NOT Scanned...................................................................PW-18 Capital Improvement Projects (CIP) - Water: Permanent File / Scanned Records...................................................................PW-19 Capital Improvement Projects (CIP) where Engineering is the Lead: Maintenance Projects (All Records) ..................................... PW-1 Capital Improvement Projects (CIP) where Engineering is the Lead: Administration File / NOT Scanned ...................................... PW-2 Capital Improvement Projects (CIP) where Engineering is the Lead: Permanent File / Scanned Records ..................................... PW-3 Carry Concealed Weapon Permits (CCW Permits)..........................................................................................................................PD-1 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash.............................................................. FIN-5 CashReports / Petty Cash.............................................................................................................................................................. FIN-5 Cashiers Reports / Cash Reports / Petty Cash................................................................................................................................ FIN-5 Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning .............. PW-10 CC&R Agreements / Covenants, Conditions and Restrictions........................................................................................................ CD-5 CCW Permits ................. ............ ..................... ..................................................................................................................................PD-1 CDBG / Grants / Reimbursable Claims — Successful Reports ...................... ................................................................................. CW-6 CDBG-funded Housing Projects WITH a Recapture / Resale Restriction........................................................................................ CD-4 CDBG-funded Housing Projects WITHOUT a Recapture / Resale Restriction................................................................................. CD-4 Census, Demographics.................................................................................................................................................................... CD-5 CEQA Compliance — Correspondence and Staff Notes................................................................................................................... CD-6 Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets................................................................. FIN-3 Certificate of Occupancy (CofO) — TEMPORARY............................................................................................................................ CD-2 Certificates - Personnel Files - Employee File................................................................................................................................ HR-3 Certificatesof Disposal.................................................................................................................................................................. PW-13 Certificatesof Occupancy................................................................................................................................................................. CD-1 Certificates of Participations (COPs)............................................................................................................................................... FIN-2 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 7 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Certified Payrolls - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned .............................. Certified Payrolls: Agreements & Contracts — Administrative Files — with Grant Funding .............................................. Certified Payrolls: Agreements & Contracts — Administrative Files.................................................................................. Chains of Custody: Bacteriological and Organics.............................................................................................................. Chainsof Custody: Lead & Copper................................................................................................................................... Chains of Custody: Chemical (Includes Chlorine Residuals).............................................................................................. Change Orders - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ................................. Chats, Notes and Recordings — Staff Videoconference — Transitory / Preliminary Drafts (Content NOT Substantive) CheckRequests................................................................................................................................................................... Checklists: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive) .......................................... Checks- NSF Checks......................................................................................................................................................... Checks/ Warrants (Cashed / Paid).................................................................................................................................... Chemical Use Report Form / Material Data Safety Sheet(MSDS)...................................................................................... Child Abuse Or Severe Neglect Crime Reports / Incident Reports...................................................................................... Childhood Sexual Assault After January 1, 2024 — Sealed Juvenile Cases........................................................................ Childhood Sexual Assault Before January 1, 2024 — Sealed Juvenile Cases..................................................................... Children's Programs - Activity Files / Program Files / Special Programs / Special Event Files & Reports .......................... CHIP Inspections — OTHER THAN SENIOR VEHICLES FUNDED BY THE OCTA........................................................... CHIP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections - SENIOR VEHICLES FUNDED BY THE OCTA ... Chronological: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public .................. CIP - Water: Administration File / NOT Scanned........................................................................................................... CIP - Water: Permanent File / Scanned Records........................................................................................................... CIP Projects where Engineering is the Lead: Administration File / NOT Scanned............................................................ CIP Projects where Engineering is the Lead: Permanent File / Scanned Records............................................................ CIP Projects where Engineering is the Lead: Maintenance Projects (All Records)............................................................ CitationHearings — Administrative....................................................................................................................................... Citations- Marijuana / Cannabis.......................................................................................................................................... Citations- Parking & Moving............................................................................................................................................... Citizen's Academy Applications.......................................................................................................................................... CityClerk............................................................................................................................................................................. City Council Agendas / Agenda Packets............................................................................................................................. CityCouncil Correspondence.............................................................................................................................................. CityCouncil Oaths of Office................................................................................................................................................. City Council Subcommittees: Boards, Commissions & Committees.................................................................................... City Council, Board & Commission Historical List of Members............................................................................................ Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. CNT1T� .......... PW-18 .......... PW-19 ............ PW-2 ............ PW-3 ............ PW-1 ............ CD-3 .............PD-5 .............PD-3 ............ CC-1 CC-1 — CC-2 ............ CC-1 ............ CM-1 ............ CC-5 ............CW-2 ............ CC-1 Page 8 of 39 Page No. CityCouncil: Minutes........................................................................................................................................................................ CC-5 CityCouncil: Resolutions.................................................................................................................................................................. CC-6 CityManager..................................................................................................................................................................................... CM-1 City Seal: Historical Records & Historical Projects........................................................................................................................... CC-5 City -Wide (Used by All Departments)............................................................................................................................... CW-1 — CW-10 CivicRec — Registration Database................................................................................................................................................. P&R-1 ClaimForms...................................................................................................................................................................................... CC-2 Claim Runs - Workers Compensation.............................................................................................................................................. HR-4 Claims - Department of Fair Employment & Housing (DFEH or EEOC) Claims.............................................................................. HR-1 Claims.............................................................................................................................................................................................. HR-5 Class- Registration Database........................................................................................................................................................ P&R-1 Classification / Reorganization Studies (for employee classifications and department structures) ................................................. HR-1 ClassificationSpecifications ............................................................................................................................................................ HR-3 CMMSDATABASE........................................................................................................................................................................ PW-25 CMMS DATABASE (Computerized Maintenance Management System)..................................................................................... PW-16 CNGStorage Tanks (Agency Owned)........................................................................................................................................... PW-12 Code Enforcement - Business License........................................................................................................................................... FIN-5 Code Enforcement / Abatement Case Files...................................................................................................................................... CD-3 Code Enforcement Complaint Letters: Code Enforcement / Abatement Case Files........................................................................ CD-3 CodeEnforcement Database........................................................................................................................................................... CD-3 Code Enforcement Notices of Violation - Water Billing: Drought Compliance................................................................................. FIN-7 CodeEnforcement............................................................................................................................................................................ CD-3 CofO- Certificates of Occupancy..................................................................................................................................................... CD-1 Collection Agency Case Files & Statements / Delinquent Accounts................................................................................................ FIN-6 Collections / Collection Agency Case Files & Statements / Delinquent Accounts........................................................................... FIN-6 Commendations............................................................................................................................................................................... CC-5 Commercial, Multi -Family Dwellings, Industrial — Building Plans and Construction Documents - Finalled...................................... CD-1 Commission / Committee Maddy Act Lists / Vacancy Notices.......................................................................................................... CC-1 Commissions, Committees & Boards: Agendas, Agenda Packets.................................................................................................CW-2 Commissions, Committees & Boards: Audio Recordings of Meetings...........................................................................................CW-3 Commissions, Committees & Boards: City Council Subcommittees.............................................................................................CW-2 Commissions, Committees & Boards: External Organizations......................................................................................................CW-2 Commissions, Committees & Boards: Minutes & Bylaws...............................................................................................................CW-3 Committees, Boards & Commissions: Agendas, Agenda Packets.................................................................................................CW-2 Committees, Boards & Commissions: Audio Recordings of Meetings...........................................................................................CW-3 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 9 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Committees, Boards & Commissions: City Council Subcommittees.............................................................................................CW-2 Committees, Boards & Commissions: External Organizations......................................................................................................CW-2 Committees, Boards & Commissions: Minutes & Bylaws...............................................................................................................CW-3 Communications Dispatch Tapes (CAD)..........................................................................................................................................PD-1 Community Outreach / Notifications - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ............. PW-2 Community Services Commission — VIDEO Recordings.................................................................................................................. CC-6 Community Services Commission Agendas, Agenda Packets.................................................................................................... P&R-1 Community Services Commission Audio Recordings.................................................................................................................. P&R-1 Community Services Commission Minutes....................................................................................................................................... CC-5 Community Services Commission Minutes, Resolutions & Bylaws............................................................................................ P&R-1 CompensationSurveys & Studies.................................................................................................................................................... HR-1 Complaints / Concerns from Citizens................................................................................................................................................CW-3 ComplaintsAgainst Peace Officers..................................................................................................................................................PD-4 Complaints: Odor / Taste / Visual Complaints about Potable Water............................................................................................... PW-20 Completion Records: Grants / Reimbursable Claims — Successful Reports..................................................................................CW-6 Compliance Orders: Construction Notices / Inspection Notices....................................................................................................... CD-2 Concernsfrom Citizens.....................................................................................................................................................................CW-3 Conditions of Approval: Planning Project Files — Approved Permanent Entitlements.................................................................. CD-8 Conferences(copies)....................................................................................................................................................................... CM-1 ConfinedSpace Entries................................................................................................................................................................. PW-19 Conservation Program Grants & Rebates (Toilets, etc.)................................................................................................................. PW-19 Consolidations / LAFCO / Annexations / Boundaries....................................................................................................................... CD-5 Construction Documents and Building Plans — Finalled — Industrial, Commercial, Multi -Family Dwellings ............................... CD-1 Construction Documents and Building Plans — Finalled — Places of Public Accommodation, Tenant Improvements .............. CD-1 Construction Documents and Building Plans — Finalled — Single Family Residential (SFR) and Appurtenances ...................... CD-1 Construction Hydrant Meter Application & Approvals.................................................................................................................... PW-19 ConstructionInspection................................................................................................................................................................... PW-3 Construction Inspection Database................................................................................................................................................... PW-4 Construction Manager's Logs - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ....................... PW-2 Construction Notices / Inspection Notices........................................................................................................................................ CD-2 Construction Standards - Authored by the City................................................................................................................................ PW-4 ConsumerConfidence Reports...................................................................................................................................................... PW-25 ContinuingDisclosure Reports - Bonds........................................................................................................................................... FIN-2 Contract (copy) - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records .............................................. PW-3 Contracts — ALL (Except Class Instructors)...................................................................................................................................... CC-1 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 10 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Contracts & Agreements — Administrative Files — with Grant Funding........................................................................................CW-1 Contracts & Agreements — Administrative Files.............................................................................................................................CW-1 Contracts & Agreements Unsuccessful Bids, Unsuccessful Proposals or Responses to RFPs...............................................CW-2 Copies of Resolutions: Elections — Historical.................................................................................................................................. CC-4 Copies or Duplicates of Any Record (Copies)..................................................................................................................................CW-3 Correction Notices: Construction Notices / Inspection Notices......................................................................................................... CD-2 Correspondence - Regulatory Agencies Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) ....... PW-4 Correspondence - Regulatory Agency Compliance, Supporting Documentation (DPH, EPA, etc.) .............................................. PW-22 Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public.......................................................CW-4 Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).........................................................................CW-5 Correspondence & Notes — CEQA, Environmental Determinations, EIRs, etc................................................................................. CD-6 Correspondence & Staff Notes — CEQA, Environmental Determinations, EIRs, etc........................................................................ CD-6 Correspondence, City Council......................................................................................................................................................... CM-1 Correspondence: Agreements & Contracts — Administrative Files — with Grant Funding...........................................................CW-1 Correspondence: Agreements & Contracts — Administrative Files................................................................................................CW-1 Correspondence: Elections — General, Working or Administration Files..................................................................................... CC-4 Correspondence: Grants — Unsuccessful.......................................................................................................................................CW-6 Correspondence: Grants / Reimbursable Claims — Successful Reports........................................................................................CW-6 County Election Services: Elections — General, Working or Administration Files........................................................................ CC-4 Covenants, Conditions and Restrictions / CC&R Agreements........................................................................................................ CD-5 CRD — California Civil Rights Department........................................................................................................................................ HR-1 Credits/ Debits to Accounts............................................................................................................................................................. FIN-7 Crime Reports / Incident Reports: ALL, Except for those Specifically Mentioned Elsewhere (mandated purges) ..........................PD-6 Crime Reports / Incident Reports: Factually Innocent Petition Accepted........................................................................................PD-6 Crime Reports / Incident Reports: Firearms entered into CLETS....................................................................................................PD-6 Crime Reports / Incident Reports: If Imaged, Homicide, Others Deemed Appropriate To Maintain................................................PD-6 Crime Reports / Incident Reports: Marijuana / Cannabis §11359(E) - Juvenile On School Grounds...............................................PD-7 Crime Reports / Incident Reports: Misdemeanor Or Infraction - Adult Marijuana / Cannabis..........................................................PD-7 Crime Reports / Incident Reports: Misdemeanor Or Infraction - Juvenile Marijuana / Cannabis.....................................................PD-7 Crime Reports / Incident Reports: Missing Persons (Returned).......................................................................................................PD-7 Crime Reports / Incident Reports: Sealed Adult, Juvenile And Ward Cases — Except Childhood Sexual Assault (Substantiated)..PD-8 Crime Reports / Incident Reports: Juvenile Child Abuse Or Severe Neglect...................................................................................PD-7 Crime Reports / Incident Reports: Vacatur Relief Granted By Court - Victim Of Human Trafficking (Nonviolent).............................PD-8 Crime Statistics / Uniform Crime Reports (UCR) - Summaries (BCS)..............................................................................................PD-8 CriminalIntelligence Files.................................................................................................................................................................PD-2 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 11 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. CrossConnection / Backflow......................................................................................................................................................... PW-20 Cultural Arts - Activity Files / Program Files / Special Programs / Special Event Files & Reports .................................................. P&R-1 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints about Potable Water ........................................... PW-20 D Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash........................................................................................ FIN-5 Daily Equipment Checks — OTHER THAN SENIOR VEHICLES FUNDED BY THE OCTA..........................................................PW-13 Daily Equipment Checks - SENIOR VEHICLES FUNDED BY THE OCTA...................................................................................PW-14 DailyInspection Log, Juvenile Log..................................................................................................................................................PD-11 Daily Inspections - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ........................................... PW-2 Daily Logs - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ..................................................... PW-2 DailyObservation Reports.................................................................................................................................................................PD-3 Daily Vehicle Inspections / Daily Equipment Checks — OTHER THAN SENIOR VEHICLES FUNDED BY THE OCTA ............... PW-13 Daily Vehicle Inspections / Daily Equipment Checks - SENIOR VEHICLES FUNDED BY THE OCTA........................................PW-14 Daily Vehicle Inspections / Daily Equipment Checks.....................................................................................................................PW-13 Damage to Public Property - Accounts Receivable.......................................................................................................................... FIN-4 Data / Layers / GIS Database — Both City-wide and Specialized.....................................................................................................CW-6 Database — Planning Project Log of Applications............................................................................................................................. CD-7 Database— RMS (Police)..................................................................................................................................................................PD-9 Database, Building Permit................................................................................................................................................................ CD-1 Database, Business License & Permit.............................................................................................................................................. FIN-5 Database, Code Enforcement........................................................................................................................................................... CD-3 Database, Construction Inspection................................................................................................................................................... PW-4 Database, Dial-a-Ride..................................................................................................................................................................... P&R-3 Database, Engineering Permits........................................................................................................................................................ PW-5 Database, Financial Services........................................................................................................................................................... FIN-2 Database, GIS..................................................................................................................................................................................CW-6 Database, Recruitment — NeoGov.................................................................................................................................................... HR-4 Database, Registrants — Adult Gang Shared Databases................................................................................................................. PD-10 Database, Registrants — Juvenile Gang Registrants.......................................................................................................................PD-10 Database, Registration (Civic Rec / Class / Active Net)................................................................................................................. P&R-1 Database, SCADA.......................................................................................................................................................................... PW-22 Database, Tree............................................................................................................................................................................... PW-14 Database, Utility Billing..................................................................................................................................................................... FIN-7 DE-166, 1051 Forms, IRS 5500 Forms (Employee Benefit Plans).................................................................................................FIN-8 DE542 (California Report of Independent Contractors)....................................................................................................................FIN-1 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 12 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. DE-6, DE-10, DE-10, DE-53, W-3, & DE-166, 1051 Forms, IRS 5500 Forms (Employee Benefit Plans) ...................................... FIN-8 Debitsto Accounts........................................................................................................................................................................... FIN-7 Deeds, Easements, Liens, Rights of Way........................................................................................................................................ CC-2 Deeds, Easements, Liens, Rights of Way (copies)........................................................................................................................... PW-4 Deferred Compensation (5510) Reports, Registers.......................................................................................................................... FIN-8 DelinquentAccounts........................................................................................................................................................................ FIN-6 DemographicsCensus..................................................................................................................................................................... CD-5 Department of Fair Employment & Housing (DFEH or EEOC) Claims............................................................................................ HR-1 Department Policies & Procedures / Operation Directives / General Orders / Lexipol (Department Policies and Procedures) .......PD-3 DepartmentReports....................................................................................................................................................................... PW-20 Deposit Accounts / Trust Accounts / Refundable Deposits..............................................................................................................CW-5 Deposits, Bank................................................................................................................................................................................. FIN-2 Design & Construction Standards - Authored by the City................................................................................................................ PW-4 Destruction Authorization Forms...................................................................................................................................................... CC-6 DetectiveBureau...............................................................................................................................................................................PD-2 Development Projects / Job Files: Permanent Files...................................................................................................................... PW-8 DFEHor EEOC Claims.................................................................................................................................................................... HR-1 Dial -a -Ride Applications................................................................................................................................................................. P&R-3 Dial -a -Ride Database..................................................................................................................................................................... P&R-3 DigAlerts....................................................................................................................................................................................... PW-11 Dig Alerts / Underground Service Alerts (USA's)...........................................................................................................................PW-23 DirectDeposit Authorizations........................................................................................................................................................... FIN-8 Disaster Recovery Computer Backups............................................................................................................................................... IT-1 Disciplinary files involving Police Department personnel NOT Result of Public Complaint........................................................... HR-2 Disinfectant Residuals - Water Quality - Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals) ................ PW-24 Disinfection Byproduct Precursors - Water Quality - Lab Reports & Chains of Custody: Chemical ............................................... PW-24 Disinfection Byproducts - Water Quality - Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals) .............. PW-24 Dispatch............................................................................................................................................................................................PD-1 Distribution, Municipal Code Administration..................................................................................................................................... CC-5 DMVPull Notices (Except Police)..................................................................................................................................................... HR-1 DMVPull Notices (Police Only).........................................................................................................................................................PD-1 DomesticViolence Crime Reports.....................................................................................................................................................PD-6 DOT Program / CHP Inspections / Vehicle Safety Checks — OTHER THAN SENIOR VEHICLES FUNDED BY THE OCTA ......PW-13 DOT Program / CHP Inspections / Vehicle Safety Checks - SENIOR VEHICLES FUNDED BY THE OCTA...............................PW-14 DOT Program / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks ..................................................... PW-13 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 13 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Drafts & Notes — Drafts that are Revised..........................................................................................................................................CW-5 Drawings, Maps, Plans and Record Drawings, Large -Format Drawings, Capital Improvement Project "As -Built", Base Maps ..... PW-5 Drone (Unmanned Aerial Vehicle) Recordings..................................................................................................................................PD-2 Drought Compliance (Includes Appeals and Code Enforcement Notices of Violation).................................................................... FIN-7 Drug & Alcohol Test Results — Negatives......................................................................................................................................... HR-2 Drug& Alcohol Test Results — Positives.......................................................................................................................................... HR-2 Due Diligence Reports (for warrants).................................................................................................................................................PD-8 Dumpster Permits, Transportation Permits, Heavy Load Permits, Wide Load Permits.................................................................... PW-6 E Easements, Liens, Rights of Way.................................................................................................................................................... CC-2 Easements, Liens, Rights of Way (copies)....................................................................................................................................... PW-4 Economic Development Projects, Programs, Subjects & Issues (Issues and/or Projects will vary over time)..................................RP-1 Economic Interest Filings (FPPC 700 Series Forms — Statement of Economic Interests): All ......................................................... CC-2 Economic Interest Filings (FPPC Form 602/635) - Lobbyist Authorization Reporting...................................................................... CC-2 EEOCClaims................................................................................................................................................................................... HR-1 EEOCReports, EEO-5 Reports....................................................................................................................................................... HR-2 EIRs (Environmental Impact Reports), Negative Declarations: Environmental Determinations — Inside City Boundaries ............ CD-5 EIRs (Environmental Impact Reports), Negative Declarations: Environmental Determinations — Correspondence & Notes ........ CD-6 EIRs (Environmental Impact Reports), Negative Declarations: Environmental Determinations — Outside City Boundaries ......... CD-6 Elected Officials: Campaign Filings (FPPC 400 Series Forms) — Successful Candidates............................................................. CC-3 Elections— Consolidated...................................................................................................................................................... CC-3 — CC-4 Elections — General, Working or Administration Files................................................................................................................. CC-4 Elections— Historical....................................................................................................................................................................... CC-4 Elections — Petitions (Initiative, Recall or Referendum) IF INSUFFICIENT...................................................................................... CC-4 Elections — Petitions (Initiative, Recall or Referendum) IF SUFFICIENT.......................................................................................... CC-4 Elementsand Amendments, General Plan....................................................................................................................................... CD-6 E-Mail: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public..........................................CW-4 Email: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public............................................CW-4 Email: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)..............................................................CW-5 E-mail: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).............................................................CW-5 Embezzlement Crime Reports / Incident Reports..............................................................................................................................PD-6 Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan................................................................. PW-23 Employee File - Personnel Files - Employee File............................................................................................................................ HR-6 Employee History Cards ("White Card").......................................................................................................................................... HR-2 Employee Incident, or Injury Reports from Employees - Workers Compensation Claims / Long Term Disability Claims .............. HR-5 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 14 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Employee Investigation and Disciplinary files involving Police Department personnel NOT Result of Public Complaint ............. HR-2 Employee Investigation Files (excludes Police)............................................................................................................................... HR-2 Employment Applications for Unsuccessful Candidates.................................................................................................................. HR-4 EmploymentVerifications................................................................................................................................................................. FIN-8 EmploymentVerifications................................................................................................................................................................. HR-4 EncroachmentPermits — Water..................................................................................................................................................... PW-20 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, etc.) ....... PW-5 Encroachment Permits Permanent (Permanent structures in the City's Right of Way).................................................................. PW-5 Encroachments - Permanent (Permanent structures in the City's Right of Way)............................................................................ PW-5 Enforcement of Business License Code.......................................................................................................................................... FIN-5 EngineeringPermits Database......................................................................................................................................................... PW-5 Engineering Studies / Surveys - Preliminary Studies / Project Assessments / Geotechnical and Soil Reports / Hydrology ............ PW-5 Engineering........................................................................................................................................................................PW-1 —PW-11 Enterprise System Catalogue (posted on line)................................................................................................................................... IT-1 Entitlements, Temporary................................................................................................................................................................... CD-8 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations — Inside City Boundaries ............ CD-5 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations — Correspondence & Notes ........ CD-6 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations — Outside City Boundaries ......... CD-6 Environmental Determinations: Planning Project Files — Approved Permanent Entitlements...................................................... CD-8 Environmental Impact Reports (EIRs), Negative Declarations: Environmental Determinations — Inside City Boundaries ............ CD-5 Environmental Impact Reports (EIRs), Negative Declarations: Environmental Determinations — Correspondence & Notes ........ CD-6 Environmental Impact Reports (EIRs), Negative Declarations: Environmental Determinations — Outside City Boundaries ......... CD-6 EOCActivations & Drills...................................................................................................................................................................PD-1 Equipment Checks — OTHER THAN SENIOR VEHICLES FUNDED BY THE OCTA................................................................... PW-13 Equipment Checks - SENIOR VEHICLES FUNDED BY THE OCTA............................................................................................PW-14 EquipmentChecks......................................................................................................................................................................... PW-13 EquipmentHistory Files................................................................................................................................................................. PW-16 Escheat (Unclaimed money / uncashed checks)............................................................................................................................. FIN-2 Ethics & Safety Training: Training — All Course Records.............................................................................................................CW-10 EthicsTraining Certificates............................................................................................................................................................... CC-4 Evaluations - Personnel Files - Employee File............................................................................................................................... HR-3 Evaluations / Surveys (Program Evaluations)................................................................................................................................ P&R-1 Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.)... PW-5 Exemptions(Water)....................................................................................................................................................................... PW-23 External Organizations: Boards, Commissions & Committees.........................................................................................................CW-2 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 15 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. ExtraPatrol Requests.......................................................................................................................................................................PD-3 F FacilityInspections.........................................................................................................................................................................PW-12 FacilityReservations...................................................................................................................................................................... P&R-2 Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests................................................................................. P&R-1 FactuallyInnocent Petition Accepted................................................................................................................................................PD-6 FalseAlarm Reports..........................................................................................................................................................................PD-8 Fatal Traffic Accidents Crime Reports / Incident Reports..................................................................................................................PD-6 Federal Tax Deposits, Adjustments, etc.......................................................................................................................................... FIN-8 FEMAClaims Successful Reports.................................................................................................................................................CW-6 FEMA Reimbursement / OES Reimbursements.............................................................................................................................. FIN-2 Field Investigation Cards (FI's) - After Entry into RMS....................................................................................................................PD-8 FieldServices.................................................................................................................................................................. PW-12 — PW-17 Field Use Contracts / Facility Use Requests.................................................................................................................................. P&R-1 Filming - Activity Files / Program Files / Special Programs / Special Event Files & Reports.......................................................... P&R-1 FinalResults: Elections — Historical................................................................................................................................................ CC-4 Finance/ Accounting........................................................................................................................................................... FIN-1 — FIN-3 Finance / Business License, Utility Billing & Revenue......................................................................................................... FIN-4 — FIN-8 Finance/ Payroll................................................................................................................................................................. FIN-8 — FIN-9 Finance Reports Created from Database......................................................................................................................................... FIN-3 Financial Reports - Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc ..... FIN-3 Financial Reports - State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax ................... FIN-3 Financial Reports and related Audit Opinions................................................................................................................................... FIN-1 FinancialServices Database........................................................................................................................................................... FIN-2 FireFlow (OCFA)........................................................................................................................................................................... PW-20 Fire Hydrant Flow / Pressure Tests (Development or Maintenance)............................................................................................. PW-20 Firearmsentered into CLETS...........................................................................................................................................................PD-6 First Aid Reports / Minor Incident Reports..................................................................................................................................... P&R-2 FI's - Field Investigation Cards - After Entry into RMS.....................................................................................................................PD-8 FiscalAgent Statements.................................................................................................................................................................. FIN-2 FixedAssets.................................................................................................................................................................................... FIN-3 Flyers: Reference Materials — Produced by Other Departments....................................................................................................CW-8 Flyers: Reference Materials — Produced by Outside Organizations...............................................................................................CW-8 Flyers: Reference Materials — Produced by Your Department........................................................................................................CW-8 FoodBank Distributions................................................................................................................................................................. P&R-2 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 16 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Food Distributions / Food Bank Distributions................................................................................................................................. P&R-2 Foreclosure Notices / Notices of Defaults (NOD) — Not related to a City Loan / Case File............................................................... CD-4 ForfeitureNotification........................................................................................................................................................................PD-5 Form501........................................................................................................................................................................................... CC-3 Found Property (Documents related to)............................................................................................................................................PD-5 FPPC 400 Series Forms (Campaign Filings): Other Committees................................................................................................... CC-3 FPPC 400 Series Forms (Campaign Filings): Successful Candidates.......................................................................................... CC-3 FPPC 400 Series Forms (Campaign Filings): Those Not Required to File Original With City Clerk (Copies) ............................ CC-3 FPPC 400 Series Forms (Campaign Filings): Unsuccessful Candidates...................................................................................... CC-3 FPPC 700 Series Forms — Statement of Economic Interests (Economic Interest Filings): All ......................................................... CC-2 FPPCForm 501................................................................................................................................................................................ CC-3 FPPC Form 801 (Gift to Agency Report)......................................................................................................................................... CC-2 FPPC Form 803 (Agency Report of New Positions)........................................................................................................................ CC-2 FPPC Form 803 (Event Ticket / Pass Distributions Agency Report).............................................................................................. CC-2 FPPC Form 803 (Event Ticket / Pass Distributions Agency Report).............................................................................................. CC-2 FPPC Form 805 (Agency Report of Consultants)............................................................................................................................ CC-2 FPPC Form 806 (Agency Report of Public Official Appointments).................................................................................................. CC-2 FPPCForms 801 -806..................................................................................................................................................................... CC-2 FuelInventories............................................................................................................................................................................. PW-12 G GangSTEP Notice.............................................................................................................................................................................PD-9 Gangs/ Informant Files.....................................................................................................................................................................PD-2 GarbageLiens & Releases.............................................................................................................................................................. PW-8 GasTax Report................................................................................................................................................................................ FIN-3 General Files: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public...............................CW-4 General Orders / Lexipol (Department Policies and Procedures).....................................................................................................PD-3 General Plan, Elements and Amendments....................................................................................................................................... CD-6 Generator Operation Logs & Inspections - Fixed / Stationary Generators....................................................................................PW-12 Generator Operation Logs & Inspections - Fixed / Stationary Generators....................................................................................PW-21 Generator Operation Logs & Inspections - Portable / Emergency Generators..............................................................................PW-12 Generator Operation Logs & Inspections - Portable / Emergency Generators..............................................................................PW-21 Geotechnical and Soil Reports / Hydrology Reports........................................................................................................................ PW-6 Geotechnical Studies & Reports - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ................... PW-3 GIS Database / Data / Layers — Both City-wide and Specialized.....................................................................................................CW-6 Grading Permits - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ............................................ PW-3 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 17 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. GradingPlans................................................................................................................................................................................... CD-2 Grand Jury Reports and Responses (Regarding City Operations).................................................................................................. CM-1 Grant Agreement: Grants / Reimbursable Claims — Successful Reports.......................................................................................CW-6 Grants— Unsuccessful....................................................................................................................................................................CW-6 Grants / Reimbursable Claims — Successful Reports....................................................................................................................CW-6 Groundwater Extraction (Reported to County Water Basin Master)............................................................................................. PW-21 Gun and Narcotics Destruction Log (Documents related to)............................................................................................................PD-5 H HarassmentClaims.......................................................................................................................................................................... HR-1 Harassment Prevention: Training — All Course Records..............................................................................................................CW-10 HardshipWaivers.............................................................................................................................................................................. CD-2 HazardMitigation Plan................................................................................................................................................................... PW-23 Hazardous Materials Plans - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ........................... PW-3 Hazardous Waste Manifests / Certificates of Disposal.................................................................................................................. PW-13 Historic Preservation Survey, Evaluations and Designations.......................................................................................................... CD-6 HistoricalElections............................................................................................................................................................................ CC-4 Historical List of Members - City Council, Board & Commission..................................................................................................... CC-1 Historical Projects & Historical Records............................................................................................................................................ CC-5 Historical Records, Photographs & Historical Projects..................................................................................................................... CC-5 Historically Significant Tustin Base Closure & Reuse Records — Original Records Only (Final Studies / Environmental) .............RP-1 Historically Significant: Reports and Studies....................................................................................................................................CW-9 Holding Cell Video Recordings (Jail surveillance, security)............................................................................................................PD-11 HomeOccupation............................................................................................................................................................................. CD-6 Homicide Crime Reports / Incident Reports.......................................................................................................................................PD-6 HousingAuthority Minutes................................................................................................................................................................ CC-5 Housing Authority, Redevelopment Agency, Successor Agency, Oversight Board Agenda Packets ............................................... CC-1 HousingAuthority: Resolutions......................................................................................................................................................... CC-6 HousingDivision................................................................................................................................................................... CD-4 — CD-5 HumanResources................................................................................................................................................................ HR-1 — HR-5 Hydrant Flow / Pressure Tests (Development or Maintenance).................................................................................................... PW-20 HydrantMeter Application & Approvals......................................................................................................................................... PW-19 HydrologyReports........................................................................................................................................................................... 1 PW-6 I-9s................................................................................................................................................................................................... HR-3 Incident / Injury Reports (Potential Claims - medical and non -medical that do not result in a claim.) ............................................ HR-5 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 18 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. IncidentReports, Minor.................................................................................................................................................................. P&R-2 Incident Reports: ALL, Except for those Specifically Mentioned Elsewhere (mandated purges)....................................................PD-6 Incident Reports: Factually Innocent Petition Accepted...................................................................................................................PD-6 Incident Reports: Firearms entered into CLETS..............................................................................................................................PD-6 Incident Reports: If Imaged, Homicide, Others Deemed Appropriate To Maintain..........................................................................PD-6 Incident Reports: Marijuana / Cannabis §11359(E) - Juvenile On School Grounds During School Hours.......................................PD-7 Incident Reports: Misdemeanor Or Infraction - Adult Marijuana / Cannabis....................................................................................PD-7 Incident Reports: Misdemeanor Or Infraction - Juvenile Marijuana / Cannabis...............................................................................PD-7 Incident Reports: Missing Persons (Returned) Active Clets Entries.................................................................................................PD-7 Incident Reports: Sealed Adult, Juvenile And Ward Cases — Except Childhood Sexual Assault (Substantiated) ............................PD-8 Incident Reports: Juvenile Child Abuse Or Severe Neglect..............................................................................................................PD-7 Incident Reports: Vacatur Relief Granted By Court - Victim Of Human Trafficking (Nonviolent).......................................................PD-8 Incident, or Injury Reports from Employees - Workers Compensation Claims / Long Term Disability Claims ............................... HR-5 Incorporation: Historical Records & Historical Projects..................................................................................................................... CC-5 Industrial, Commercial, Multi -Family Dwellings — Building Plans and Construction Documents - Finalled...................................... CD-1 InformantFiles (Gangs).....................................................................................................................................................................PD-2 InformationRequests - Police...........................................................................................................................................................PD-9 InformationTechnology...................................................................................................................................................................... IT-1 Initiative: Elections — Petitions IF INSUFFICIENT............................................................................................................................ CC-4 Initiative: Elections — Petitions IF SUFFICIENT................................................................................................................................ CC-4 Injury Reports (Potential Claims - medical and non -medical that do not result in a claim.)............................................................. HR-5 Injury Reports from Employees - Workers Compensation Claims / Long Term Disability Claims .................................................. HR-5 Inspection Notices / Construction Notices........................................................................................................................................ CD-2 Instant Messaging: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)..........................................CW-5 Insurance Certificates: Agreements & Contracts — Administrative Files — with Grant Funding...................................................CW-1 Insurance Certificates: Agreements & Contracts — Administrative Files........................................................................................CW-1 InsurancePolices (City -owned policies).......................................................................................................................................... HR-5 Intelligence Files (Criminal Intelligence Files)....................................................................................................................................PD-2 InternApplications & Agreements.................................................................................................................................................. P&R-3 Internal Affairs Investigations - Involving Police Department Personnel..........................................................................................PD-4 InternalPursuit Critiques...................................................................................................................................................................PD-4 Inventories: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).....................................................CW-5 Investigation and Disciplinary files involving Police Department personnel NOT Result of Public Complaint .............................. HR-2 Investigationfiles - Separation Agreements.................................................................................................................................... HR-3 Investigation Files (excludes Police) - Employee............................................................................................................................. HR-2 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 19 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Investigation Files and Arrest Files...................................................................................................................................................PD-2 Investigations - Involving Police Department Personnel..................................................................................................................PD-4 Investment Account Statements...................................................................................................................................................... FIN-2 Investment Bonds (Receipts) / Advisor Reports / Trade Tickets.................................................................................................... FIN-3 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF ............... FIN-3 Invitations: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).......................................................CW-5 Invoices and Backup / Payment Vouchers....................................................................................................................................... FIN-1 Invoices to Outside Entities — Accounts Receivable........................................................................................................................ FIN-4 Invoices: Agreements & Contracts — Administrative Files — with Grant Funding.........................................................................CW-1 Invoices: Agreements & Contracts — Administrative Files.............................................................................................................CW-1 IRS 5500 Forms (Employee Benefit Plans)..................................................................................................................................... FIN-8 Issue Files / Special Projects / Subject Files....................................................................................................................................CW-9 J Job Descriptions / Classification Specifications............................................................................................................................... HR-3 Job Files (handwritten labor costs), Tract Files, Transfer Files - Tustin Water Works (TWW): Job Files ..................................... PW-22 JournalEntries / Journal Vouchers.................................................................................................................................................. FIN-3 JournalVouchers............................................................................................................................................................................. FIN-3 Journals / Payroll Registers / Pay Day Registers............................................................................................................................. FIN-8 JPA / JPIA Reports / General Liability Claim Runs.......................................................................................................................... HR-6 Juvenile Child Abuse Or Severe Neglect Crime Reports / Incident Reports.....................................................................................PD-7 Juvenile Gang Registrants Shared Database..................................................................................................................................PD-10 Juveniles released from Division of Juvenile Justice — Registrants, Arson......................................................................................PD-10 K Kidnapping For Ransom Crime Reports / Incident Reports...............................................................................................................PD-6 L Lab Reports & Chains of Custody: Bacteriological and Organics................................................................................................. PW-24 Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals)................................................................................PW-24 Lab Reports & Chains of Custody: Lead & Copper...................................................................................................................... PW-25 Labor Relations Files - (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) ................ HR-3 LAFCO / Annexations / Boundaries / Consolidations....................................................................................................................... CD-5 LAIF (Local Agency Investment Fund)............................................................................................................................................. FIN-3 Land Development Projects / Job Files: Administration File........................................................................................................ PW-7 Land Development Projects / Job Files: Administration File........................................................................................................ PW-7 Land Development Projects / Job Files: Permanent Files............................................................................................................. PW-8 LandUse Plans................................................................................................................................................................................ CD-7 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 20 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Large -Format Drawings, Capital Improvement Project "As -Built", Base Maps............................................................................... PW-5 Layers / GIS Database / Data — Both City-wide and Specialized.....................................................................................................CW-6 LeaveSlips / Time Off Requests......................................................................................................................................................CW-6 Legal Advertising / Affidavits of Posting / Affidavits of Publications / Public Hearing Notices..........................................................CW-1 Lettersof Credit - Bonds.................................................................................................................................................................. CC-1 Letters: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public..........................................CW-4 Lexipol (Department Policies and Procedures).................................................................................................................................PD-3 Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc ................... P&R-2 LiabilityWaivers...............................................................................................................................................................................CW-6 LiabilityWaivers............................................................................................................................................................................. P&R-4 Liens/ Garbage Liens & Releases.................................................................................................................................................. PW-8 Liens, Rights of Way........................................................................................................................................................................ CC-2 Liens, Rights of Way (copies)........................................................................................................................................................... PW-4 Liens, Water................................................................................................................................................................................... PW-24 Lighting and Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls) .......................................... FIN-1 Livescan Results for Contracted Course Instructors or Custodial Staff............................................................................................ HR-3 Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn......................................................................................... CD-5 LocalAgency Investment Fund......................................................................................................................................................... FIN-3 Local Government Compensation Report........................................................................................................................................ FIN-3 Logs, Watch Commander Logs........................................................................................................................................................PD-3 Logs: Arrest Packet, JDIC................................................................................................................................................................PD-9 Logs: Agreements & Contracts — Administrative Files — with Grant Funding..............................................................................CW-1 Logs: Agreements & Contracts — Administrative Files...................................................................................................................CW-1 Logs: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)...............................................................CW-5 Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) .................................................. HR-5 Lost & Found Property (Documents related to)................................................................................................................................PD-5 M MaddyAct Lists / Vacancy Notices................................................................................................................................................... CC-1 Mailing Lists: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)...................................................CW-5 Maintenance Projects (All Records)................................................................................................................................................. PW-1 Manuals: Reference Materials — Produced by Other Departments................................................................................................CW-8 Manuals: Reference Materials — Produced by Outside Organizations...........................................................................................CW-8 Manuals: Reference Materials — Produced by Your Department....................................................................................................CW-8 Maps & Plans: Planning Project Files — Approved Permanent Entitlements................................................................................ CD-8 Maps, Plans and Record Drawings, Large -Format Drawings, Capital Improvement Project "As -Built", Base Maps ...................... PW-5 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 21 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Marijuana / Cannabis §11359(E) - Juvenile On School Grounds During School Hours....................................................................PD-7 Marijuana/ Cannabis Citations..........................................................................................................................................................PD-5 Master Plans, Specific Plans, Land Use Plans, etc......................................................................................................................... CD-7 Master Plans: Bikeway, Park, Pavement, Traffic, Transportation, etc............................................................................................ PW-6 Master Plans: Parks Master Plans, etc......................................................................................................................................... P&R-2 Material Safety Data Sheet (MSDS) / Chemical Use Report Form...................................................................................................CW-7 Materials and Outlines: Training —All Course Records................................................................................................................CW-10 MaterialsBoards.............................................................................................................................................................................. CD-7 Materials Testing Reports - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ............................. PW-3 MAV Recordings: Mobile Audio Video.............................................................................................................................................PD-9 MCAS Tustin Legacy Closure & Reuse / Tustin Base Closure & Reuse Records (Historically Significant) — Original Records .....RP-1 MCAS................................................................................................................................................................................................. RP-1 MedicalFile (all employees)............................................................................................................................................................ HR-4 Meeting Room Registrations: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)..........................CW-5 Memorandums: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public.............................CW-4 Meter Mis-reads, Credits / Debits to Accounts................................................................................................................................. FIN-7 MeterSize Changes Requests...................................................................................................................................................... PW-22 MinorIncident Reports................................................................................................................................................................... P&R-2 Minutes & Bylaws - Boards, Commissions & Committees...............................................................................................................CW-3 Minutes, Resolutions & Bylaws — Audit Commission........................................................................................................................ FIN-1 Minutes, Resolutions & Bylaws — Community Services Commission, Public Art Committee......................................................... P&R-1 Minutes, Resolutions & Bylaws — Planning Commission, Building Board of Appeals, Zoning Administrator .................................... CD-7 Minutes: Audit Commission, Community Services Commission, Planning Commission.................................................................. CC-5 Minutes: City Council, Housing Authority, Redevelopment Agency, Successor Agency, Oversight Board . .................................... CC-5 Minutes: Community Services Commission, Planning Commission................................................................................................. CC-5 Minutes: Housing Authority, Redevelopment Agency, Successor Agency, Oversight Board.......................................................... CC-5 Minutes: Oversight Board................................................................................................................................................................ CC-5 Minutes: Planning Commission Minutes........................................................................................................................................... CC-5 Minutes: Redevelopment Agency, Successor Agency, Oversight Board........................................................................................ CC-5 Minutes: Successor Agency, Oversight Board................................................................................................................................. CC-5 Misdemeanor Or Infraction - Adult Marijuana / Cannabis.................................................................................................................PD-7 Misdemeanor Or Infraction - Juvenile Marijuana / Cannabis............................................................................................................PD-7 Missing Persons (Returned) Active Clets Entries..............................................................................................................................PD-7 Mobile Audio Video (MAV) Recordings.............................................................................................................................................PD-9 MOE (Maintenance of Effort) Report............................................................................................................................................... FIN-3 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 22 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Monthly Counts, Official Counts — Temporary Holding Facility........................................................................................................PD-11 MovingCitations...............................................................................................................................................................................PD-3 MSDS (Material Data Safety Sheet) / Chemical Use Report Form...................................................................................................CW-7 Multi -Family Dwellings, Industrial, Commercial — Building Plans and Construction Documents - Finalled...................................... CD-1 Municipal Code Administration, Distribution................................................................................................................................... CC-5 MunicipalCode History / Supplements.......................................................................................................................................... CC-5 N NarcoticsBuy Fund Logs..................................................................................................................................................................PD-2 Narcotics Destruction Log (Documents related to)...........................................................................................................................PD-5 NarcoticsRegistrants...................................................................................................................................................................... PD-10 NCICValidation................................................................................................................................................................................PD-9 Negative Declarations, Environmental Impact Reports (EIRs): Environmental Determinations — Inside City Boundaries ............ CD-5 Negative Declarations, Environmental Impact Reports (EIRs): Environmental Determinations — Correspondence & Notes ........ CD-6 Negative Declarations, Environmental Impact Reports (EIRs): Environmental Determinations — Outside City Boundaries ......... CD-6 Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc ......................................................... HR-3 NeighborhoodWatch........................................................................................................................................................................PD-1 NeoGov- Recruitment Database....................................................................................................................................................... HR-4 NetworkConfiguration Maps & Plans................................................................................................................................................ IT-1 Newsletters: Reference Materials — Produced by Other Departments...........................................................................................CW-8 Newsletters: Reference Materials — Produced by Outside Organizations.....................................................................................CW-8 Newsletters: Reference Materials — Produced by Your Department...............................................................................................CW-8 NewspaperClippings........................................................................................................................................................................CW-7 NOD — Notices of Defaults - Not related to a City Loan / Case File.................................................................................................. CD-4 Nomination Papers, Candidate Statements: Candidate File — Successful Candidates................................................................. CC-3 Nomination Papers, Candidate Statements: Candidate File — Unsuccessful Candidates............................................................. CC-3 Non-payment Notices - Water Billing / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ...................... FIN-7 Notes — CEQA, Environmental Determinations, EIRs, etc................................................................................................................ CD-6 Notes & Drafts — Drafts that are Revised..........................................................................................................................................CW-5 Notes and Recordings — Staff Videoconference — Transitory / Preliminary Drafts (Content NOT Substantive).........................CW-5 Notice of Completion - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ..................................... PW-3 Notices of Defaults (NOD) — Not related to a City Loan / Case File................................................................................................. CD-4 Notices of Violation - Water Billing: Drought Compliance................................................................................................................ FIN-7 Notices of Violation Business License Code Enforcement............................................................................................................... FIN-5 Notices, Foreclosure......................................................................................................................................................................... CD-4 Notices: Public Hearing Notices and Proofs of Publications.............................................................................................................CW-7 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 23 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. NPDES Monitoring and Inspection - Water Operations................................................................................................................ PW-21 NPDESMonitoring and Inspection................................................................................................................................................. PW-9 NPDESAnnual Reports................................................................................................................................................................ PW-10 NPDESPermits - Water Operations.............................................................................................................................................. PW-21 NPDESPermits............................................................................................................................................................................ PW-10 NSFChecks..................................................................................................................................................................................... FIN-6 NSF Checks Water Billing / Adjustments to Customer accounts..................................................................................................... FIN-7 O O&M Manuals - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ................................................ PW-3 O&M Manuals - Operations & Maintenance Manuals.................................................................................................................... PW-13 O&M Manuals................................................................................................................................................................................ PW-21 OASDI, Federal Tax Deposits, Adjustments, etc............................................................................................................................. FIN-8 Oaths of Office — City Council, Boards & Commission Members..................................................................................................... CC-5 Oaths of Office - Personnel Files - Employee File.......................................................................................................................... HR-3 OESReimbursements..................................................................................................................................................................... FIN-2 Officer Involved Shootings Crime Reports / Incident Reports............................................................................................................PD-6 Officer Recordings: Body -Worn Cameras........................................................................................................................................PD-9 Officer Recordings: Mobile Audio Video (MAV) Recordings............................................................................................................PD-9 Official Statements / Transcripts / Certificates of Participations (COPs).......................................................................................... FIN-2 Open Channels, Slots, Stormwater Treatment Measures and Trash Cleaning............................................................................. PW-10 Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Trash Cleaning) ........... PW-10 Operation Directives / General Orders / Lexipol (Department Policies and Procedures).................................................................PD-3 Operations & Maintenance Manuals - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ............. PW-3 Operations & Maintenance Manuals (O&M Manuals).................................................................................................................... PW-13 Operations & Maintenance Manuals (O&M Manuals).................................................................................................................... PW-21 OpsPlan - Special Events................................................................................................................................................................PD-3 Ordinances........................................................................................................................................................................................ CC-5 Organic Waste Collection and Recycling......................................................................................................................................... PW-9 OSHAInspections, Citations............................................................................................................................................................ HR-6 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections, Citations................................................................................................... HR-6 Other Committees: Campaign Filings (FPPC 400 Series Forms)..................................................................................................... CC-3 Outlines and Materials: Training —All Course Records................................................................................................................CW-10 OversightBoard Agenda Packets..................................................................................................................................................... CC-1 OversightBoard Minutes.................................................................................................................................................................. CC-5 P Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 24 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. PAFs (Personnel Action Forms) - Personnel Files / Payroll File - Employee File.......................................................................... HR-3 ParkHistory Files........................................................................................................................................................................... P&R-2 ParkingCitations...............................................................................................................................................................................PD-3 ParkingCode Enforcement.............................................................................................................................................................. CD-3 Parks & Recreation Services............................................................................................................................................P&R-1 — P&R-4 ParksMaster Plans........................................................................................................................................................................ P&R-2 PatrolRequests................................................................................................................................................................................PD-3 Patrol..................................................................................................................................................................................... PD-2 — PD-3 Payment Coupons (returned with payment).................................................................................................................................... FIN-6 Payment Plans Water Billing - Amortization, Alternative Payment Plans, Deferrals, etc................................................................. FIN-7 Payment Registers, Adjustment Registers...................................................................................................................................... FIN-4 Payroll................................................................................................................................................................................. FIN-8 — FIN-9 Payroll Benefit Files / Administration Forms (W-4s, Changes, Personnel Action Form copies, Vacation pay-off requests, etc.).... FIN-8 Payroll Journals / Payroll Registers / Pay Day Registers................................................................................................................. FIN-8 Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc........................................................................................... FIN-8 Peace Officer Standards and Training (POST Commission)...........................................................................................................PD-10 Performance Bonds, Subdivision Bonds, Letters of Credit............................................................................................................... CC-1 Permissions & Requests to Receive Copies of Plans....................................................................................................................... CD-2 Permissions: Camps, Field Trips, Authorization to give Medicine, etc.......................................................................................... P&R-2 Permits — Water Encroachments................................................................................................................................................... PW-20 Permits & Backgrounds (Solicitors, Massage, Taxi, etc.).................................................................................................................PD-2 Permits (Temporary): Banner Obstruction Permits, Dumpster Permits, Transportation Permits, Heavy Load, Wide Load ............ PW-6 Permits, AQMD............................................................................................................................................................................... PW-12 Permits, AQMD............................................................................................................................................................................... PW-17 Permits, Building............................................................................................................................................................................... CD-1 Permits, Carry Concealed Weapon (CCW).......................................................................................................................................PD-1 Permits, Encroachments - Permanent (Permanent structures in the City's Right of Way)............................................................ PW-5 Permits, NPDES - Water Operations.............................................................................................................................................PW-21 Permits, NPDES.............................................................................................................................................................................PW-10 Permits, Special Event / Film Interim Use......................................................................................................................................... CD-8 Permits, Temporary.......................................................................................................................................................................... CD-8 Permits: Pressure Vessels, Boilers, etc........................................................................................................................................ PW-13 Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) ..................... PW-5 PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc........... FIN-8 PERSAudit...................................................................................................................................................................................... FIN-3 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 25 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. PERS Reports - Annual Valuation Reports, Actuarial Valuation Reports........................................................................................ FIN-8 Personnel Action Forms - Personnel Files / Payroll File - Employee File....................................................................................... HR-3 Personnel Files - Employee File / Grievance File / Miscellaneous File............................................................................................ HR-6 Personnel Files - Medical File (all employees)............................................................................................................................... HR-4 Personnel Files - Medical File (all employees)............................................................................................................................... HR-4 Personnel Files - Police Department Employees (By Employee).....................................................................................................PD-1 Personnel Files — Supervisor's Notes............................................................................................................................................CW-7 Personnel Files (Department -level Files) Except Police Department.............................................................................................CW-7 Petitions — Elections (Initiative, Recall or Referendum) IF INSUFFICIENT...................................................................................... CC-4 Petitions — Elections (Initiative, Recall or Referendum) IF SUFFICIENT.......................................................................................... CC-4 PettyCash....................................................................................................................................................................................... FIN-5 Photographs......................................................................................................................................................................................CW-8 Photographs, Historical..................................................................................................................................................................... CC-5 Photos - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records........................................................... PW-3 PinkSlips - All Vehicles................................................................................................................................................................... CC-6 PitchessMotions Notifications..........................................................................................................................................................PD-4 Places of Public Accommodation, Tenant Improvements — Building Plans and Construction Documents — Finalled ..................... CD-1 PlanChecks for Building Permits...................................................................................................................................................... PW-6 PlanningCommission —VIDEO Recordings..................................................................................................................................... CC-6 Planning Commission Agendas, Agenda Packets......................................................................................................................... CD-7 Planning Commission Audio Recordings....................................................................................................................................... CD-7 PlanningCommission Minutes.......................................................................................................................................................... CC-5 Planning Commission Minutes, Resolutions & Bylaws................................................................................................................. CD-7 Planning Commission: Resolutions.................................................................................................................................................. CC-6 Planning Project Files — Approved Permanent Entitlements........................................................................................................ CD-8 Planning Project Log of Applications, Database.............................................................................................................................. CD-7 Planning................................................................................................................................................................................ CD-5 — CD-9 Plans & Maps: Planning Project Files — Approved Permanent Entitlements................................................................................ CD-8 Plans and Record Drawings, Large -Format Drawings, Capital Improvement Project "As -Built", Base Maps ................................ PW-5 Plans: Bikeway, Park, Pavement, Traffic, Transportation, etc........................................................................................................ PW-6 Police Applicants & Police Volunteers - Backgrounds (UNSUCCESSFUL).................................................................................... HR-1 PoliceChief / Administration.............................................................................................................................................................PD-1 Police Department Employees (By Employee).................................................................................................................................PD-1 Police Employees & Police Volunteers (SUCCESSFUL).................................................................................................................PD-3 PoliceRMS Database.......................................................................................................................................................................PD-9 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 26 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Policies: Reference Materials — Produced by Other Departments..................................................................................................CW-8 Policies: Reference Materials — Produced by Outside Organizations............................................................................................CW-8 Policies: Reference Materials — Produced by Your Department.....................................................................................................CW-8 Policy on Discontinuation of Residential Service for Nonpayment - Water Billing........................................................................... FIN-8 POSTCommission..........................................................................................................................................................................PD-10 Potable Water (Tier 1, 2, or 3) — Public Notices.............................................................................................................................. PW-21 Potential Buyers / Loan Applications Denied, Cancelled or Withdrawn........................................................................................ CD-5 Potential Claims - medical and non -medical that do not result in a claim.)...................................................................................... HR-5 PowerPointPresentations................................................................................................................................................................ CM-1 Precinct Maps: Elections — General, Working or Administration Files......................................................................................... CC-4 Pre -employment Medical Clearances - Personnel Files - Medical File (all employees)................................................................. HR-4 Pre -employment Medical Clearances.............................................................................................................................................. HR-4 Preliminary Studies / Project Assessments / Geotechnical and Soil Reports / Hydrology Reports ................................................. PW-5 PressReleases................................................................................................................................................................................ CM-1 PressReleases.................................................................................................................................................................................PD-4 Pressure Vessels, Boilers, etc. Permits......................................................................................................................................... PW-13 Pre -Trip Inspections / DOT Program / CHP Inspections — OTHER THAN SENIOR VEHICLES FUNDED BY THE OCTA ..........PW-13 Pre -Trip Inspections / DOT Program / CHP Inspections - SENIOR VEHICLES FUNDED BY THE OCTA...................................PW-14 Pre -Trip Inspections / DOT Program / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks .................PW-13 Private Land Development Projects / Job Files: Administration File............................................................................................. PW-7 Private Land Development Projects / Job Files: Permanent Files................................................................................................. PW-8 Procedures & Regulations: Grants / Reimbursable Claims — Successful Reports.........................................................................CW-6 Procedures: Reference Materials — Produced by Other Departments............................................................................................CW-8 Procedures: Reference Materials — Produced by Outside Organizations......................................................................................CW-8 Procedures: Reference Materials — Produced by Your Department...............................................................................................CW-8 Proclamations / Commendations..................................................................................................................................................... CC-5 Professional Standards & Training Unit................................................................................................................................ PD-3 — PD-5 Program Files — Canine (Police Service Dogs) Action Reports, Monthly Reports.............................................................................PD-3 Program Rules: Grants / Reimbursable Claims — Successful Reports...........................................................................................CW-6 Programs, Subject & Issues (Issues and/or projects will vary over time)......................................................................................... CM-1 Progress meetings - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ....................................... PW-2 Project Administration - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ................................... PW-2 Project Administration: Agreements & Contracts — Administrative Files — with Grant Funding...................................................CW-1 Project Administration: Agreements & Contracts — Administrative Files........................................................................................CW-1 Project Assessments / Geotechnical and Soil Reports / Hydrology Reports................................................................................... PW-5 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 27 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Project Schedules - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ......................................... PW-2 Project Schedules: Agreements & Contracts — Administrative Files — with Grant Funding.........................................................CW-1 Project Schedules: Agreements & Contracts — Administrative Files..............................................................................................CW-1 Projects, Programs, Subject & Issues (Issues and/or projects will vary over time).......................................................................... CM-1 Proofs of Publications and Public Hearing Notices: Notices.............................................................................................................CW-7 Prop. 218 proceedings - Assessment District Ballots, Protest Letters, & Envelopes....................................................................... CC-3 Property& Evidence Logs................................................................................................................................................................PD-5 Property& Evidence..........................................................................................................................................................................PD-5 PropertyAuctions..............................................................................................................................................................................PD-5 ProposalsUnsuccessful....................................................................................................................................................................CW-2 Proposals, Successful......................................................................................................................................................................CW-1 Protest Letters, & Envelopes - Prop. 218 proceedings.................................................................................................................... CC-3 Public Art Committee Agendas, Agenda Packets........................................................................................................................ P&R-1 Public Art Committee Audio Recordings...................................................................................................................................... P&R-1 Public Art Committee Minutes, Resolutions & Bylaws................................................................................................................ P&R-1 Public Hearing Notices / Legal Advertising / Affidavits of Posting / Affidavits of Publications...........................................................CW-1 Public Hearing Notices and Proofs of Publications: Notices.............................................................................................................CW-7 Public Notices - Potable Water (Tier 1, 2, or 3).............................................................................................................................. PW-21 Public Noticing: Planning Project Files — Approved Permanent Entitlements............................................................................... CD-8 Public Records Requests / Information Requests — Police...............................................................................................................PD-9 Public Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) / Summons .......................................... CC-5 Public Relations / Press Releases................................................................................................................................................... CM-1 PublicWorks / Engineering................................................................................................................................................ PW-1 — PW-11 Pull Notices (DMV) (Police Only).......................................................................................................................................................PD-1 PullNotices, DMV (Except Police).................................................................................................................................................... HR-1 Punch Lists - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ................................................... PW-2 PurchaseCard Supporting Data...................................................................................................................................................... FIN-1 PurchaseOrders / Requisitions........................................................................................................................................................CW-8 PursuitCritiques................................................................................................................................................................................PD-4 Q Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc........................................................................... FIN-8 Questionnaires / Surveys — That the City Issues..............................................................................................................................CW-9 R Racial and Identity Profiling Act (RIPA) Annual Report..................................................................................................................PD-10 RadarCalibration Records................................................................................................................................................................PD-3 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 28 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Radio Communications Dispatch Tapes (CAD)................................................................................................................................PD-1 RangeQualifications.........................................................................................................................................................................PD-4 Reading File: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public................................CW-4 Real Estate Appraisal Reports — Property NOT Purchased, Loans Not Funded..............................................................................CW-8 Real Estate Appraisal Reports — Purchased Property, Funded Loans............................................................................................CW-8 Real Estate Appraisals - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned .................................. PW-2 RealProperty.....................................................................................................................................................................................RP-1 Rebates, Water Conservation (Toilets, etc.)..................................................................................................................................PW-19 Recall or Referendum: Elections — Petitions IF INSUFFICIENT....................................................................................................... CC-4 Recall or Referendum: Elections — Petitions IF SUFFICIENT.......................................................................................................... CC-4 Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc .................................... FIN-3 Record Drawings, Large -Format Drawings, Capital Improvement Project "As -Built", Base Maps ................................................. PW-5 Recordings — Audio of Meetings, Commissions & Committees.......................................................................................................CW-3 Recordings — Staff Videoconference — Transitory / Preliminary Drafts (Content NOT Substantive)..........................................CW-5 Recordings- VIDEO of City Council................................................................................................................................................ CC-6 Recordings of Telephone & Radio Communications Dispatch Tapes (CAD)...................................................................................PD-1 Recordings, ALPR.............................................................................................................................................................................PD-2 Recordings, Audio — Community Service Commission, Public Art Committee.............................................................................. P&R-1 Recordings, Audio — Planning Commission, Building Board of Appeals, Zoning Administrator....................................................... CD-7 Recordings, Drone (Unmanned Aerial Vehicle).................................................................................................................................PD-2 Recordings, Video - Department Activity......................................................................................................................................... IT-1 Recordings, Video - Holding Cell (Jail Surveillance, Security).........................................................................................................PD-11 Recordings, Video - Parking Lots, Public Areas..............................................................................................................................PD-11 Recordings, Video — Police Operations...........................................................................................................................................PD-11 Recordings, Video — Public Activity.................................................................................................................................................. IT-1 Recordings, Video of Meetings - Audit Commission......................................................................................................................... FIN-1 Recordings: Body -Worn Cameras...................................................................................................................................................PD-9 Recordings: Mobile Audio Video (MAV) Recordings.......................................................................................................................PD-9 Records(Police)................................................................................................................................................................. PD-5 — PD-11 Records Destruction Authorization Forms....................................................................................................................................... CC-6 Records Requests / Information Requests — Police.........................................................................................................................PD-9 Records Retention Schedules / Amendments to Records Retention Schedules............................................................................. CC-6 RecreationBrochures.................................................................................................................................................................... P&R-2 RecreationPrograms..................................................................................................................................................................... P&R-1 Recruitmentand Testing File............................................................................................................................................................ HR-4 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 29 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. RecruitmentDatabase(NeoGov)...................................................................................................................................................... HR-4 Recruitment File - Police Applicants & Police Volunteers (UNSUCCESSFUL).......................................................................... HR-1 Recruitment File - Police Employees & Police Volunteers (SUCCESSFUL)................................................................................PD-3 Recycling......................................................................................................................................................................................... PW-9 RedevelopmentAgency Minutes...................................................................................................................................................... CC-5 Redevelopment Agency, Successor Agency, Oversight Board Agenda Packets............................................................................. CC-1 Redevelopment Agency: Resolutions............................................................................................................................................... CC-6 RedevelopmentPlans........................................................................................................................................................................RP-1 Redevelopment Projects & Project Areas..........................................................................................................................................RP-1 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals — Produced by Outside Organizations ..........................CW-8 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals — Produced by Your Department...................................CW-8 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals — Produced by Other Departments................................CW-8 RefundableDeposits........................................................................................................................................................................CW-5 Registers/ Pay Day Registers.......................................................................................................................................................... FIN-8 Registers, Billing Registers, Payment Registers, Adjustment Registers.......................................................................................... FIN-4 Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc............................................................... FIN-3 Registrants, Adult Arson...................................................................................................................................................................PD-9 Registrants: Arson Adults...............................................................................................................................................................PD-9 Registrants: Gang Adults - Shared Gang Databases.....................................................................................................................PD-10 Registrants: Gang Juveniles - - Shared Gang Databases..............................................................................................................PD-10 Registrants: Narcotics....................................................................................................................................................................PD-10 Registrants: Sex.............................................................................................................................................................................PD-10 Registrants: Arson — Juveniles released from Division of Juvenile Justice.....................................................................................PD-10 Registration / Applications / Liability Forms / Release of Liability Forms / Permissions: Camps, Field Trips ............................... P&R-2 Registration Database (Civic Rec / Class / Active Net).................................................................................................................. P&R-1 Registryof Public Agencies.............................................................................................................................................................. CC-6 Regulations & Procedures: Grants / Reimbursable Claims — Successful Reports.........................................................................CW-6 Regulatory Agencies Correspondence - Not Related to a CIP (State & Federal Agencies, EPA, Health Department, etc.) .......... PW-4 Regulatory Agency Compliance - Correspondence, Supporting Documentation (DPH, EPA, etc.) .............................................. PW-22 Regulatory Permits & Backgrounds (Solicitors, Massage, Taxi, etc.)...............................................................................................PD-2 Reimbursable Claims / Grants — Successful Reports....................................................................................................................CW-6 ReimbursementFEMA / OES.......................................................................................................................................................... FIN-2 Release of Liability Forms / Permissions: Camps, Field Trips, Authorization to give Medicine, etc . ............................................ P&R-2 Reorganization Studies (for employee classifications and department structures).......................................................................... HR-1 Report of Annual Discontinuations of Residential Service - Water Billing....................................................................................... FIN-8 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 30 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Report of data regarding the number, type, or disposition of complaints made against its officers (optional)...................................PD-4 Report to the State Commission on Peace Officer Standards and Training (POST Commission) of peace officer ........................PD-10 Reports - CalPERS - Annual Valuation Reports, Actuarial Valuation Reports................................................................................. FIN-8 Reports and Studies — Historically Significant, Zoning Studies........................................................................................................CW-9 Reports and Studies — Other Than Historically Significant Reports, Annual Reports.......................................................................CW-9 Reports to Grand Funding Agencies: Grants / Reimbursable Claims — Successful Reports.........................................................CW-6 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets .................................................. FIN-3 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax ...................... FIN-3 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax ...................... FIN-3 Reports: Building Activity.................................................................................................................................................................. CD-2 RepossessionNotices....................................................................................................................................................................PD-10 Request for Records / Subpoenas (Records / Duces Tecum) / Summons...................................................................................... CC-5 Requests & Permissions to Receive Copies of Plans....................................................................................................................... CD-2 Requestsfor Meter Size Changes................................................................................................................................................. PW-22 Requests from Other Cities: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)............................CW-5 Requisitions......................................................................................................................................................................................CW-8 Reservationsof Facilities............................................................................................................................................................... P&R-2 Reservoirs / Tanks - Maintenance: Flushing, Disinfection and Cleaning....................................................................................... PW-22 Reservoirs/ Tanks......................................................................................................................................................................... PW-22 Resolutions: City Council, Housing Authority, Redevelopment Agency, Successor Agency, Planning Commission ....................... CC-6 RespiratorFit Test........................................................................................................................................................................... HR-4 Respirator Fit Tests - Personnel Files - Medical File (all employees)............................................................................................. HR-4 ReturnedChecks / NSF Checks...................................................................................................................................................... FIN-6 Returned Mail: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).................................................CW-5 Revenue & Expenditure Reports, etc............................................................................................................................................... FIN-3 Revenue Bonds - Official Statements / Transcripts / Certificates of Participations (COPs)............................................................. FIN-2 Revenue............................................................................................................................................................................... FIN-4 — FIN-8 RFls & Responses - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned ........................................ PW-2 RFPs................................................................................................................................................................................................CW-1 Ride -A -Long Waivers........................................................................................................................................................................ PD-3 Rightsof Way (copies)...................................................................................................................................................................... PW-4 Rightsof Way.................................................................................................................................................................................... CC-2 RIPAAnnual Report........................................................................................................................................................................PD-10 Risk & Resiliency Assessment / Hazard Mitigation Plan............................................................................................................... PW-23 RiskManagement................................................................................................................................................................. HR-5 — HR-6 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 31 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. RMSDatabase - Police......................................................................................................................................................................PD-9 S Safety & Ethics Training: Training — All Course Records.............................................................................................................CW-10 Safety Data Sheet (MSDS) / Chemical Use Report Form................................................................................................................CW-7 Sample Ballot: Elections — General, Working or Administration Files......................................................................................... CC-4 SampleBallot: Elections — Historical............................................................................................................................................... CC-4 SB 1383 Compliance (Organic Waste Collection and Recycling).................................................................................................... PW-9 SCADADatabase.......................................................................................................................................................................... PW-22 ScholarshipApplications................................................................................................................................................................ P&R-2 SDS (Safety Data Sheet) / Chemical Use Report Form...................................................................................................................CW-7 Sealed Adult, Juvenile And Ward Cases — Except Childhood Sexual Assault, Child Abuse or Severe Neglect (Substantiated) ...... PD-8 Sealed Juvenile Cases — Childhood Sexual Assault After January 1, 2024......................................................................................PD-8 Sealed Juvenile Cases — Childhood Sexual Assault Before January 1, 2024...................................................................................PD-8 Season Brochures / Recreation Brochures.................................................................................................................................... P&R-2 Secretary of State Statement of Facts............................................................................................................................................. CC-6 SeniorAdvisory Board - ALL Records........................................................................................................................................... P&R-2 Seniors - Activity Files / Program Files / Special Programs / Special Event Files & Reports......................................................... P&R-1 Separation Agreements, Background Investigation files................................................................................................................. HR-3 Service Requests CMMS DATABASE.........................................................................................................................................PW-25 Service Requests CMMS DATABASE (Computerized Maintenance Management System)......................................................PW-16 Service Requests - All Information Entered in CMMS Database (Paper Drafts)............................................................................ PW-16 Service Requests - All Information Entered in CMMS Database (Paper Drafts)............................................................................ PW-26 Service Requests - NOT entered in CMMS Database (or partially entered into CMMS Database) (Copies) ................................. PW-17 Service Requests - NOT entered in CMMS Database (or partially entered into CMMS Database) (Copies) ................................. PW-26 Severe Neglect Crime Reports / Incident Reports.............................................................................................................................PD-7 SexRegistrants............................................................................................................................................................................... PD-10 Sexual Assault Crime Reports / Incident Reports..............................................................................................................................PD-6 SFR (Single Family Residential) and Appurtenances — Building Plans and Construction Documents - Finalled ............................ CD-1 Shared Adult Gang Registrants Databases.....................................................................................................................................PD-10 Shared Juveniles Gang Registrant Databases................................................................................................................................PD-10 SidewalkBlocking............................................................................................................................................................................ CD-3 Sidewalk Repairs, Traffic Control, Utility Cuts Permits..................................................................................................................... PW-5 SignCode Enforcement................................................................................................................................................................... CD-3 Single Family Residential (SFR) and Appurtenances — Building Plans and Construction Documents - Finalled ............................ CD-1 Slots, Stormwater Treatment Measures and Trash Cleaning........................................................................................................ PW-10 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 32 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Social Media - No Material Impact on Business: Transitory / Preliminary Drafts (Content NOT Substantive) ...........................CW-5 Soil Reports - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ................................................... PW-3 SoilReports / Hydrology Reports..................................................................................................................................................... PW-6 Solid Waste Liens / Garbage Liens & Releases.............................................................................................................................. PW-8 Solid Waste Reduction / AB 939 Compliance / Tonnage Reports................................................................................................... PW-9 SpeakerSlips................................................................................................................................................................................... CC-1 Speaker Slips: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).................................................CW-5 Special District Assessment Rolls (to Tax Assessor for Tax Rolls)................................................................................................. FIN-1 Special Event Permits / Film Interim Use Permits............................................................................................................................ CD-8 SpecialEvents / Ops Plan.................................................................................................................................................................PD-3 Special Programs / Special Event Files & Reports......................................................................................................................... P&R-1 Special Projects / Subject Files / Issue Files....................................................................................................................................CW-9 SpecialStudies................................................................................................................................................................................ CD-8 SpecificPlans, Land Use Plans, etc................................................................................................................................................ CD-7 Specifications - Job Descriptions / Classification Specifications...................................................................................................... HR-3 Specifications & Addenda - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ............................. PW-3 Specifications from Tustin Water Works (TWW): Job Files (handwritten labor costs), Tract Files, Transfer Files ....................... PW-22 Speech Notes / PowerPoint Presentations...................................................................................................................................... CM-1 Sports - Activity Files / Program Files / Special Programs / Special Event Files & Reports........................................................... P&R-1 Staff Reports: Planning Project Files — Approved Permanent Entitlements................................................................................. CD-8 Staff Schedules / Work Schedules (Parks & Recreation)............................................................................................................... P&R-3 Staff Videoconference Chats, Notes and Recordings — Transitory / Preliminary Drafts (Content NOT Substantive) ................CW-5 StateApprovals of Water System.................................................................................................................................................. PW-22 State Controller's Report, Local Government Compensation Report, Gas Tax............................................................................... FIN-3 Statement of Economic Interests (Economic Interest Filings): All.................................................................................................... CC-2 Statementof Facts........................................................................................................................................................................... CC-6 Statements, Bank, Trustee, Fiscal Agent, Investment, etc.............................................................................................................. FIN-2 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report...............................................................PD-10 Stop Work Notices: Construction Notices / Inspection Notices......................................................................................................... CD-2 StormwaterIllicit Discharges............................................................................................................................................................ PW-9 Stormwater Monitoring / NPDES Monitoring and Inspection.......................................................................................................... PW-9 Stormwater Treatment Measures and Trash Cleaning.................................................................................................................. PW-10 Stormwater: Business Inspections.................................................................................................................................................. PW-9 Stormwater: NPDES Annual Reports..........................................................................................................................................PW-10 Stormwater: NPDES Permits.......................................................................................................................................................PW-10 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 33 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Stormwater: Operation & Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Trash Cleaning) ...... Stormwater: TMDL Plan (Total Maximum Daily Load) Plan....................................................................................................... Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cut Permits ................................................. StreetReport............................................................................................................................................................................... StreetSweeping.......................................................................................................................................................................... Stubs / Payment Coupons (returned with payment)................................................................................................................... Studies - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ..................................................... Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.)......................................................... Studies / Surveys - Preliminary Studies / Project Assessments / Geotechnical and Soil Reports / Hydrology Reports ............. Studies and Reports — Historically Significant, Zoning Studies................................................................................................... Studies and Reports — Other Than Historically Significant Reports, Annual Reports.................................................................. SubdivisionBonds, Letters of Credit........................................................................................................................................... Subject & Issues (Issues and/or projects will vary over time)..................................................................................................... Subject Files / Issue Files / Special Projects............................................................................................................................... Submittals - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ................................................. Subpoenas (Personal Appearance or Duces Tecum) - Police................................................................................................... Subpoenas (Records / Duces Tecum) / Summons..................................................................................................................... Subpoenas(Records) - Police.................................................................................................................................................... Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc Successful Candidates: Campaign Filings (FPPC400 Series Forms)......................................................................................... Successful Proposal - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records ................................. SuccessfulProposals.................................................................................................................................................................. SuccessorAgency Minutes.......................................................................................................................................................... Successor Agency, Oversight Board Agenda Packets................................................................................................................ Successor Agency: Resolutions.................................................................................................................................................. Summons.................................................................................................................................................................................... Supply Inventories: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive) .................................... Surveys - CIP Projects where Engineering is the Lead: Permanent File / Scanned Records .................................................... Surveys - Preliminary Studies / Project Assessments / Geotechnical and Soil Reports / Hydrology Reports ............................ Surveys& Studies - Compensation............................................................................................................................................ Surveys(Program Evaluations).................................................................................................................................................. Surveys / Questionnaires — That the City Issues......................................................................................................................... Surveysof Water System............................................................................................................................................................ T TailgateTraining Meetings)......................................................................................................................................................... ... PW-10 ... PW-10 ..... PW-5 ..... FIN-3 ... PW-11 ..... FIN-6 ..... PW-3 ..... HR-4 ..... PW-5 .....CW-9 .....CW-9 ..... CC-1 ..... CM-1 ..... CW-9 ..... PW-3 ....PD-10 ..... CC-5 .... PD-11 .... FIN-3 ..... CC-3 ..... PW-3 .....CW-1 ..... CC-5 ..... CC-1 ..... CC-6 ..... CC-5 .....CW-5 ..... PW-3 ..... PW-5 ..... HR-1 ... P&R-1 .....CW-9 ... PW-23 ..CW-10 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 34 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. Tanks/ Reservoirs......................................................................................................................................................................... PW-22 TaxDeposits, Adjustments, etc....................................................................................................................................................... FIN-8 Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc....................................................................................................... FIN-8 Telephone & Radio Communications Dispatch Tapes (CAD)..........................................................................................................PD-1 Telephone Messages: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive).....................................CW-5 Temporary Certificate of Occupancy................................................................................................................................................ CD-2 Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cut Permits............................................................................... PW-5 Temporary Easements - CIP Projects where Engineering is the Lead: Administration File / NOT Scanned .................................. PW-2 Temporary Entitlements / Temporary Permits (Approved & Unapproved)....................................................................................... CD-8 TemporaryHolding Facility.............................................................................................................................................................PD-11 Temporary Permits (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.) ........................ PW-5 Tenant Improvements, Places of Public Accommodation — Building Plans and Construction Documents — Finalled .................... CD-1 Text Messages: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)...............................................CW-5 Thank Yous: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)....................................................CW-5 Theatre Programs - Activity Files / Program Files / Special Programs / Special Event Files & Reports ......................................... P&R-1 Those Not Required to File Original With City Clerk: Campaign Filings (FPPC400 Series Forms) — (Copies) ................................ CC-3 TimeCards / Time Sheets............................................................................................................................................................... FIN-9 TimeOff Requests / Leave Slips......................................................................................................................................................CW-6 TimeSheets..................................................................................................................................................................................... FIN-9 TMDL Plan (Total Maximum Daily Load) Plan............................................................................................................................... PW-10 TonnageReports............................................................................................................................................................................. PW-9 TotalMaximum Daily Load Plan.................................................................................................................................................... PW-10 Tract Files, Transfer Files - Tustin Water Works (TWW): Job Files.............................................................................................. PW-22 Tract History Files (Water Agreements, Easements, Main Extension Agreements)...................................................................... PW-23 TradeTickets................................................................................................................................................................................... FIN-3 Traffic Accidents, Fatal Crime Reports / Incident Reports.................................................................................................................PD-6 Traffic Control, Utility Cuts Permits................................................................................................................................................... PW-5 Traffic Control: Radar Calibration Records......................................................................................................................................PD-3 TrafficCounts................................................................................................................................................................................. PW-11 TrafficSpeed Surveys.................................................................................................................................................................... PW-11 Training— All Course Records......................................................................................................................................................CW-10 TrainingFile.......................................................................................................................................................................................PD-5 Training Files — Canine (Police Service Dogs)..................................................................................................................................PD-2 TrainingUnit.......................................................................................................................................................................... PD-3 — PD-5 Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc................................................................................ FIN-3 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 35 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Transcripts / Certificates of Participations (COPs) / Bonds.................................................................................................... Transfer Files - Tustin Water Works (TWW): Job Files......................................................................................................... Transmittal Letters: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive) ................................ Transportation Applications for Service (Dial -a -Ride, etc.)..................................................................................................... Transportation Audits / PERS Audit, etc................................................................................................................................. Transportation Audits: DMV & CHP, TDA Fiscal Audit, Triennial Performance Audit........................................................... Transportation Dispatch System / Dial -a -Ride Database...................................................................................................... Transportation Permits, Heavy Load Permits, Wide Load Permits.......................................................................................... TransportationSchedules....................................................................................................................................................... TrashCleaning........................................................................................................................................................................ Travel / Conferences (copies)................................................................................................................................................. Travel Expense Reimbursement.............................................................................................................................................. Treasurer's Reports & Backup................................................................................................................................................ TreeDatabase / Tree Trimming.............................................................................................................................................. TreeTrimming......................................................................................................................................................................... Trust Accounts / Refundable Deposits.................................................................................................................................... TrusteeStatements................................................................................................................................................................. TurnOns and Turn Offs.......................................................................................................................................................... Tustin Base Closure & Reuse Records (Historically Significant) — Original Records Only (Final Studies / Environmental) . Tustin Legacy Development Projects (MCAS) Original Records Only.................................................................................. Tustin Water Works (TWW): Job Files (handwritten labor costs), Tract Files, Transfer Files ................................................ U Undeliverable Envelopes: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive) ...................... Underground Service Alerts (USA's)....................................................................................................................................... Underground Service Alerts (USA's) / Dig Alerts.................................................................................................................... Underground Service Alerts (USA's) / Dig Alerts.................................................................................................................... Underground Storage Tank (City Owned).............................................................................................................................. Uniform Building Codes / California Building Code.................................................................................................................. Uniform Crime Reports (UCR) - Summaries(BCS)................................................................................................................. Unmanned Aerial Vehicle Recordings, Drone......................................................................................................................... Unpaid Intern Applications & Agreements.............................................................................................................................. Unsuccessful Bids, Unsuccessful Proposals or Responses to RFPs...................................................................................... Unsuccessful Candidates: Campaign Filings (FPPC400 Series Forms)................................................................................. USA's - Underground Service Alerts....................................................................................................................................... USA's - Underground Service Alerts / Dig Alerts.................................................................................................................... Page No. ......... FIN-2 ....... PW-22 .........CW-5 ....... P&R-3 ......... FIN-3 ....... PW-14 ....... P&R-3 ......... PW-6 ....... P&R-3 ....... PW-10 ......... CM-1 ......... FIN-1 ......... FIN-3 ....... PW-14 ....... PW-14 .........CW-5 ......... FIN-2 ......... FIN-6 ..........RP-1 ..........RP-1 ....... PW-22 .........CW-5 ....... PW-11 ....... PW-14 ....... PW-23 ....... PW-15 ......... CD-2 ..........PD-8 ..........PD-2 ....... P&R-3 .........CW-2 ......... CC-3 ....... PW-11 ....... PW-23 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 36 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent USA's - Underground Service Alerts / Dig Alerts............................................................................................................ Useof Force Review...................................................................................................................................................... UseRequests................................................................................................................................................................ UsedOil Disposal.......................................................................................................................................................... USTs - Underground Storage Tank (City Owned)......................................................................................................... Utility Adjustment Slips / Meter Mis-reads, Credits / Debits to Accounts........................................................................ UtilityBilling & Revenue.................................................................................................................................................. Utility Billing / Accounts Receivable................................................................................................................................ UtilityBilling Database................................................................................................................................................... UtilityCut Permits........................................................................................................................................................... V Vacancy Notices - Board & Commission / Committee Maddy Act Lists.......................................................................... Vacation House Checks / Extra Patrol Requests........................................................................................................... Vacatur Relief Granted By Court - Victim Of Human Trafficking (Nonviolent)................................................................ Variances / Exemptions (Water).................................................................................................................................... Vehicle& Equipment History Files................................................................................................................................. VehicleAbatement......................................................................................................................................................... Vehicle Safety Checks / Daily Vehicle Inspections — OTHER THAN SENIOR VEHICLES FUNDED BY THE OCTA .. Vehicle Safety Checks / Daily Vehicle Inspections - SENIOR VEHICLES FUNDED BY THE OCTA ........................... Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks.............................................................. Vehicle Titles (Pink Slips) - All Vehicles......................................................................................................................... Verifications of Employment, Child Support, etc. (From lenders or other outside companies) ..................................... Video Recordings — Audit Commission........................................................................................................................... VideoRecordings - City Council.................................................................................................................................... Video Recordings - Department Activity...................................................................................................................... Video Recordings - Parking Lots, Public Areas.............................................................................................................. Video Recordings - Police Operations............................................................................................................................ VideoRecordings - Public Activity............................................................................................................................... Video Recordings, Holding Cell (Jail Surveillance, Security).......................................................................................... Videoconference Chats, Notes and Recordings — Transitory / Preliminary Drafts (Content NOT Substantive)....... Violations & Corrections (Water).................................................................................................................................... Violence, Workplace....................................................................................................................................................... Visitors Logs: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive) ................................ Voice Mails: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive) ................................... Volunteer / Unpaid Intern Applications & Agreements................................................................................................... Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Page No. ............. PW-14 ................ PD-5 ............. P&R-1 ............. PW-15 ............. PW-15 ............... FIN-7 .. FIN-4 — FIN-8 ............... FIN-4 ............... FIN-7 ............... PW-5 ..... CC-1 ......PD-3 ......PD-8 ... PW-23 ...PW-16 ..... CD-3 ... PW-13 ... PW-14 ... PW-13 ..... CC-6 ..... H R-4 ..... FIN-1 ..... CC-6 ....... IT-1 .... PD-11 .... PD-11 ....... IT-1 .... PD-11 .....CW-5 ... PW-23 ..... HR-6 .....CW-5 .....CW-5 ... P&R-3 Page 37 of 39 Page No. VulnerabilityAssessment............................................................................................................................................................... PW-23 W W-2s.................................................................................................................................................................................................. FIN-9 W-4.................................................................................................................................................................................................. FIN-8 W-9s................................................................................................................................................................................................. FIN-3 Waivers............................................................................................................................................................................................CW-6 Waiversof Liability......................................................................................................................................................................... P&R-4 Warrants(Cashed / Paid)................................................................................................................................................................ FIN-6 WasteCollection and Recycling...................................................................................................................................................... PW-9 WatchCommander Logs..................................................................................................................................................................PD-3 WaterAudits.................................................................................................................................................................................. PW-24 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation................................................................................ FIN-7 Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) ...................... FIN-7 Water Billing: NSF Checks / Adjustments to Customer accounts................................................................................................... FIN-7 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc............................................................... FIN-7 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment........................................................................... FIN-8 Water Billing: Report of Annual Discontinuations of Residential Service........................................................................................ FIN-8 Water Billing: Drought Compliance (Includes Appeals and Code Enforcement Notices of Violation) .............................................. FIN-7 WaterLiens.................................................................................................................................................................................... PW-24 WaterMain Break Reports............................................................................................................................................................. PW-24 WaterProduction Reports.............................................................................................................................................................. PW-24 Water Quality - Lab Reports & Chains of Custody: Bacteriological and Organics........................................................................ PW-24 Water Quality - Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals).......................................................PW-24 Water Quality - Lab Reports & Chains of Custody: Lead & Copper............................................................................................. PW-25 WaterQuality Master Plans.............................................................................................................................................................. PW-6 Water Quality Reports / Annual Consumer Confidence Reports................................................................................................... PW-25 Water Quality Reports / Annual Consumer Confidence Reports................................................................................................... PW-25 WaterRights.................................................................................................................................................................................. PW-25 WaterUsage Reports.................................................................................................................................................................... PW-25 Water............................................................................................................................................................................... PW-17 — PW-26 Web Pages: Correspondence — Transitory / Preliminary Drafts (Content NOT Substantive)....................................................CW-5 WeedAbatement.............................................................................................................................................................................. CD-3 Wells: History & Operations (Includes Abandoned or Destroyed Wells)..................................................................................... PW-25 WhiteCard - Employee History Cards............................................................................................................................................. HR-2 Work Orders / Service Requests CMMS DATABASE................................................................................................................. PW-25 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 38 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) .......................... Work Orders / Service Requests - All Information Entered in CMMS Database (Paper Drafts) ................................................ Work Orders / Service Requests - All Information Entered in CMMS Database (Paper Drafts) ................................................ Work Orders / Service Requests - NOT entered in CMMS Database (or partially entered into CMMS Database) (Copies) .... Work Orders / Service Requests - NOT entered in CMMS Database (or partially entered into CMMS Database) (Copies) .... Work Schedules (Parks & Recreation)...................................................................................................................................... Workers Compensation Claim Runs / Monthly Reports............................................................................................................ Workers Compensation Claim Runs / Monthly Reports............................................................................................................. Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports .................. Working File: Correspondence — Routine IF the Content Relates in a SUBSTANTIVE Way to the Public .......................... Workplace Violence — Hazard identification, evaluation, correction, incident logs, investigations, etc ...................................... WORMArchival Storage System............................................................................................................................................... X Y Z ZoneChange............................................................................................................................................................................ Zoning Administrator Agendas, Agenda Packets.................................................................................................................... Zoning Administrator Audio Recordings.................................................................................................................................. Zoning Administrator Minutes, Resolutions & Bylaws............................................................................................................ Zoning Maps (Historically Significant)....................................................................................................................................... ZoningMaps (Historically Significant)....................................................................................................................................... Zoning Ordinance Amendments, Reclassifications / Zone Change.......................................................................................... Zoning Studies: Reports and Studies........................................................................................................................................ Page No. ...PW-16 ...PW-16 ... PW-26 ... PW-17 ... PW-26 ... P&R-3 ..... HR-4 H R-5 H R-5 .....CW-4 ..... HR-6 ....... IT-1 ..... CD-9 ..... CD-7 ..... CD-7 ..... CD-7 ..... CC-6 ..... CD-8 ..... CD-9 .....CW-9 Retention Schedule Index — Tustin, CA — FY 24-25 Update — Version 2 Page 39 of 39 ©1995 — 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent RECORDS RETENTION SCHEDULE LEGEND ©1995 — 2025 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 Official (original or "record copy") record for its retention period, then authorizes destruction. Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the "Destroy Paper after Imaged & QC'd" below for the Legal Requirements for the electronic record to be the official (original) record. Records Description: The record series (a group of like records). Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off -site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is 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) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk or other Unalterable 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 was microfilmed Destroy Paper after Imaged & QC'd (quality checked) / Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check ("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply. Legend for legal citations (§: Section) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) PRC Public Resources Code USC: United States Code (US) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) HOW TO USE RETENTION SCHEDULES ©1995-2025 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; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term "records" shall include all records as defined by the California Public Records Act. The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record. 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. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.) 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 office space and computer storage space • Reduce the cost of records storage — paper and electronic • Eliminate duplication of effort within the City • Find records faster • Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records); Destruction or deletion of an official (ori inal) record that has exceeded its retention period must be authorized prior to destruction or deletion. • If there is a minimum retention ("Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non -records do NOT require authorization, and can be destroyed "When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive. 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 resolution)." Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Image: Destroy Office of Total Media 1=Import Paper Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY-WIDE Used by All De artments Affidavits of Publications / Public Hearing Mag, Brown Act challenges must be filed within 30 or Lead Dept. CW-001 Notices / Legal Advertising / Affidavits of 2 years Mfr, OD, S / I Yes: After 90 days of action; Statute of Limitations on Posting Ppr QC & OD Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Some grant funding agencies require audits; Agreements & Contracts: Completion + Statute of Limitations for Errors & Omissions is ADMINISTRATIVE FILES (with Grant 10 years or 10 years; Published Audit Standards=4-7 years; Funding) After Funding Mag, Statute of Limitations: Contracts & Spec's=4 Lead Dept. CW-002 Agency Audit, Yes: Before Mfr, OD, S/I Yes: After years, Wrongful Death=comp. + 5 years, (Correspondence, Project Administration, if required, Completion Ppr QC & OD Developers=comp. + 10 years; 2 CFR 200.334; Project Schedules, Certified Payrolls, whichever is CCP §337 et. seq., 21 CFR 1403.36 & Invoices, Logs, RFP, etc.) longer 1403.42(b); 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42;-OMB Circular A- 133GC §34090; GC §8546.7 Agreements & Contracts: Covers E&O Statute of Limitations (insurance ADMINISTRATIVE FILES certificates are filed with agreement); Published Completion + Yes: Before Mag, Yes: After Audit Standards=4-7 years; Statute of Lead Dept. CW-003 (Correspondence, Project Administration, 10 years Completion Mfr, OD, S/I QC & OD Limitations: Contracts & Spec's=4 years, Ppr Wrongful Death comp. + 5 years, Project Schedules, Certified Payrolls, Developers=comp. + 10 years; CCP §337 et. Invoices, Logs, RFP, etc.) seq., GC §34090 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or Mag, Yes: After The RFP / RFQ and the successful proposal Lead Dept. CW-004 RESPONSES to RFPs (Request for 2 years Mfr, OD, S / I QC & OD becomes part of the agreement or contract; GC Proposals) and/or RFQs (Request for Ppr §34090 Qualifications) that don't result in a contract Mag, Yes: After CW-005 Bids: See Agreements & Contracts Mfr, OD, S / I OC & OD Ppr TUSTIN, 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 Approved: 5/6/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Image: Destroy Office of Total Media 1=Import Paper Retention No. Records Description Vital? after Comments / Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Boards, Commissions, & Committees: City Council Subcommittees Mag, Yes: After All recommendations are presented to the City Staffing Dept. CW-006 2 years Mfr, OD, S / I QC & OD Council; GC §34090 et seq. (Composed solely of less than a quorum Ppr of the City Council) Boards, Commissions, & Committees: External Organizations When No Yes: After CW-007 Longer Mfr, OD, S / I QC & OD Non -records (e.g. County Board of Supervisors) Required Ppr Boards, Commissions, & Committees: Residents Advisory Bodies Formed by Minimum 2 Mag' Yes: After Brown Act challenges must be filed within 30 or Staffing Dept. CW-008 CITY COUNCIL years Mfrr,, S / I QC & OD 90 days of action; GC §§34090, 54960.1(c)(1) pOD, AGENDAS, AGENDA PACKETS. Boards, Commissions, & Committees: Residents Advisory Bodies Formed by Staffing Dept. CW-009 CITY COUNCIL 2 years Mfr, OD, S / I Yes: After Department preference; State law only requires Ppr QC & OD for 30 days; GC §54953.5(b) AUDIO RECORDINGS of Meetings / Audio Tapes Boards, Commissions, & Committees: Residents Advisory Bodies Formed by Mag, Yes: After Staffing Dept. CW-010 CITY COUNCIL P Mfr, OD, S / I Department preference; GC §34090 Ppr QC & OD MINUTES & BYLAWS Lead Mag' City preference; Statute of Limitations for Responding CW-011 Complaints /Concerns from Citizens Minimum 2 Mfr, OD, S / I Yes: After personal property, fraud, etc. is 3 years; Claims Dept. years Ppr QC & OD must be filed in 6 months; CCP §340 et seq., 342, GC §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Image: Destroy Office of Total Media 1=Import Paper Retention No. Records Description Vital? after Comments / Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Mag, Yes: After CW-012 Contracts: See Agreements Mfr, OD, S / I QC & OD Ppr Copies - Lead Dept. CW-013 Copies or duplicates of any record When No Mfr, OD, S / I Yes: After GC §34090.7 Longer Ppr QC & OD Required Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way to the conduct of the public's Dept. that business) Authors ONLY IF the Content relates in a substantive Document (e.g. e-mail, Letters, Memorandums, Mag, Yes: After way to the conduct of the public's business; City or CW-014 Administrative, Chronological, General 2 years Mfr, OD, S / I QC & OD of San Jose v. Superior Court (2017) 2 Cal.5th Receives the Files, Reading File, Working Files, etc.) Ppr 608; GC §34090 City's Original Document IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business TUSTIN, 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 Approved: 5/6/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Image: Destroy Office of Total Media 1=Import Paper Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency Electronic and paper records are categorized, and Intraagency Memoranda not retained filed and retained based upon the CONTENT of in the ordinary course of business the record. Records where either the Content relates in a substantive way to the conduct of Dept. that Content NOT Substantive, or NOT made or the public's business, or ARE made or Authors retained for the purpose of preserving the retained for the purpose of preserving the Document informational content for future reference When No Mag, Yes: After informational content for future reference are or CW-015 (e.g. calendars, checklists, e-mail or social Longer g Mfr, OD, S / I QC & OD saved by placing them in an electronic or paper Receives the media posting, flyers, invitations, instant Required Ppr (project) file folder and retained for the City's Original messaging, inventories, logs, mailing lists, applicable retention period. If not mentioned Document meeting room registrations, speaker cards, sta here, consult the City Attorney to determine if a videoconference chats, notes and recordings, record is considered transitory / preliminary draft. supply inventories, telephone messages, text GC §§34090, 7927.500,; 64 Ops. Cal. Atty. Gen. messages, transmittal letters, thank yous, 317 (1981)); City of San Jose v. Superior Court requests from other cities, undeliverable (2017) 2 Cal.5th 608. envelopes / returned mail, visitors logs, voice mails. weboaaes. etc.) Lead Dept. CW-016 Deposit Accounts / Trust Accounts / Close + 5 Mfr M OD, S / I Yes: After Department preference; meets auditing Refundable Deposits years Ppr QC & OD standards; GC §34090 When No Mag, As long as the drafts and notes are not retained "Regular Lead Dept. CW-017 Drafts & Notes: Drafts that are revised Longer Mfr, OD, S / I Yes: After in the Course of Business". Consult (retain final version) Required Ppr QC & OD the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 The Lead Department should print out historical Mag' documents (or save source data) prior to Lead Dept. CW-018 GIS Database / Data / Layers (both City- Indefinite Yes MfrP,pD, S / I Yes: After replacing the data, if they require the data or wide and Specialized) (Permanent) OC & OD output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. TUSTIN, 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 Approved: 5/6/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Image: Destroy Office of Total Media 1=Import Paper Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Lead Dept. CW-019 Grants (UNSUCCESSFUL Applications, 2 years Mr fr, OD, S / I Yes: After GC §34090 Correspondence) Ppr QC & OD Grants / CDBG / Reimbursable Claims Meets auditing standards; Grants covered by a (SUCCESSFUL Reports, other records Consolidated Action Plan are required for 5 required to pass the funding agency's After Funding years; Uniform Admin. Requirements for Grants audit, if required) Agency Audit, Mag, Yes: After to Local Governments is 3 years from Lead Dept. CW-020 if required - Mfr, OD, S / I QC & OD expenditure report or final payment of grantee or Applications (successful), grant agreement, Minimum 5 Ppr subgrantee; 2 CFR 200.334; 24 CFR program rules, regulations & procedures, years 91.105(h), 92.505, 570.490, & 570.502(a), 29 reports to grant funding agencies, CFR 97.42;-OMB Circular A-110 & A-133; GC correspondence, audit records, completion §34090; GC §8546.7 records When No Mag, Yes: After Preliminary drafts not retained in the Regular Lead Dept. CW-021 Leave Slips / Time Off Requests Longer Mfr, OD, S / I QC & OD Course of Business GC §34090 Re uired Ppr Mag, Yes: After Lead Dept. CW-022 Liability Waivers 2 years Mfr, OD, S / I QC & OD GC §34090 Ppr Previous MSDS may be obtained from a service; Material Safety Data Sheet (MSDS) / MSDS may be destroyed as long as a record Safety Data Sheet (SDS) Chemical Use Mag, of the chemical I substance / agent, where & Lead Dept. CW-023 Report Form (or records of the chemical / 30 years Mfr, OD, S / I Yes - After when it was used is maintained for 30 years; substance / agent, where & when it was Ppr QC & OD Applies to qualified employers; Claims can be used) 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 When No Mag, Yes: After Non -records - may be obtained from the Lead Dept. CW-024 Newspaper Clippings Longer Mfr, OD, S / I QC & OD newspaper company; GC §34090 Required Ppr TUSTIN, 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 Approved: 5/6/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Image: Destroy Office of Total Media 1=Import Paper Retention No. Records Description Vital? after Comments / Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Staffing Dept. CW-025 Notices: Public Hearing Notices and 2 years r Mfr, OD, S / I Yes: After Statute of Limitations on Municipal Government Proofs of Publications Ppr QC & OD actions is 3 - 6 months; GC §34090 Send to Personnel Files (Department -level Files) Human Mag, Ensure records kept in Department files comply Human CW-026 Resources Before Mfr, OD, S / I Yes: After With City policy (all originals are sent to Human Resources Except Police Department Upon Separation Ppr QC & OD Resources); GC §34090.7 Separation or Transfer Shred After Incorporation Notes maintained in a separate folder to be into Before Mag, Yes: After incorporated into performance evaluation, or to Lead Dept. CW-027 Personnel Files (Supervisor's Notes) Performance Annual Mfr, OD, S / I QC & OD document progressive discipline; GC §34090 et Evaluation or Evaluation Ppr Documented seq. Discipline When No Mag, Yes: After Preliminary Drafts; destroy unnecessary Lead Dept. CW-028 Photographs Longer Mfr, OD, S / I QC & OD photographs. GC §§34090 Re uired Ppr Mag, Yes: After Lead Dept. CW-029 Purchase Orders / Requisitions 5 years Mfr, OD, S / I QC &OD Department preference; GC §34090 Ppr Lead Dept. Real Estate Appraisal Reports: Property Mag' Yes: After Not accessible to the public; GC §§34090, (Who Ordered CW-030 NOT purchased, Loans not funded, etc. 2 years Mfr, OD, S / I QC & OD 7928.705 the Appraisal) Ppr Lead Dept. Real Estate Appraisal Reports: Minimum 5 Yes: Before , Mag Yes: After Not accessible to the public until purchase has (Who Ordered CW-031 Purchased Property, Funded Loans years Purchase Mfr, OD, S / I OC &OD been completed; meets municipal government the Appraisal) Ppr auditing standards; GC §§34090 7928.705 TUSTIN, 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 Approved: 5/6/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Image: Destroy Office of Total Media 1=Import Paper Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, When No Mag, CW-032 Newsletters, etc.: Produced by OUTSIDE Longer Mfr, OD, S / I Yes: After Non -Records ORGANIZATIONS (League of California Required Ppr QC & OD Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Minimum 2 Mag' Yes: After Lead Dept. CW-033 Newsletters, etc.: Produced by YOUR years Mfr, OD, S / I QC & OD Department preference; GC §34090 Department P p Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, When Mag' Yes: After Lead Dept. CW-034 Newsletters, etc.: Produced by OTHER Superseded Mfr, OD, S / I QC & OD Copies; GC §34090.7 Departments CW-035 Reference or Working Files: See MfrM OD, S / I Yes: After Correspondence Ppr QC & OD Lead Dept. CW-036 Reports and Studies (Historically P agOD, Mfr, S/I Yes: After Administratively and Historically significant, significant - e.g., Zoning Studies) Ppr QC & OD therefore retained permanently; GC §34090 Reports and Studies (other than Mag, Yes: After Department preference; Information is outdated Lead Dept. CW-037 Historically significant reports - e.g. 10 years Mfr, OD, S / I QC & OD after 10 years; GC §34090 Annual Reports) Ppr Lead Dept. CW-038 Special Projects / Subject Files / Issue Minimum 2 Mag, S / I Yes: After Department Preference; GC §34090 et seq. Files ears Ppr QC & OD TUSTIN, 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 Approved: 5/6/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Image: Destroy Office of Total Media 1=Import Paper Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments / Reference S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Surveys / Questionnaires (that the City issues). Lead Dept. If is 2 Mag, Mfr, I Yes: After CW-039 a summary of the data compiled, the years OD, S / QC & OD GC §34090 survey forms are considered a draft or Ppr transitory record, and can be destroyed as drafts (When No Longer Required) Department preference; Ethics Training is 5 years; Calif. Labor Division is required to keep Training - ALL COURSE RECORDS their OSHA records 7 years; EEOC/FLSA/ADEA Mag, (Age) requires 3 years for promotion, demotion, Lead Dept. CW-040 (Attendance Rosters, Outlines and 5 years Mfr, OD, S / I Yes: After transfer, selection, or discharge; State Law Materials; includes Ethics, Harassment Ppr QC & OD requires 2 -3 years for personnel actions; 8 Prevention & Safety Training & Tailgates) CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) TUSTIN, 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 Approved: 5/6/2025 ver. 7.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Image: Destroy Total Media 1=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments /Reference (OFR) S=Scan Cd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 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 CM-001 City Council Correspondence Minimum 2 Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Manager ears OD, Ppr QC & OD City CM-002 Grand Jury Reports and Responses (Regarding 5 years Mag, Mfr, S / I Yes: After Department Preference (the Grand Jury Manager City Operations) OD, Ppr QC & OD keeps their reports 5 years); GC §34090 City CM-003 Projects, Programs, Subject & Issues (Issues Minimum 2 Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Manager and/or projects will vary over time) ears OD, Ppr QC & OD City CM-004 Public Relations / Press Releases 2 years Mag, Mfr, S / I Yes: After GC §34090 Manager OD, Ppr QC & OD City CM-005 Speech Notes / PowerPoint Presentations When No Longer Mag, Mfr, S / I Yes: After Notes, drafts, or preliminary documents; GC Manager Required OD, Ppr QC & OD §34090 et seq. Copies - Finance CM-006 Travel /Conferences When No Mag, Mfr, S / I Yes: After Invoices are maintained by Finance; GC Longer OD, Ppr QC & OD §34090.7 Required TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CITY CLERK Agenda Packets (includes Appeals): City City Clerk CC-001 Council, Housing Authority, P Mag, Mfr, S / I Yes: After Department preference; GC §34090 Redevelopment Agency, Successor OD, Ppr QC & OD Agency, Oversight Board City Clerk CC-002 Agenda Packets: Speaker Slips 1 year Mag, Mfr, S / I Yes: After Preliminary drafts used to produce minutes; OD, Ppr QC & OD GC §34090 et seq. Agreements & Contracts - ALL (Except Class Instructors) Department Preference; All infrastructure contracts should be permanent for emergency City Clerk CC-003 Agreement or Contract includes all P Yes: Before Mag, Mfr, S / I Yes: After preparedness; Statute of Limitations is 4 contractual obligations (e.g. Completion OD, Ppr QC & OD years; 10 years for Errors & Omissions; land Specifications and Successful Proposal / records are permanent by law; CCP §337 et. Scope of Work), Insurance Certificates, seq., GC §34090 Notice of Completion City Clerk CC-004 Board & Commission / Committee Maddy 2 years Mag, Mfr, S / I Yes: After GC §34090 Act Lists / Vacancy Notices OD, Ppr QC & OD Securities (Performance Bonds, Letters of Release of Credit, CD's, etc.) are released after the City Clerk CC-005 Bonds (Performance Bonds, Subdivision Bond / Letter Mag, Mfr, S / I Yes: After Notice of Completion is issued and replaced Bonds, Letters of Credit) of Credit OD, Ppr QC & OD with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 City Clerk CC-006 Citizen's Academy Applications 3 years Mag, Mfr, OD, Ppr S / I QC & OD Yes: After Department preference; GC §34090 City Clerk CC-007 City Council, Board & Commission P Mag, Mfr, S / l Yes: After Department preference; GC §34090 Historical List of Members OD, Ppr QC &OD City Clerk CC-008 Claim Forms 2 years Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC & OD TUSTIN, 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 Approved: 5/6/2025 Ver. 13.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi tions suspend normal retention periods retention resumes after settlement or completion). Mag, Mfr, Yes: After Department preference; Finals are maintained City Clerk CC-009 Deeds, Easements, Liens, Rights of Way P Yes (all) OD, Ppr S / I QC & OD by City Clerk; Department file may include correspondence; GC §34090 et seq. Economic Interest Filings (FPPC 700 Mag, Mfr, Yes: After City maintains original statements; GC City Clerk CC-010 Series Forms - Statement of Economic 7 years OD, Ppr S / I QC §81009(d)(e)(f)&(g) Interests): ALL Economic Interest Filings (FPPC Form City Clerk CC-011 602/635) - Lobbyist Authorization 5 years Mag, Mfr, S / I Yes: After 2 CCR 18615(f), GC §34090 Reporting OD, Ppr QC City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, S / I Yes: After Must post on website; FPPC Opinion; GC OD, Ppr QC §81009(e) City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass 7 years Mag, Mfr, S / I Yes: After Should post on website for 4 years; GC Distributions Agency Report) OD, Ppr QC §81009(e) City Clerk CC-014 FPPC Form 803 (Behested Payment 7 years Mag, Mfr, S / I Yes: After GC §81009e Report) OD, Ppr QC City Clerk CC-015 FPPC Form 804 (Agency Report of New P Mag, Mfr, S / I Yes: After FPPC Regulation 18734(c); GC §81009e Positions) OD, Ppr QC City Clerk CC-016 FPPC Form 805 (Agency Report of P Mag, Mfr, S / I Yes: After FPPC Regulation 18734(c); GC §81009e Consultants) OD, Ppr QC City Clerk CC-017 FPPC Form 806 (Agency Report of Public 7 years Mag, Mfr, S / I Yes: After Must post on website; 2 CCR 18702.5; GC Official Appointments) OD, Ppr QC 34090; GC §81009(e) ELECTIONS - CONSOLIDATED Assessment District Ballots, Protest Mag, Mfr, Yes: After City Clerk CC-018 Letters, & Envelopes - Prop. 218 2 years OD, Ppr S / I QC & OD GC §53753(e)(2) proceedings Campaign Filings (FPPC 400 Series City Clerk CC-019 Forms & Form 501): SUCCESSFUL P Mag, Mfr, S / I Yes: After Paper must be retained for at least 2 years; CANDIDATES (Elected Officials) OD, Ppr QC GC §81009(b)&(g) Campaign Filings (FPPC 400 Series City Clerk CC-020 Forms & Form 501): UNSUCCESSFUL 5 years Mag, Mfr, S / I Yes: After Paper must be retained for at least 2 years; CANDIDATES OD, Ppr QC GC §81009(b)&(g) TUSTIN, 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 Approved: 5/6/2025 Ver. 13.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi tions suspend normal retention periods retention resumes after settlement or completion). Campaign Filings (FPPC 400 Series City Clerk CC-021 Forms): THOSE NOT REQUIRED TO 4 years Mag, Mfr, S / I Yes: After Paper must be retained for at least 2 years; FILE ORIGINAL WITH CITY CLERK OD, Ppr QC GC §81009(f)&(g) (copies) Campaign Filings (FPPC 400 Series City Clerk CC-022 Forms): OTHER COMMITTEES (PACS - 7 years Mag, Mfr, S / I Yes: After Paper must be retained for at least 2 years; OD, Ppr QC GC §81009(c)&(g) not candidate -controlled) Candidate File: Nomination Papers, Term of CA law states term of office and 4 years after the City Clerk CC-023 Candidate Statement Forms, etc. - Office + 4 I Mag, Mfr, S / I Yes: After expiration of term for Nomination Papers; EC SUCCESSFUL CANDIDATES years ODPpr , QC & OD §17100 Candidate File: Nomination Papers, Department Preference; CA law states term of City Clerk CC-024 Candidate Statement Forms, etc. - Election + 4 Mag, Mfr, S / I Yes: After office and 4 years after the expiration of term for UNSUCCESSFUL CANDIDATES years OD, Ppr QC & OD Nomination Papers; EC §17100 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Precinct Maps, County Mag, Mfr, Yes: After City Clerk CC-025 Election Services, Candidate Statements 2 years OD, Ppr S / I QC & OD GC §34090 to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Elections - HISTORICAL (Sample ballot, Mag, Mfr, Yes: After City Clerk CC-026 copies of resolutions, final results; P OD, Ppr S / I QC & OD Retained for Historical Value, GC §34090 Certificate of Election, Oath of Office) Final Not accessible to the public; The 8 month Elections - Petitions (Initiative, Recall or Examination retention applies after election results, or final City Clerk CC-027 Referendum) - IF INSUFFICIENT + 1 year after Ppr examination if no election, unless there is a petition legal or FPPC proceeding. EC examination §§17200(b)(3), 17400 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Not accessible to the public; The 8 month Elections - Petitions (Initiative, Recall or Results + 8 retention applies after election results, or final City Clerk CC-028 Referendum) - IF SUFFICIENT months Ppr examination if no election, unless there is a legal or FPPC proceeding. EC §17200(b)(3), 17400 End of Elections Section City Clerk CC-029 Ethics Training Certificates 5 years Mag, Mfr, S / I Yes: After GC §53235.2(b) OD, Ppr QC & OD Historical Records, Photographs, & City Clerk determines historical significance; Historical Projects (e.g. Incorporation, Mag, Mfr, Yes: After records can address a variety of subjects and City Clerk CC-030 City Seal, Awards of significant historical P OD, Ppr S / I QC & OD media. Some media (e.g. audio and video interest, etc.) tape) may be limited because of the media's life expectancy; GC §34090 Minutes: City Council, Housing Authority, Redevelopment Agency, Successor Mag, Mfr, Yes: After City Clerk CC-031 Agency, Oversight Board, Audit P OD, Ppr S / I QC & OD GC §34090 Commission, Community Services Commission, Planning Commission City Clerk CC-032 Municipal Code Administration, Longer When No Mag, Mfr, S / I Yes: After Preliminary drafts not retained in the ordinary Distribution, etc. Re ire OD, Ppr QC & OD course of business; GC §34090 City Clerk CC-033 Municipal Code History/ Supplements P Mag, Mfr, S / I Yes: After Department preference (retain one of each OD, Ppr QC'd & OD supplement); GC §34090 City Clerk CC-034 Oath of Office: City Council, Boards & P Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Commission Members OD, Ppr QC'd & OD City Clerk CC-035 Ordinances P Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC'd & OD City Clerk CC-036 Proclamations / Commendations P Mag, Mfr, S / I Yes: After Department preference; GC §34090 OD, Ppr QC'd & OD Public Records Requests / Request for Mag, Mfr, Yes: After City Clerk CC-037 Records / Subpoenas (Records / Duces 2 years OD, Ppr S / I QC'd & OD GC §34090 Tecum) / Summons TUSTIN, 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 Approved: 5/6/2025 Ver. 13.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investiItions suspend normal retention eriods retention resumes after settlement or completion). Recordings - Video of City Council, Department Preference; Video recording of City Clerk CC-038 Citizen's Finance Oversight Committee, 10 years Mag meetings are only required for 90 days; GC Audit Commission, Planning Commission, §§34090.7, 34090 and Community Services Commission City Clerk CC-039 Records Destruction Authorization Forms 10 years Mag, Mfr, S / I Yes: After Department preference; GC §34090 OD, Ppr QC'd & OD Records Retention Schedules / Mag, Mfr, Yes: After City Clerk CC-040 Amendments to Records Retention P OD, Ppr S / I QC & OD GC §34090 et. seq. Schedules Resolutions: City Council, City Council, City Clerk CC-041 Housing Authority, Redevelopment P Mag, Mfr, S / I Yes: After GC §34090 Agency, Successor Agency, Planning OD, Ppr QC & OD Commission City Clerk CC-042 Secretary of State Statement of Facts / 2 years Mag, Mfr, S / I Yes: After GC §34090 Registry of Public Agencies OD, Ppr QC & OD City Clerk CC-043 Vehicle Titles (Pink Slips) - All Vehicles Sale or Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Disposal OD, Ppr QC & OD City Clerk CC-044 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, S / I Yes: After Department Preference; GC §34090.7 OD, Ppr QC & OD TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 (Building, Code Enforcement, Housing, Planning) Image: Destroy Office of Total Media 1 rt Paper Record Retention No. Records Description Retention Vital? Options M=Mfr MMf after Comments / Reference (OFR) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). BUILDING DIVISION Community Mag, Yes: Department preference; Permits are required for Develop. / CED-001 Address Files / Building Permits P Yes (all) Mfr, OD, S / I After QC the Life of the Building ; GC §34090, H&S Building Ppr & OD §19850 Community Indefinite - Mag, Yes: Data is interrelated; Permits are required for the Develop. / CED-002 Building Permit Database Permanent Yes (all) Mfr, OD, S / I After QC Life of the Building ; GC §34090; H&S §19850 Building Ppr & OD Community Upon Cancellation Mag, Yes: Department preference; Preliminary drafts not Develop. / CED-003 Building Plans - Cancelled or Withdrawn Mfr, OD, S / I After QC retained in the ordinary course of business; CBC Building or Withdrawal Ppr & OD §104.7; H&S§19850, GC §34090 Building Plans - Finalled - INDUSTRIAL, Community COMMERCIAL, MULTI -FAMILY Mag, Yes: Department Preference; Law requires for the life Develop. / CED-004 DWELLINGS, PLACES OF PUBLIC P Yes (all) Mfr, OD, S / I After QC the building for commercial and common Building ACCOMMODATION, TENANT Ppr & OD in interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 IMPROVEMENTS Department preference; Site Plans Only for Community Building Plans - Finalled - SINGLE Mag, Yes: dwellings less than 2 stories, garages & Develop. / CED-005 FAMILY RESIDENTIAL - SFR and P Yes Mfr, OD, S / I After QC appurtenances, farms/ranches, 1-story with Building APPURTENANCES Ppr & OD bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Mag, Yes: Develop. / CED-006 Certificate of Occupancy (CofO) P Yes (all) Mfr, OD, S / I After QC Department Preference; GC §34090 Building Ppr & OD TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 (Building, Code Enforcement, Housing, Planning) Image: Destroy Office of Total Media 1 rt Paper Record Retention No. Records Description Retention Vital? Options M=Mfr MMf after Comments / Reference (OFR) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention mods retention resumes after settlement or completion). Community Certificate of Occupancy (CofO) - Expiration + Yes (until Mag, Yes: Develop. / CED-007 TEMPORARY 2 years expired) Mfr, OD, S / I After QC Department Preference; GC §34090 Building Ppr & OD Community Construction Notices / Inspection Until Cleared Mag, Yes: Develop. / CED-008 Notices or Project Mfr, OD, S / I After QC The finalled permit is the final / official record; Building (correction notices, compliance orders, stop Completion Ppr & OD these are Preliminary Drafts; GC §34090 work notices, etc.) Community Mag, Yes: Develop. / CED-009 Grading Plans P Mfr, OD, S / I After QC Department Preference; GC §34090 Building Ppr & OD Community Mag, Yes: Develop. / CED-010 Reports: Building Activity 2 years Mfr, OD, S / I After QC GC §34090 Building Ppr & OD Community Minimum 2 Yes: Until Mag, Yes: Develop. / CED-011 Hardship Waivers Resolution Mfr, OD, S / I After QC Department preference; GC §34090 Building years Ppr & OD Community Requests & Permissions to Receive Copies Mag, Yes: Develop. / CED-012 of Plans (to and from Architects) 2 years Mfr, OD, S / I After QC GC §34090 Building Ppr & OD Community Minimum Mag, Yes: Develop. / CED-013 Uniform Building Codes /California While Mfr, OD, S / I After QC Department preference; GC §50022.6 Building Building Codes Ordinance is Ppr & OD in Force TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 (Building, Code Enforcement, Housing, Planning) Destroy Image: Office of Paper Total Media 1 rt Record Retention No. Records Description Vital? M=Mfr after Comments / Reference Retention Options MMf (OFR) Imaged S=Scan & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). CODE ENFORCEMENT Community Minimum Mag, Yes: Develop. / CED-014 Administrative Citation Hearings Resolution + Yes: Until Mfr, OD, S / I After QC Department preference; GC §34090 Code 2 years Resolution Ppr & OD Enforcement Code Enforcement / Abatement Case Files / Administrative Citations / Vehicle Community Abatement (Includes appeals and Code Mag, Yes: Department preference; Case is open until Develop. / CED-015 Enforcement Complaint Letters) P Yes: Until Mfr, OD, S / I After QC satisfactorily resolved (some cases are not Code Resolution Ppr & OD resolved); GC §34090 Enforcement MAJOR: STRUCTURAL/ ILLEGAL DUMPING, SWIMMING POOLS, ETC. Code Enforcement / Abatement Case Files / Administrative Citations / Vehicle Community Abatement (Includes appeals and Code Develop. / Enforcement Complaint Letters) Minimum Yes: Until Mag, Yes: Department preference; Case is open until CED-016 Resolution + Mfr, OD, S / I After QC satisfactorily resolved (some cases are not Code 2 Years Resolution Ppr & OD resolved); GC §34090 Enforcement MINOR: WEED ABATEMENT, VEHICLE ABATEMENT, SIDEWALK BLOCKING, PARKING, BANNERS, SIGNS, ETC. Community Indefinite - Mag, Yes: Develop. / CED-017 Code Enforcement Database Minimum 2 Yes Mfr, OD, S / I After QC Data Fields / Records are interrelated; GC Code years Ppr & OD §34090 Enforcement TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 (Building, Code Enforcement, Housing, Planning) Image: Destroy Office of Total Media 1 rt Paper Record Retention No. Records Description Retention Vital? Options MMf M=Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). HOUSING DIVISION Community & -Economic- Foreclosure Notices / Notices of Defaults When No Mag, Yes: Preliminary drafts not retained in the ordinary Develop. / CED-018 (NOD) - Not related to a City Loan / Case Longer Mfr, OD, S / I After QC course of business; GC §34090 Housing File Required Ppr & OD 5 years after Housing Programs: Affordable Housing the Affordability HUD requires 5 years after the project Projects, Rehabilitation, CDBG-funded Period completion; documents imposing recapture / Community Housing Projects, etc. Terminates, Mag, Yes: resale restrictions are 5 years after the & -Economic- CED-019 or the Mfr, OD, S / I After QC affordability period terminates; Uniform Admin. Develop. / WITH aRecapture /Resale Restriction Written Ppr & OD Requirements for Grants to Local Governments Housing Agreement is 3 years from expenditure report; 2 CFR Deeds are sent to City Clerk Terminates, 200.334; 24 CFR-92.508(a)&(c) & Whichever is 570.502(a)(16), 29 CFR 97.42, GC §34090 Longer Housing Programs: Affordable Housing HUD requires 5 years after the project Projects, Rehabilitation, CDBG-funded completion; documents imposing recapture / Community Housing Projects, etc. Loan Pay-off Mag, Yes: resale restrictions are 5 years after the & -Economic- CED-020 OR Mfr, S / I After affordability period terminates; Uniform Admin. Develop. / WITHOUT a Recapture / Resale Forgiveness Ppr Ppr D & OD Requirements for Grants to Local Governments Housing Restriction + 5 years is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & Deeds and Insurance are sent to City Clerk 570.502(a)(16), 29 CFR 97.42, GC §34090 Community Loan Applications / Potential Buyers Mag, Yes: & -Economic- CED-021 Denied, Cancelled or Withdrawn (First 2 years Mfr, S / I After GC §34090 Develop. / Time Home Buyers, Life/Safety, Ppr pr & OD D Housing Rehabilitation, HOME, etc. PLANNING TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 (Building, Code Enforcement, Housing, Planning) Image: Destroy Office of Total Media 1 rt Paper Record Retention No. Records Description Retention Vital? Options M=Mfr MMf after Comments / Reference (OFR) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention mods retention resumes after settlement or completion). Community Alcohol Beverage Control License When No Mag, Yes: Develop. / CED-022 Applications (ABC Applications) Longer Mfr, OD, S / I After QC (Non -Records) Planning Required Ppr & OD Community Annexations / Boundaries / Consolidations / Mag, Yes: Develop. / CED-023 LAFCO P Mfr, OD, S / I After QC Land Records; GC §34090 Planning Ppr & OD Community CC&R Agreements / Covenants, Conditions Mag, Yes: Develop. / CED-024 and Restrictions P Mfr, OD, S / I After QC Department Preference; GC §34090 Planning Ppr & OD Community When No Mag, Yes: Develop. / CED-025 Census, Demographics Longer Mfr, OD, S / I After QC (Non -Records - Census Bureau is OFR) Planning Required Ppr & OD Environmental Determinations: Community Environmental Impact Reports (EIRs), Mag, Yes: Usually filed in the project file; Final Develop. / CED-026 Negative Declarations, etc.) P Mfr, OD, S / I After QC environmental determinations are required to be Planning Ppr & OD kept a "reasonable period of time"; 14 CCR Inside City boundaries §15095(c); GC §34090 Not all internal communications and notes are Environmental Determinations: required to be saved; "E-mails that do not Environmental Impact Reports (EIRs), provide insight into the project or the agency's Community Negative Declarations, etc.) Project Mag, Yes: CEQA compliance with respect to the project — Develop. / CED-027 Approval or Mfr, OD, S / I After QC are not within the scope of section 21167.6, Planning Correspondence and staff notes that Denial + 2 Ppr & OD subdivision (e) and need not be retained." provide insight into the project or the years Golden Door Properties, LLC v. Superior Court agency's CEQA compliance with respect to of San Diego County (County of San Diego, et the project al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 (Building, Code Enforcement, Housing, Planning) Image: Destroy Office of Total Media 1 rt Paper Record Retention No. Records Description Retention Vital? Options MMf M=Mfr after Comments / Reference (OFR) S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention mods retention resumes after settlement or completion). Environmental Determinations: Community Environmental Impact Reports (EIRs), When No Mag, Yes: Non -records; EIRs and Negative Declarations Develop. / CED-028 Negative Declarations, etc.) Longer Mfr, OD, S / I After QC within the City Boundaries are with the project file Planning Required Ppr & OD Outside City boundaries Community Mag, Yes: City Clerk Maintains all Agenda Packets Develop. / CED-029 General Plan, Elements and Amendments P Mfr, OD, S / I After QC permanently; GC §34090.7 Planning Ppr & OD Community Historic Preservation Survey, Evaluations Mag, Yes: Develop. / CED-030 and Designations P Mfr, OD, S / I After QC Department Preference; GC §34090 Planning Ppr & OD Community Mag, Yes: Develop. / CED-031 Home Occupation P Mfr, OD, S / I After QC Department Preference; GC §34090 Planning Ppr & OD Community Master Plans, Specific Plans, Land Use Mag, Yes: Develop. / CED-032 Plansetc. P Mfr, OD, S / I After QC Department Preference; GC §34090 Planning , Ppr & OD Community When No Mag, Yes: Preliminary drafts not retained in the ordinary Develop. / CED-033 Materials Boards Longer Mfr, OD, S / I After QC course of business; GC §34090 Planning Required Ppr & OD Planning Commission, Building Board of Community Appeals, Zoning Administrator Department preference; State law only requires Develop. / CED-034 2 years Mag for 30 days; GC §54953.5(b) Planning AUDIO RECORDINGS of Meetings / Audio Tapes TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 (Building, Code Enforcement, Housing, Planning) Image: Destroy Office of Paper Total Media 1 rt Record Retention No. Records Description Retention Vital? Options MMf M=Mfr after Comments / Reference (OFR) Imaged S=Scan & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention mods retention resumes after settlement or completion). Planning Commission, Building Board of Copies - Appeals, Zoning Administrator When No Mag, Yes: City Clerk CED-035 Longer Yes Mfr, OD, S / I After QC Send originals to the City Clerk; GC §34090.7 MINUTES, BYLAWS & RESOLUTIONS Required Ppr & OD Planning Commission, Building Board of Community Appeals, Zoning Administrator Mag, Yes: Department preference; Original Staff Reports Develop. / CED-036 P Mfr, OD, S / I After QC are filed in the project file; GC §34090 Planning AGENDAS &AGENDA PACKETS Ppr & OD Community Planning Project Log of Applications, Indefinite - , Mag Yes: Department Preference -Data is interrelated; Develop. / CED-037 Database Permanent Yes (all) Mfr, OD, S / I After QC GC §34090, H&S §19850 Planning Ppr & OD Planning Project Files -Approved Permanent Entitlements (Includes Associated CEQA Noticing, Community Conditions of Approval, Public Noticing, Mag, Yes: Department preference; Final environmental Develop. / CED-038 Environmental Determinations, Staff P Yes Mfr, OD, S / I After QC determinations are required to be kept a Planning Reports, Plans & Maps) Ppr & OD "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Lot Line Adjustments, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. Community Special Event Permits /Film Interim Use Minimum 2 Mag, Yes: Develop. / CED-039 Permits Mfr, OD, S / I After QC GC §34090 Planning years Ppr & OD Community Minimum 2 Mag, Yes: Develop. / CED-040 Special Studies Mfr, OD, S / I After QC Department Preference; GC §34090 Planning years Ppr & OD TUSTIN, 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 Approved: 5/6/2025 Ver. 15.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 (Building, Code Enforcement, Housing, Planning) Image: Destroy Office of Paper Total Media 1 rt Record Retention No. Records Description Retention Vital? Options M=Mfr MMf after Comments / Reference (OFR) Imaged S=Scan & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention mods retention resumes after settlement or completion). Temporary Entitlements / Temporary Community Permits (Approved & Unapproved): Minimum 2 Yes: Mag, Yes: Develop. / CED-041 During Mfr, OD, S / I After QC Department preference; GC§§34090 Planning Christmas Tree Lots, Pumpkin Lots, years Event Ppr & OD Banner Permits, etc. Mag, Yes: City Clerk CED-042 Zoning Maps (Historically Significant) P Yes (all) Mfr, OD, S / I After QC Department Preference; GC §34090.7 Ppr & OD Community Zoning Ordinance Amendments, Mag, Yes: Develop. / CED-043 Reclassifications /Zone Change P Yes Mfr, OD, S / I After QC Department Preference (copies); GC §34090.7 Planning Ppr & OD TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FINANCE / ACCOUNTING Department Preference; IRS: 4 years after tax Finance / 1099's / 1096's / DE542 (California Report of Mag, Mfr, Yes: After is due or paid (longer for auditing & Accounting FIN-001 Independent Contractors) 5 years OD, Ppr S / I QC & OD contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Accounts Payable / Invoices and Backup Finance / FIN-002 (Includes Invoices, Travel Expense 5 years Yes: Until Mag, Mfr, S / I Yes: After Department Preference (meets municipal Accounting Reimbursements, Check Request, Purchase Paid OD, Ppr QC & OD government auditing standards); GC §34090 Card Supporting Data, etc.) Finance / Assessment Rolls / Lighting and Landscape Mag, Mfr, Yes: After Department preference; Meets auditing Accounting FIN-003 Districts /Special District Assessment Rolls (to 5 years OD, Ppr S / I QC & OD standards; GC §34090 et seq. Tax Assessor for Tax Rolls) Finance / Audit Commission Minimum 2 Mag, Mfr, Yes: After Brown Act challenges must be filed within 30 Accounting FIN-004 year OD, Ppr S / I QC & OD or 90 days of action; GC §§34090, AGENDAS, AGENDA PACKETS. 54960.1(c)(1) Audit Commission Copies - City Clerk FIN-005 When No Yes Mag, Mfr, S / I Yes: After Send originals to the City Clerk; GC §34090.7 MINUTES & BYLAWS Longer OD, Ppr QC & OD Required Audit Commission Department Preference; Video recording of Finance / Accounting FIN-006 VIDEO RECORDINGS of Meetings / Audio 10 years Mag meetings are only required for 90 days; GC Tapes §§34090.7, 34090 Finance / Audit Reports / Annual Comprehensive Mag, Mfr, Yes: After Department Preference (copies); GC Accounting FIN-007 Financial Report (ACFR) and related Audit P OD, Ppr S / I QC & OD §34090.7 Opinions Finance / FIN-008 Audit Work Papers 5 years Mag, Mfr, S / I Yes: After Department Preference; meets municipal Accounting OD, Ppr QC & OD government auditing standards; GC §34090 TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Bank Statements and Trustee Statements, Finance / FIN-009 Fiscal Agent Statements, Investment Account 5 years Mag, Mfr, S / I Yes: After Department Preference; meets auditing Accounting Statements, Bank Reconciliations, Bank OD, Ppr QC & OD standards; GC §34090, 26 CFR 31.6001-1 Deposits, Bank Transmittal Advice Bonds (Revenue) Official Statements / Department Preference; Statute of Limitations Transcripts /Certificates of Participations for bonds, mortgages, trust deeds, notes or Finance / (COPs) - Includes Continuing Disclosure Fully Yes: Until Mag, Mfr, Yes: After debentures is 6 years; Bonds issued by local Accounting FIN-010 Reports Defeased + Maturity OD, Ppr S / I QC & OD governments are 10 years; There are specific 10 years requirements for disposal of unused bonds; See Bank Statements for statement retention. CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq. Finance / Yes: Mag, Mfr, Yes: After Accounting FIN-011 Budgets - Adopted / Final P Current OD, Ppr S / I QC & OD Department preference; GC §34090 et seq. Fiscal Year Finance / Budgets -Preliminary, Proposed, Backup When No Mag, Mfr, Yes: After Accounting FIN-012 Documents Longer OD, Ppr S / I QC & OD Preliminary drafts; GC §34090 Required Department preference; All tangible property Finance / Mag, Mfr, Yes: After held by government agencies escheats after 3 Accounting FIN-013 Escheat (Unclaimed money / uncashed checks) 5 years OD, Ppr S / I QC & OD years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / FIN-014 FEMA Reimbursement / OES Reimbursements 10 years Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Accounting OD, Ppr QC & OD Finance / Indefinite - Mag, Mfr, Yes: After Data Fields / Records are interrelated; meets Accounting FIN-015 Financial Services Database Minimum 5 Yes ODPpr , S / I QC & OD municipal government auditing standards; ears GC §34090 TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department Preference (bond auditing purposes; IRS regulations state, "...material Finance / FIN-016 Fixed Assets 5 years Mag, Mfr, S / I Yes: After records should generally be kept for as long Accounting OD, Ppr QC & OD as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090 Investments / Arbitrage / Certificate of Deposit / Department Preference; Meets auditing Finance / FIN-017 Investment Bonds (Receipts / Advisor Reports / 5 years Yes: Until Mag, Mfr, S / I Yes: After standards; FTC Reg's rely on "self - Accounting Trade Tickets / LAIF (Local Agency Investment Paid OD, Ppr QC & OD enforcement"; GC§§ 34090, 43900 Fund)) Finance / Mag, Mfr, Yes: After Department Preference; meets municipal Accounting FIN-018 Journal Entries / Journal Vouchers 5 years OD, Ppr S / I QC & OD government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 Reports / Finance Reports created from Finance / Database: Subsidiary Ledgers, Reconciliations, When No Mag, Mfr, Yes: After Department preference (The Financial Accounting FIN-019 Registers, Transaction Histories, Balance Longer OD, Ppr S / I QC & OD System Database is the original; reports are Sheets, Revenue & Expenditure Reports, etc. Required considered drafts or copies); GC §34090 (MONTHLY OR PERIODIC) Reports: Annual State or Federal: State Finance / Controller's Report, Local Government Mag, Mfr, Yes: After Department Preference; Meets auditing Accounting FIN-020 Compensation ReportGas TaxMOE , , 5 years OD, Ppr S / I QC & OD standards; GC §34090 (Maintenance of Effort) Report, Street Report, etc. Finance / FIN-021 Transportation Audits / PERS Audit, etc. 5 years Mag, Mfr, S / I Yes: After Department Preference (meets municipal Accounting OD, Ppr QC & OD government auditing standards); GC §34090 Finance / FIN-022 Treasurer's Reports & Backup 5 years Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Accounting OD, Ppr QC & OD TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / FIN-023 W-9s Minimum 5 Yes: Until Mag, Mfr, S / I Yes: After Department Preference (meets municipal Accounting years Paid OD, Ppr QC & OD government auditing standards); GC §34090 BUSINESS LICENSE UTILITY BILLING & REVENUE Finance / Business Accounts Receivable - Miscellaneous - License, FIN-024 Damage to Public Property, Invoices to Outside 5 years Mag, Mfr, S / I Yes: After Department preference; Meets auditing Utility OD, Ppr QC & OD standards; GC §34090 et seq. Billing & Entities, etc. Revenue Finance / Business License, FIN-025 Accounts Receivable - Utility Billing, etc. 5 years Mag, Mfr, S / I Yes: After Department preference; Meets auditing Utility OD, Ppr QC & OD standards; GC §34090 et seq. Billing & Revenue Finance / Business When No License, FIN-026 Bankruptcies - NOT pursued Longer Mag, Mfr, S / I Yes: After Preliminary drafts not retained in the ordinary Utility Required OD, Ppr QC & OD course of business; GC §34090 Billing & Revenue Finance / Business Department Preference (negative information License, FIN-027 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, S / I Yes: After remains on credit ratings for 7 years); GC Utility OD, Ppr QC & OD §34090 Billing & Revenue When No Department preference (The Business Finance / FIN-028 Billing Registers, Payment Registers, Longer Mag, Mfr, S / I Yes: After License & Permit Database is the original; Accounting Adjustment Registers Required OD, Ppr QC & OD reports are considered drafts or copies); GC §34090 TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? /f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Business Indefinite - Data Fields / Records are interrelated; meets License, FIN-029 Business License & Permit Database Minimum 5 Yes Mag, Mfr, S / I Yes: After municipal government auditing standards; Utility years OD, Ppr QC & OD GC §34090 Billing & Revenue Finance / Business Department preference (used for zoning License, FIN-030 Business License Applications and Changes P Mag, Mfr, S / I Yes: After approvals and police approvals); GC §34090 Utility OD, Ppr QC & OD Billing & et seq. Revenue Finance / Business License Administrative Citations / Business Code Enforcement / Enforcement of Business License, FIN-031 License Close + 2 Mag, Mfr, S / I Yes: After Department preference; GC §34090. Utility Code (Includes Appeals and Code Enforcement years OD, Ppr QC & OD Billing & Revenue Notices of Violation) Finance / Business When No License, FIN-032 Business License Renewals Longer Mag, Mfr, S / I Yes: After Department preference (Preliminary drafts); Utility Required OD, Ppr QC & OD GC §34090 Billing & Revenue Finance / Business License, FIN-033 Cash Receipts / Daily Cash Summaries / 5 years Mag, Mfr, S / I Yes: After Department preference; Meets auditing Utility Cashiers Reports / Cash Reports / Petty Cash OD, Ppr QC & OD standards; GC §34090 et seq. Billing & Revenue TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? /f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Business Department Preference; meets municipal License, FIN-034 Checks / Warrants (Cashed / Paid) 7 years Mag, Mfr, S / I Yes: After government auditing standards; GC §34090, Utility OD, Ppr QC & OD CCP § 337 Billing & Revenue Finance / Business Department preference; Delinquencies remain License, FIN-035 Collections / Collection Agency Case Files & 7 years Mag, Mfr, S / I Yes: After on credit reports for 7 years; GC §34090 et Utility Statements / Delinquent Accounts OD, Ppr QC & OD Billing & seq. Revenue Finance / Business License, FIN-036 Returned Checks / NSF Checks 5 years Mag, Mfr, S / I Yes: After Department Preference; Meets auditing Utility OD, Ppr QC & OD standards; GC §34090 Billing & Revenue Finance / Business When No License, FIN-037 Stubs / Payment Coupons (returned with Longer Mag, Mfr, S / I Yes: After Preliminary drafts not retained in the ordinary Utility payment) Required OD, Ppr QC & OD course of business; GC §34090 Billing & Revenue Finance / Business When No License, FIN-038 Turn Ons and Turn Offs Longer Mag, Mfr, S / I Yes: After Preliminary drafts not retained in the ordinary Utility Required OD, Ppr QC & OD course of business; GC §34090 Billing & Revenue TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? /f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / Business License, FIN-039 Utility Adjustment Slips / Meter Mis-reads, 5 years Mag, Mfr, S / I Yes: After Department preference; Meets auditing Utility Credits / Debits to Accounts OD, Ppr QC & OD standards; GC §34090 et seq. Billing & Revenue Finance / Business Indefinite - Data Fields / Records are interrelated; meets License, FIN-040 Utility Billing Database Minimum 5 Yes Mag, Mfr, S / I Yes: After municipal government auditing standards; Utility years OD, Ppr QC & OD GC §34090 Billing & Revenue Finance / Water Billing: Appeals - Payment DelinquencyPCI Mag, Yes: After Documented or attached to Customer Record Accounting FIN-041 & Impending Discontinuation q+2 Ppr, Mfr, S / I QC & OD in database GC §34090; H&S §116908 OD Finance / Water Billing: Drought Compliance (Includes Mag' Yes: After Documented or attached to Customer Record Accounting FIN-042 Appeals and Code Enforcement Notices of years Ppr, Mfr, S / I QC & OD in database GC §34090; H&S §116908 Violation) OD Finance / Water Billing: Non-payment Notices / NoticJof When No Mag, Yes: After Documented or attached to Customer Record Accounting FIN-043 Payment Delinquency & Impending Longer Ppr, Mfr, S/I & OD in database GC §34090; H&S §116908 Discontinuation (Initial, Final) Re uired ODQC Finance / Water Billing: NSF Checks / Adjustments tWhen No Mag, Yes: After Documented or attached to Customer Record Accounting FIN-044 Customer accounts Longer Ppr, Mfr, S / I QC & OD in database GC §34090; H&S §116908 Required OD Expiration or Mag' Finance / FIN-045 Water Billing: Payment Plans: Amortization, Completion Ppr pOD fr, S / I Yes: After Documented or attached to Customer Record Accounting Alternative Payment Plans, Deferrals, etc. of Payment QC & OD in database GC §34090; H&S §116910 Plan When Mag' Finance / FIN-046 Water Billing: Policy on Discontinuation of Superseded; Ppr pOD fr, S / I Yes: After Must post to Website; H&S §116906; GC Accounting Residential Service for Nonpayment Minimum 2 QC & OD §34090 ears TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? /f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Finance / FIN-047 Water Billing: Report of Annual Minimum 2 Mag' Ppr, Mfr, S / I Yes: After Must post to Website; H&S §116918; GC Accounting Discontinuations of Residential Service years QC & OD §34090 PAYROLL Finance / FIN-048 Auto Pay Authorization Forms / Direct Deposit 5 years Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Payroll Authorizations OD, Ppr QC & OD Finance / FIN-049 CalPERS Reports - Annual Valuation Reports, 5 years Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Payroll Actuarial Valuation Reports OD, Ppr QC & OD DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Department Preference; IRS: 4 yrs after tax is Finance / Forms, IRS 5500 Forms (Employee Benefit Mag, Mfr, Yes: After due or paid; Ca. FTB: 3 years; 26 CFR Payroll FIN-050 Plans), PERS / FICA & Medicare Adjustments - 5 years OD, Ppr S / I QC & OD §31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 Quarterly Payroll Tax Returns / OASDI, Federal - 516.6, 29 USC 436, GC §34090 Tax Deposits, Adjustments, etc. Finance / FIN-051 Deferred Compensation (457) Reports, 5 years Mag, Mfr, S / I Yes: After Department preference; GC §34090 Payroll Registers OD, Ppr QC & OD Finance / FIN-052 Employment Verifications When No Longer Mag, Mfr, S / I Yes: After Preliminary drafts not retained in the Regular Payroll Required OD, Ppr QC & OD Course of Business GC §34090 Department preference; IRS Regulation for W Finance / Payroll Benefit Files / Administration Forms (W Separation + Mag, Mfr, Yes: After 4s is four years after the due date of such tax Payroll FIN-053 4s, Changes, Personnel Action Form copies, 5 years Yes ODPpr , S / I QC & OD for the return period to which the records Vacation pay-off requests, etc.) relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090 Finance / FIN-054 Payroll Journals / Payroll Registers / Pay Day 50 years Mag, Mfr, S / I Yes: After Department preference for CalPERS buy - Payroll Registers OD, Ppr QC & OD back purposes; GC §34090 TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital Finance / FIN-055 Time Cards Time Sheets 5 years Mag, Mfr, S / I Yes: After signatures when they submit their timecards, Payroll OD, Ppr QC & OD but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Department Preference; IRS: 4 yrs after tax is Finance / FIN-056 W-2's 5 years Mag, Mfr, S / I Yes: After due or paid; Ca. FTB: 3 years; IRS Reg Payroll OD, Ppr QC & OD §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 516.6, 29USC 436, GC §34090 TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) No Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). HUMAN RESOURCES Human Background File / Recruitment File - Hiring Mag, Mfr, Yes: After State law requires 4 years; 29 CFR 1602.31 & Resources HR-001 Police Applicants & Police Volunteers Decision + 4 OD, Ppr S / I QC & OD 1627.3(b)(1), GC §§ 3105, 12946, 12960, (UNSUCCESSFUL) ears 34090; 29 USC 1113 EEOC / ADEA (Age) requires 1 year after Duration of Yes: For benefit plan termination; Federal law requires 6 Human HR-002 Benefit Plan Documents (CaIPERS, the Contract Duration of Mag, Mfr, S / I Yes: After years after filing date for retirement; State Law Resources Optical, Dental, etc.) + 6 years Contract OD, Ppr QC & OD requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090 Bureau of National Affairs recommends 2 years Human Classification / Reorganization Studies Minimum 3 Mag, Mfr, Yes: After '& for all supplementary Personnel records; Wage Resources HR-003 (for employee classifications and years OD, Ppr S / I QC OD rate tables are 1 or 2 years; State requires 2 department structures) years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Bureau of National Affairs recommends 2 years Human Minimum 3 Mag, Mfr, Yes: After for all supplementary Personnel records; Wage Resources HR-004 Compensation Surveys & Studies years OD, Ppr S / I QC & OD rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 California Civil Rights Department (CRD) Department preference; All State and Federal Human /Department of Fair Employment & Final Mag, Mfr, Yes: After laws require retention until final disposition of Resources HR-005 Housing (DFEH or EEOC) Claims / Disposition + OD, Ppr S / I QC & OD formal complaint; State requires 4 years after "fully Harassment Claims 4 years and finally disposed"; 2 CCR 11013 GC §§12946, 12960, 34090, 60201 When Human HR-006 DMV Pull Notices (Except Police) Superseded, Mag, Mfr, S / I Yes: After Department preference (Not City Records); GC Resources or Upon OD, Ppr QC & OD §34090 Separation TUSTIN, 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 Approved: 5/6/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) No Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; Human Drug & Alcohol Test Results (All - Mag, Mfr, Yes: After EEOC/FLSA/ADEA (Age) requires 3 years Resources HR-007 Positives and Negatives) 5 years OD, Ppr S / I QC & OD physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human HR-008 EEOC Reports, EEO-4 Reports 3 years Mag, Mfr, S / I Yes: After 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR Resources OD, Ppr QC & OD 1602.32; GC §34090 Human HR-009 Employee History Cards ("White Card") P Mag, Mfr, S / I Yes: After Department preference; GC §§12946, 12960, Resources OD, Ppr QC & OD 34090 Department Preference for consistency with Human HR-010 Employee Investigation Files Separation + Mag, Mfr, S / I Yes: After Personnel Files; 29 CFR 1602.31 & Resources (excludes Police) 6 years OD, Ppr QC & OD 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; LC §1198.5 State requires for at least 5 years for civilian Employee Investigation and Disciplinary complaints; other State & Federal laws require files involving Police Department Final retention until final disposition of formal Human HR-011 personnel NOT as a result of a complaint Disposition + Mag, Mfr, S / I Yes: After complaint; State requires 2 years after action is Resources from a Member of the Public 5 years OD, Ppr QC & OD taken; Statute of Limitations is 4 years after the (See Police Department schedules for discovery of the offense for misconduct in office; complaints from a Member of the Public) PC 801.5, 803(c) ; EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547 Non -citizens must re -certify periodically; Required for 1 year from termination or 3 years Human Separation + Mag, Mfr, Yes: After '& from hiring, whichever is later; EEOC / FLSA / Resources HR-012 I-9s 3 years OD, Ppr S / I QC OD 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 TUSTIN, 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 Approved: 5/6/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) No Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Minimum State Law requires 4 years; EEOC / FLSA / Human HR-013 Job Descriptions / Classification Superseded Mag, Mfr, S / I Yes: After ADEA (Age) requires 1-3 years; 29 CFR Resources Specifications + 4 years OD, Ppr QC & OD 1627.3(b)(i), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Labor Relations Files Human HR-014 (Negotiation Notes, Correspondence, Minimum 10 Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Resources Interpretation of MOU Provisions, years OD, Ppr QC & OD Documentation, etc.) Human HR-015 Livescan Results for Contracted Course Upon Separation or Mag, Mfr, S / I Yes: After Department preference (Not City Records); GC Resources Instructors or Custodial Staff Inactive OD, Ppr QC & OD §34090 Personnel Files - Employee File Department Preference; statute of limitations for retirement benefits is 6 years from last action; Includes Application, Evaluations, EEOC/FLSA/ADEA (Age) requires 3 years for Human HR-016 Policies, Oaths of Office, PAFs Separation + Mag, Mfr, S / I Yes: After promotion, demotion, transfer, selection, or Resources (Personnel Action Forms), 1095-C form, 6 years OD, Ppr QC & OD discharge; State Law requires 4 years; 29 CFR Separation Agreements, Background 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, Investigation files, etc. 12960, 34090; 29 USC 1113; LC §1198.5 Whichever is Longer: Personnel Files - Medical File (all Separation + Department preference; Files maintained employees) 30 years; OR separately; Claims can be made for 30 years for Human HR-017 Termination Yes: Until Mag, Mfr, S / I Yes: After toxic substance exposure; 8 CCR 5144, 8 CCR Resources Pre -employment Medical Clearances, of Benefits + Separation OD, Ppr QC & OD 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR ADA Accommodations, Respirator Fit 5 years; OR 1910.1020(d)(1)(i), 49 CFR §27.121(b); GC Tests, etc. Death of §§12946, 12960, 34090; LC §1198.5 Employee + 5 years TUSTIN, 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 Approved: 5/6/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) No Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retentionperiods retention resumes after settlement or completion). Recruitment and Testing File (Includes Advertisements, Applications Department preference; EEOC / FLSA / ADEA for Unsuccessful Candidates, Hiring Mfr, Mag, , , Yes : After (Age) requires 1-3 years; State Law requires 4 Resources HR-018 Background Investigations Decision + 4 OD, Ppr S / I QC & OD years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 (Unsuccessful Candidates), Interview years CCR 11013(c); 2 CCR 11013, GC §§12946, Notes, Job Brochures, Test Data, 12960, 34090 Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Human Mag, Mfr, Yes: After Department preference; Per NeoGov Policy; 29 Resources HR-019 Recruitment Database (NeoGov) I 5 years OD, Ppr S / I QC & OD CFR 1627.3(b)(1), 29 CFR 1602.14;.2 CCR 11013(c); GC §§12946, 12960, 34090 Human Studies & Surveys Conducted on Behalf When No Mag, Mfr, Yes: After Preliminary drafts not retained in the ordinary Resources HR-020 of the City (Sick Leave, Attrition, Longer OD, Ppr S / I QC & OD course of business; GC §34090 Benefits, etc.) Required Human Verifications of Employment, Child When No Mag, Mfr, Yes: After '& Not an Agency record / Content does NOT Resources HR-021 Support, etc. (From lenders or other Longer OD, Ppr S / I QC OD relate in a substantive way to the conduct of the outside companies) Re uired public's business; GC §34090 et seq Human HR-022 Workers Compensation Claim Runs / 5 years Mag, Mfr, S / I Yes: After Meets auditing standards; GC §34090 Resources Monthly Reports OD, Ppr QC & OD Whichever is Longer: Separation + Workers Compensation Claims / Long 30 years; OR Department preference; Files maintained Human Term Disability Claims (Includes all Termination Yes: Until Mag, Mfr, Yes: After separately; Claims can be made for 30 years for Resources HR-023 Accident, Incident, or Injury Reports from of Benefits + Separation OD, Ppr S / I QC & OD toxic substance exposure; 8 CCR 5144, 8 CCR Employees) 5 years; OR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR Death of 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Employee + 5 years TUSTIN, 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 Approved: 5/6/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Image: Destroy Record Retention Records Description Total Vital? Media 1=Import Paper after Comments /Reference (OFR) No Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). RISK MANAGEMENT Accident / Incident / Injury Reports Mag, Mfr, Yes: After Department preference; CCP §340.5, GC Risk Manag. HR-024 (Potential Claims - medical and non- 2 years OD, Ppr S / I QC & OD §34090 medical that do not result in a claim.) Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within Risk Manag. HR-025 Claims Resolution + Yes: Until Mag, Mfr, S / I Yes: After 5 years; Statute of Limitations for contracts is 4 5 years Resolution OD, Ppr QC & OD years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Risk Manag. HR-026 Insurance Polices (City -owned policies) P Mag, Mfr, S / I Yes: After Department Preference; GC §34090 OD, Ppr QC & OD Risk Manag. HR-027 JPA / JPIA Reports / General LiabilityI 5 years i Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Claim Runs OD, Ppr QC & OD Calif. Labor Division is required to keep their Risk Manag. HR-028 OSHA Logs - 200, 300, 301, 301A, 5 years Mag, Mfr, S / I Yes: After records 7 years; OSHA requires 5 years; State OSHA Inspections, Citations OD, Ppr QC & OD law requires 2 years; 8 CCR 14300.33; 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human Workplace Violence — Hazard Mag, Mfr, Yes: After Resources HR-029 identification, evaluation, correction, 5 years OD, Ppr S / I QC & OD LC §6401.9(f), GC §34090 incident logs, investigations, etc. TUSTIN, 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 Approved: 5/6/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). INFORMATION TECHNOLOGY When No Used for Disaster Recovery Purposes Only; Information IT-001 Backups / Computer Backups (ALL Disaste Longer Yes Mag. Considered a copy and can be destroyed when Technology Recovery Computer Backups) Required no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Information IT-002 Enterprise System Catalogue (posted on 2 years Mag, Ppr GC §34090 Technology line) Information When No Preliminary documents not retained in the Technology IT-003 Network Configuration Maps &Plans Longer Yes Mag. ordinary course of business; GC §34090 et seq. Required Video Recordings - Department Activity (Employees Performing Work, Cashiering, Information IT-004 Building Security, etc.) 1 year Mag GC §34090.6 et seq, Technology See City Clerk's schedule for City Council Video Recordings Video Recordings - Public Activity (Doors, Information Hallways, Parks, Public Areas, etc.) Department preference; Does not record regular Technology IT-005 1 year Mag ongoing operations of the City; GC §34090.6(a) See City Clerk's schedule for City Council Video Recordings Video Recordings - Public Activity (Parks, Information Public Areas, etc.) Department preference; Does not record regular Technology IT-006 1 year Mag ongoing operations of the City; GC §34090.6 et See City Clerk's schedule for City Council seq. Video Recordings TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 9.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-2 Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments I Reference Retention Options M=Mfr Imaged & (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Follows For legal compliance for Trustworthy Electronic Records (when the electronic record serves as Information IT-007 WORM Archival Storage System Retention of OD the official record); must be stored in a "safe and Technology the Record Series separate location"; GC 34090, 12168.7, EVC 1550, CCR 22620 et seq. TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION SERVICES Page P&R-1 Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media 1=Import after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). PARKS & RECREATION SERVICES Parks & Registration Database (CivicRec / Class / Indefinite - Mag, Yes: After Department Preference; data is Recreation P&R-001 Active Net) Minimum 2 Mfr, O D, S / I OC & OD interrelated; GC §34090 ears Activity / Special Programs / Special Event / Parks & Trips Minimum 2 Yes: After Recreation P&R-002 years Mfr OD, S / I QC & OD Department preference; GC §34090 Children's Programs, Cultural Arts, Sports, Ppr Seniors, Filming, Theatre Programs etc. Community Services Commission, Public Art Mag' Parks & P&R-003 Committee Minimum 2 MfrP, S / I Yes: After Department preference; GC §34090 Recreation years pOD, OC & OD AGENDAS, AGENDA PACKETS. Community Services Commission, Public Art Committee Parks & P&R-004 2 years (Mag) Department preference; State law only Recreation AUDIO RECORDINGS of Meetings /Audio requires for 30 days; GC §54953.5(b) Tapes Community Services Commission, Public Art Copies - City Clerk P&R-005 Committee When No Yes Mag' MfPpr, S / I Yes: After Send originals to the City Clerk; GC Longer QC & OD §34090.7 MINUTES & BYLAWS Required Parks & When No Mag, Yes: After Department Preference (Transitory record Recreation P&R-006 Evaluations / Surveys (Program Evaluations) Longer Mfr, OD, S / I OC & OD not retained in the ordinary course of Required Ppr business); GC §34090 Parks & P&R-007 Facility Use Permits Field Use Permits Expiration + Yes: Before Mag, Mfr, S I Yes: After Recreation / 2 years , OD, / OC & OD GC §34090 Event Ppr Parks & P&R-008 First Aid Reports Minor Incident Reports 2 Mfr, OD, S I Yes: After Recreation / years , / OC & OD GC §34090 Ppr TUSTIN, 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 Approved: 5/6/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION SERVICES Page P&R-2 Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media 1=Import after Comments I Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Parks & Food Bank Distributions 2 Mfr, I Yes: After Recreation P&R-009 Food Distributions / years , OD, S / QC & OD GC §34090 Ppr Parks & Yes: After Recreation P&R-010 Master Plans: Parks Master Plans, etc. P Mfr, , OD, S / I QC & OD Department Preference; GC §34090 Ppr Parks & Yes: After Recreation P&R-011 Park History Files P Mfr, , OD, S / I QC & OD Department Preference; GC §34090 Ppr Registration Forms / Reservation Forms / Parks & Classes / Application Forms / Fee & Charge / Mag, Yes: After Recreation P&R-012 Liability Forms / Release of Liability Forms / 2 years Mfr, OD, S / I QC & OD GC §34090 Permissions / etc.: Camps, Field Trips, Ppr Authorization to give Medicine, etc. Parks & Mag' Yes: After '& Recreation P&R-013 Reservations of Facilities 2 years Mfr, OD, S / I QC OD GC §34090 Parks & Mag, Yes: After Department preference (meets municipal Recreation P&R-014 Scholarship Applications 5 years Mfr, OD, S / I QC & OD government auditing standards); GC Ppr §34090 Parks & Mag' Yes: After Recreation P&R-015 Season Brochures / Recreation Brochures P Mfr, S / I QC & OD Department Preference; GC §34090 pOD, Parks & Yes: After Recreation P&R-016 Senior Advisory Board - ALL Records 2 years Mfr, , OD, S / I QC & OD GC §34090 Ppr Parks & When No Mag, Yes: After '& Recreation P&R-017 Staff Schedules / Work Schedules Mfrr,, S / I QC OD Preliminary Drafts; GC § 34090 Re uged pOD, TUSTIN, 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 Approved: 5/6/2025 Ver. 10.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION SERVICES Page P&R-3 Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media 1=Import after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Parks & P&R-018 Transportation Applications for Service (Dial -a- Inactive + 2 Mfr, D, r, O S / I Yes: After GC § 34090 Recreation Ride, etc.) years Ppr QC & OD Parks & Transportation Dispatch System /Dial -a -Ride Indefinite - Mag, Yes: After Department preference; GC §§ 34090 & Recreation P&R-019 Database Minimum 2 Mfr, S / I QC & OD 26202 years pOD, Parks & vhen o Longer Yes: After Recreation P&R-020 Transportation Schedules Mfr, , OD, S / I QC & OD Department Preference; GC § 34090 Required Ppr Consistent with employee personnel files (Courts treat volunteers as employees); Parks & Volunteer / Unpaid Intern Applications & Mag, Yes: After EEOC/FLSA/ADEA (Age) requires 3 years Recreation P&R-021 Agreements - Unsuccessful or Pending 3 years Mfr, OD, S / I QC & OD for promotion, demotion, transfer, Applicants Ppr selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years Volunteer / Unpaid Intern Applications & Inactive / Mag, for promotion, demotion, transfer, Parks & P&R-022 Agreements (includes emergency contact Separation + Mfr, OD, S / I Yes: After selection, or discharge; State Law Recreation information) - Successful Applicants 3 years Ppr QC & OD 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 Parks & P&R-023 Waivers Liability 2 Mfr, I Yes: After Recreation of years OD, S / QC & OD GC §34090 Ppr TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). POLICE CHIEF / ADMINISTRATION Police / Carry Concealed Weapon Permits (CCW Expiration + Mag, Mfr, Yes: After '& Chief / PD-001 Permits) - APPROVED 2 years OD, Ppr S / I QC OD Department preference; GC §34090 et seq. Admin. Police / Carry Concealed Weapon Permits (CCW Mag, Mfr, Yes: After Chief / PD-002 Permits) - DENIED 2 years OD, Ppr S / I QC & OD Department preference; GC §34090 et seq. Admin. Police / When Chief / PD-003 DMV Pull Notices (Police Only) Superseded, Mag, Mfr, S / I Yes: After Department preference (Not City Records); GC Admin. or Upon OD, Ppr QC & OD §34090 Se aration Police / Mag, Mfr, Yes: After Chief / PD-004 EOC Activations & Drills 10 years OD, Ppr S / I QC Department Preference; GC §34090 Admin. Police / Mag, Mfr, Yes: After Chief / PD-005 Neighborhood Watch 2 years OD, Ppr S / I QC & OD GC §34090 et seq. Admin. Police / Personnel Files - Police Department Separation + Before Mag, Mfr, Yes: After City preference; 29 CFR 1602.31 & 1627.3(b)(1), Chief / PD-006 Employees (By Employee) 5 years Separation OD, Ppr S / I QC & OD GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Admin. CAD / DISPATCH Police / Audio Recordings or Tapes - (CAD/RMS) Department Preference; (legally mandated for Commun. PD-007 Recordings of Telephone & Radio 2 years I I (Mag) 100 days); (may be discoverable or made public Communications Dispatch Tapes (CAD) in some circumstances), GC §§34090, 34090.6 TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). DETECTIVE BUREAU When No Department preference; Recordings that become Police / PD-008 Automated License Plate Reader Data / Longer (Mag) evidence are stored with evidence; Does not Investigat. ALPR Recordings Required I record regular and ongoing operations; GC §34090.6 et seq; When No Department preference; Recordings that become Police / PD-009 Drone (Unmanned Aerial Vehicle) Longer (Mag) evidence are stored with evidence; Does not Investigat. Recordings Required record regular and ongoing operations; GC §34090.6 et seq; Police / Minimum 5 Mag, Mfr, Yes: After Informant information; Does not contain criminal Detectives PD-010 Informant Files (Gangs) years OD, Ppr S / I QC & OD intelligence information concerning individuals; Department preference GC §34090 Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the Police / PD-011 Intelligence Files (Criminal Intelligence No Longer Mag, Mfr, S / I Yes: After information is relevant to that criminal conduct or Detectives Files) than 5 years OD, Ppr QC & OD activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police / PD-012 Investigation Files and Arrest Files Transfer to Mag, Mfr, S / I Yes: After Final reports and records are transferred to the Detectives Records OD, Ppr QC & OD case file stored in Records; GC §34090 et seq. Police / PD-013 Narcotics Buy Fund Logs 2 years Mag, Mfr, S / I Yes: After GC §34090 et seq. Detectives OD, Ppr QC & OD Police / PD-014 Regulatory Permits & Backgrounds Expiration + Mag, Mfr, S / I Yes: After Department preference; GC §34090 et seq. Detectives Solicitors Massa e, Taxi etc. 2 ears OD Ppr QC & OD PATROL Police / Canine (Police Service Dogs) Program Separation + Mag, Mfr, Yes: After 3 years is required for animal care / treatment Patrol PD-015 Files / Training Files: Animal Files 3 years OD, Ppr S / I QC & OD records; FA §32003(e), PC §597.1(d); GC §34090 et seq. TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Police / PD-016 Canine (Police Service Dogs) Program 5 years Mag, Mfr, S / I Yes: After Department preference; GC §34090 et seq. Patrol Files: Action Reports, Monthly Reports OD, Ppr QC & OD Police / PD-017 Citations - Parking & Moving Minimum 2 Mag, Mfr, S / I Yes: After Department preference; GC §34090 et seq. Records ears OD, Ppr QC & OD Police / PD-018 Ride -A -Long Waivers 2 years Mag, Mfr, S / I Yes: After GC §34090 et seq. Patrol OD, Ppr QC & OD Preliminary drafts not made or retained for the Police / PD-019 Special Events / Ops Plan Minimum 2 Mag, Mfr, S / I Yes: After purpose of preserving the informational content Patrol years OD, Ppr QC & OD for future reference; GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)) Police / PD-020 Traffic Control: Radar Calibration Records 2 years Mag, Mfr, S / I Yes: After '& GC §34090 et seq. Patrol OD, Ppr QC OD Police / Vacation House Checks / Extra Patrol Mag, Mfr, Yes: After Department preference; Preliminary drafts not Patrol PD-021 requests 2 years OD, Ppr S / I QC & OD retained in the ordinary course of business; GC §34090 et seq. Police / Mag, Mfr, Yes: After Department preference; Preliminary drafts not Patrol PD-022 Watch Commander Logs 2 years OD, Ppr S / I QC & OD retained in the ordinary course of business; GC 34090 et seq. PROFESSIONAL STANDARDS & TRAINING UNIT Police / Background File / Recruitment File - Police Separation + Mag, Mfr, YesAfter : '& City preference; 29 CFR 1602.31 & 1627.3(b)(1), PSD & PD-023 Employees & Police Volunteers 5 years OD, Ppr S / I QC OD GC §§ 3105, 12946, 12960, 34090; 29 USC Training (SUCCESSFUL) 1113, 2 CCR 11013(c); Police / Separation + Mag, Mfr, Yes: After PSD & PD-024 Daily Observation Reports 5 years OD, Ppr S / I QC & OD Department preference; GC §34090 et seq. Training Police / Department Policies & Procedures / PSD & PD-025 Operation Directives / General Orders / Minimum 5 Mag, Mfr, S / I Yes: After Department Preference; GC § 34090 et seq. Training Lexipol (Department Policies and years OD, Ppr QC & OD Procedures) TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Internal Affairs Investigations - Involving Police / Police Department Personnel WITH Final PSD & PD-026 Sustained Finding of Misconduct as Disposition + Mag, Mfr, S / I Yes: After PC §§832.5, 832.7; GC §34090 Training defined in PC §832.7 15 years OD, Ppr QC & OD Consistent with Lexipol Policy; State requires for Internal Affairs Investigations - Involving at least 5 years for civilian complaints; other State Police Department Personnel WITHOUT & Federal laws require retention until final Police / Sustained Finding of Misconduct as Final Mag, Mfr, Yes: After disposition of formal complaint; State requires 2 PSD & PD-027 defined in PC §832.7 Disposition + OD, Ppr S / I QC & OD years after action is taken; Statute of Limitations Training 5 years is 4 years after the discovery of the offense for (May include criminal acts, moral turpitude, misconduct in office; PC 801.5, 803(c), 832.5 ; complaints generated from a civilian) EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547 Police / Incident + 5 Mag, Mfr, Yes: After PSD & PD-028 Internal Pursuit Critiques years OD, Ppr S / I QC & OD Department preference; GC §34090 et seq. Training Police / Mag, Mfr, Yes: After PSD & PD-029 Pitchess Motions Notifications 2 years OD, Ppr S / I QC & OD GC §34090 Training Police / Press Releases Mag, Mfr, Yes: After '& PSD & PD-030 (General Subjects. Those related to a case 2 years OD, Ppr S / I QC OD GC §34090 Training are in the case file) Separation + Police / 5 years OR Mag, Mfr, Yes: After PSD & PD-031 Range Qualifications Expiration of OD, Ppr S / I QC & OD Department preference; GC §34090 et seq. Training CCW Permit + 2 years Police / Report of data regarding the number, type, Mag, Mfr, Yes: After PSD & PD-032 or disposition of complaints made against 2 years OD, Ppr S / I QC & OD GC §34090 et seq. Training its officers (optional) TUSTIN, 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 Approved: 5/6/2025 ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Image: Destroy Office of Total Media 1=Import Paper after Record Retention No. Records Description Vital? Comments / Reference Retention Options M=Mfr Imaged & (OFR) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Police / Separation + Before Mag, Mfr, Yes: After City preference; 29 CFR 1602.31 & 1627.3(b)(1), PSD & PD-033 Training File 5 years Separation OD, Ppr S / I QC & OD GC §§ 3105, 12946, 12960, 34090; 29 USC 1113 Training Police / Incident + 5 Mag, Mfr, Yes: After Department preference; GC §§12946, 12960, PSD & PD-034 Use of Force Review years OD, Ppr S / I QC & OD 34090 Trainin PROPERTY & EVIDENCE Police / Mag, Mfr, Yes: After '& Property & PD-035 Forfeiture Notification 2 years OD, Ppr S / I QC OD GC §34090 Evidence Police / Gun and Narcotics Destruction Log Minimum 2 Mag, Mfr, Yes: After Property & PD-036 (Documents related to) years OD, Ppr S / I QC & OD Department Preference; GC §34090 Evidence Police / Lost & Found Property (Documents related Mag, Mfr, Yes: After Property & PD-037 to) 2 years OD, Ppr S / I QC & OD GC §34090 Evidence Police / Property & PD-038 Property & Evidence Logs 2 years Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC & OD Evidence Police / Mag, Mfr, Yes: After Property & PD-039 Property Auctions 2 years S / I GC §34090 Evidence OD, Ppr QC & OD RECORDS Police / PD-040 Citations - Marijuana / Cannabis 2 years Mag, Mfr, S / I Yes: After GC §34090 Records OD, Ppr QC & OD TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Department Preference; Domestic Violence CRIME REPORTS / INCIDENT REPORTS: incident reports are required or a minimum of 5 years; Provided there are no outstanding ALL FELONIES & MISDEMEANORS, warrants, unrecovered weapons, criminal deaths, Police / PD-041 Except Those Specifically Mentioned in 10 years Yes Mag, Mfr, S / I Yes: After they are not historically significant, and it is not Records the Schedule OD, Ppr QC &OD classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile e.g., Domestic Violence, 5150, Detention marijuana after age18; H&S §11361.5, GC Reports, etc. §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) CRIME REPORTS / INCIDENT REPORTS: Date of Individual petitions District Attorney; Sheriff Police / PD-042 Factually Innocent Petition Accepted Arrest + 3 Yes: Before Mag, Mfr, S / I Yes: After concurs that person is factually innocent, then Records Records Sealed Pending Destruction - Disposition OD, Ppr QC &OD seals record ("Shall" Destroy); GC §34090; PC Except those with outstanding stolen years §851.8(a) property, including firearms, or lost firearms CRIME REPORTS / INCIDENT REPORTS: Firearm Found or Police / PD-043 Firearms entered into CLETS (if not Recovered - Yes Mag, Mfr, S / I Yes: After PC§ 11108.2(b); GC§ 34090 Records Permanent Retention) - Found / Minimum 2 OD, Ppr QC &OD Recovered Firearms years TUSTIN, 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 Approved: 5/6/2025 ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). CRIME REPORTS / INCIDENT REPORTS: Department Preference; DOJ retains CACI (Child IF IMAGED, Homicide, Embezzlement of Abuse Central Index) information for adults 100 Public Money, Fraud, Embezzlement or years; others have no limitations on Police / PD-044 Falsification of public records, P Yes Mag, Mfr, S / I YesAfter commencement of action; Courts keep Records Kidnapping for Ransom, FatalTraffic ODPpr , QC: &OD permanently PC §§ 261, 286, 288, 288a, 288.5, Accidents, Officer Involved Shootings, 289, 289.5, 290, 799, 803(h), 11169 et seq.; Aggravated or Sexual Assault, Others 11170(a); WIC 707(b) Deemed Appropriate to Maintain Date of CRIME REPORTS / INCIDENT REPORTS: Incident + 10 Police / PD-045 years, Yes: Before Mag, Mfr, S / I Yes: After PC §§11169(i); 11170(a); GC §34090 Records Juvenile Child Abuse or Severe Neglect If No Disposition OD, Ppr QC &OD Subsequent Reports CRIME REPORTS / INCIDENT REPORTS: 1 Misdemeanor or Infraction - Adult Police / PD-046 Marijuana / Cannabis - H&S 2 Years Yes: Before Mag, Mfr, S / I Yes: After ("Shall" Destroy); GC §§68152(c)(8), 34090; H&S Records §11357(b)(c)(d)(e) or H&S §11360(b) (with Disposition OD, Ppr QC &OD §11361.5 procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms CRIME REPORTS / INCIDENT REPORTS: Conviction Police / Misdemeanor or Infraction - Juvenile or Arrest (ifYes: Before Mag, Mfr, Yes: After (Courts and other Agencies "Shall" Destroy); H&S Records PD-047 Marijuana / Cannabis - H&S §11357 - No Conviction) Disposition OD, Ppr S/M/I QC &OD §11361.5; GC §34090 Except those with outstanding stolen + 2 years property, including firearms, or lost firearms TUSTIN, 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 Approved: 5/6/2025 ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? /f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). CRIME REPORTS / INCIDENT REPORTS: Police / Misdemeanor or Infraction Marijuana / Offender is Mag, Mfr, Yes: After (Courts and other Agencies "Shall" Destroy); H&S Records PD-048 Cannabis §11357(d) - Juvenile on School 180Years Yes OD, Ppr S / I QC &OD §11361.5; GC §34090 ld Grounds during School Hours (with procedure in H&S §11361.5) Until CLETS CRIME REPORTS / INCIDENT REPORTS: Entry No Police / PD-049 Longer Yes: Before Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Records Missing Persons (Returned) / Active Exists - Disposition OD, Ppr QC &OD CLETS Entries Minimum 2 ears CRIME REPORTS / INCIDENT REPORTS: Sealed Adult, Juvenile and Ward Cases - Sealing Date Sealed records for juveniles and wards of the Police / PD-050 Except those with Except Childhood Sexual+ 5 years (or Yes: Before Mag, Mfr, S / I Yes: After Court must be destroyed 5 years after sealing Records Assault Child Abuse or Severe Neglect, Court Order) Disposition OD, Ppr QC &OD date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) (Substantiated), outstanding stolen property, including firearms, or lost firearms CRIME REPORTS /INCIDENT REPORTS: Police / Mag, Mfr, Yes: After Department preference to accommodate statute Records PD-051 Sealed Juvenile Cases - Childhood P Yes OD, Ppr S/M/I QC & OD of limitations for victims; CCP §§340.1, GC §26202 Sexual Assault After January 1, 2024 CRIME REPORTS /INCIDENT REPORTS: Police / Age of Mag, Mfr, YesAfter Department preference to accommodate statute Records PD-052 Sealed Juvenile Cases - Childhood Majority + 22 Yes OD, Ppr S/M/I QC: & OD of limitations for victims; CCP §§340.1, GC Sexual Assault Before January 1, 2024 years §26202 TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). CRIME REPORTS / INCIDENT REPORTS: Police / PD-053 r Relief Granted by Court -Victim Court Order Mag, Mfr, S / I Yes: After Individual petitions Court ("Shall" Destroy); GC Records o f Human Trafficking (Nonviolent of Hu + 1 year OD, Ppr QC &OD §34090; PC §§236.14(k); 236.15(k) Crimes) Police / PD-054 Crime Statistics submitted to DOJ 2 years Mag, Mfr, S / I Yes: After Filed on line with the State; GC §34090 Records OD, Ppr QC & OD Police / Due Diligence Reports (for served warrants Life of Active Mag, Mfr, Yes: After Records PD-055 only) Warrant + OD, Ppr S / I QC & OD Department preference; GC§ 34090 et seq. 2 years Police / PD-056 False Alarm Reports Minimum 2 Mag, Mfr, S / I Yes: After GC §34090 et seq. Records ears OD, Ppr QC & OD Police / PD-057 Field Investigation Cards (FI's) GANGS - Minimum 5 Mag, Mfr, S / I Yes: After Department preference; Preliminary Drafts; GC§ Records After Entry into RMS ears OD, Ppr QC & OD 34090 et seq. Police / PD-058 Field Investigation Cards (FI's) NOT Gangs 2 years Mag, Mfr, S / I Yes: After Preliminary Drafts; GC§ 34090 et seq. Records - After Entry into RMS OD, Ppr QC & OD Police / PD-059 Gang STEP Notice Minimum 5 Mag, Mfr, S / I Yes: After Department preference; GC§ 34090 et seq. Records ears OD, Ppr QC & OD Police / Mag, Mfr, Yes: After Department preference; Preliminary drafts not Records PD-060 Logs: Arrest Packet, JDIC 2 years OD, Ppr S / I QC & OD retained in the ordinary course of business; GC §34090 et seq. Police / PD-061 NCIC Validation 2 years Mag, Mfr, S / I Yes: After GC §34090 Records OD, Ppr QC & OD Officer Recordings: Body -Worn Cameras & Tustin Police Department General Orders Police / PD-062 MAV (Mobile Audio Videos - 2 - Non- 1 year (Mag) S / I Yes: After §446.12; Department preference (only 60 days is Records QC & OD required); PC§ 832.18(b)(5)(A); GC §34090.6 et Evidence seq. TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). 2 years Minimum or Police / Officer Recordings: Body -Worn Cameras & as Yes: After Tustin Police Department General Orders Records PD-063 MAV (Mobile Audio Videos - 3 - Detention / determined (Mag) S / I QC & OD §446.12; PC§ 832.18(b)(5)(B)&(C); GC §34090.6 Arrest, Use of Force by GC et seq. 34090.6 et seq. Police / Officer Recordings: Body -Worn Cameras & Yes: After Tustin Police Department General Orders PD-064 MAV (Mobile Audio Videos — 8 - Records P (Mag) S / I §446.12; PC§ 832.18(b)(5)(E); GC §34090.6 et Records QC & OD or Logs of Access or Deletion of Data seq. Indefinite - Police / Follows Mag, Mfr, Yes: After Data Fields /Records are interrelated; GC Records PD-065 Police RMS Database Retention of Yes OD, Ppr S / I QC & OD §34090 the Crime Report Police / PD-066 Public Records Requests / Information 2 years Mag, Mfr, S / I Yes: After GC §34090 Records Requests - Police OD, Ppr QC & OD Department preference; Pursuant to PC §457.1 et Police / PD-067 Registrants: Arson -Adults P Mag, Mfr, S / l Yes: After seq.; required to register for life; If released from Records OD, Ppr QC & OD DOJJ, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Registrants: Arson -Juveniles released Age 25 or Mag, Mfr, Yes: After Pursuant to PC §457.1 et seq.; If released from Records PD-068 from Division of Juvenile Justice Sealing Date ODPpr , S / l QC & OD DOJJ records are destroyed after age 25 or + 5 years sealing pursuant to W&I §781; GC §34090.7 Police / PD-069 Registrants: Gang Adults - - Shared Gang Minimum 5 Mag, Mfr, S / I Yes: After Department Preference (registration pursuant to Records Databases ears OD, Ppr QC & OD PC 186.30(a));11 CCR 773.8; GC §34090 Police / Registrants: Gang Juveniles - - Shared Mag, Mfr, Yes: After Department Preference (registration pursuant to Records PD-070 Gang Databases 3 years OD, Ppr S / I QC & OD PC 186.30(a)); Records are destroyed pursuant to W&I §781;GC §34090 TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Police / Mag, Mfr, Yes: After Department Preference; Registration is required Records PD-071 Registrants: Narcotic 5 years OD, Ppr S / I QC & OD for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Department Preference; After 2021, Offenders Police / PD-072 Registrants: Sex Offenders -Adults P Mag, Mfr, S / I Yes: After can petition Court for removal 10 or 20 years after Records OD, Ppr QC & OD offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. P Department preference; After 2021, Offenders Police / or Sealing Mag, Mfr, Yes: After can petition Court for removal 10 or 20 years after Records PD-073 Registrants: Sex Offenders - Juveniles Date + 5 OD, Ppr S / I QC & OD offense, provided there are no subsequent years (or offenses; Pursuant to PC §290 et seq.; W&I Court Order)§781(d) Report to the State Commission on Peace Police / Officer Standards and Training (POST Mag, Mfr, Yes: After '& Records PD-074 Commission) of peace officer employment, 2 years OD, Ppr S / I QC OD GC §34090 compliant, finding, disposition, orjudgement pursuant to §PC 13510.9 Police / When No Mag, Mfr, Yes: After Preliminary drafts not retained in the ordinary Records PD-075 Repossession Notices Longer OD, Ppr S / I QC & OD course of business; GC §34090 Required Police / PD-076 STOP Source Data, Audit Log / Racial and 3 years Mag, Mfr, S / I Yes: After 11 CCR 999.228; 11 CCR 999.229; GC Records Identity Profiling Act (RIPA) Annual Report OD, Ppr QC & OD §§12525.5, 34090 Police / PD-077 Subpoenas (Personal Appearance or 2 years Mag, Mfr, S / I Yes: After GC §34090 Records Duces Tecum) OD, Ppr QC & OD Police / PD-078 Subpoenas (Records) 2 years Mag, Mfr, S / I Yes: After GC §34090 Records OD, Ppr QC & OD Police / Video Recordings -Parking Lots, Public When No Does not record "regular and ongoing Records PD-079 Areas Longer (Mag) operations"; GC §34090.6 Required Police / PD-080 Video Recordings - Police Operations 1 year (Mag) Records "regular and ongoing operations"; GC Records 34090.6 TEMPORARY HOLDING FACILITY TUSTIN, 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 Approved: 5/6/2025 Ver.21.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference (OFR) Retention Options M=Mfr Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, com laints, claims, public records act requests, audits and/or investigations suspend normal retention eriods retention resumes after settlement or completion). Police / Jail PD-081 Daily Inspection Log, Juvenile Log 2 years Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC & OD Police / Jail PD-082 Monthly Counts, Official Counts 2 years Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC & OD Police / Jail PD-083 Video Recordings (Temporary Holding 1 year (Mag) GC §34090.6(a) Facility) TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). PUBLIC WORKS / ENGINEERING Public Works / PW-001 Address Assignments P P Mf r D, r, O S / I Yes: After Department preference; GC Engineering Ppr QC & OD §34090 Mag' Department Preference Public Works / PW-002 Aerial Maps (Analog /Historical) P P Mfr, D, S / I Yes: After (Economic Development also Engineering Pp QC & OD keeps aerial maps); GC §34090 Public Works / PW 003 Benchmarks P P Mfr, OD, S / I Yes: After Department Preference; GC Engineering Ppr QC & OD §34090 Capital Improvement Projects 10 years or Completion + Department preference; (CIP): Maintenance Projects After years Some grant funding agencies (All Records) Funding n Afftter Funding require audits; Statute of Public Works / Upon Agency Agency Yes: Until Mag, Yes: After Limitations for Errors & Engineering PW-004 Examples of Maintenance Completion Audit, if Audit, if Completed Mfr, OD, S / I QC & OD Omissions is not applicable; Projects: Painting, Pavement required, required, Ppr Statute of Limitations: Overlays, Repairs, Ramps, Re- whichever is whichever is Contracts & Spec's=4 years; Roof, Sidewalk Repairs, Slurry longer longer CCP §337 et. seq., GC Seals, etc. §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Capital Improvement Projects (CIP): Administration File / Department preference; NOT Scanned 10 years or Completion + Some grant funding agencies After 10 years or require audits; Statute of Project Administration, Certified Funding After Funding Limitations for Errors & Public Works / Payrolls, Community Outreach / Upon Agency Agency Yes: Until Mag, Yes: After Omissions is 10 years; Engineering PW-005 Notifications, Project Schedules, Completion Audit, Audit, if Completed Mfr, OD, S / I QC & OD Statute of Limitations: Progress meetings, Punch Lists, required, required, Ppr Contracts & Spec's=4 years, Real Estate Appraisals, RFIs & whichever is whichever is Wrongful Death=comp. + 5 Responses, Temporary longer longer years, Developers=comp. + Easements, Construction 10 years; CCP §337 et. seq., Manager's Logs, Daily GC §34090 Inspections, Daily Logs, etc. Capital Improvement Projects (CIP): Permanent File / Scanned Records Specifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Mag' Department preference; Public Works / PW-006 Orders, Geotechnical Studies & Upon P P Yes: Until Mfr, OD, S / Yes: After retained for disaster Engineering Reports, Operations & Completion Completed P r p QC & OD preparedness purposes; GC Maintenance Manuals (O&M §34090 Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). 10 years or Completion + Department preference; After 10 years or Some grant funding agencies Funding After Funding require audits; Statute of Public Works / Upon Agency Agency Yes: Until Mag, Yes: After Limitations for Errors & Engineering PW-007 Construction Inspection Completion Audit, if Audit, if Completed Mfr, OD, S / I QC & OD Omissions is 10 years; required, required, Ppr Statute of Limitations: whichever is whichever is Contracts & Spec's=4 years; longer longer CCP §337 et. seq., GC §34090 Data Fields / Records are Public Works / Construction Inspection Indefinite - Indefinite - Mag, Yes: After interrelated (Meets Statute of Engineering PW 008 Database Minimum 10 Minimum 10 Yes Mfr, OD, S / I QC & OD Limitations for Errors & years years Ppr Omissions is 10 years); GC §34090; CCP §337 et. seq. Correspondence - Regulatory Department preference; Public Works / Agencies Not Related to a CIP Minimum 2 Minimum 2 Yes: While Mag, Yes: After Some correspondence from Engineering g� g PW-009 (State &Federal Agencies, EPA, years years Active Mfr, OD, S / I QC &OD Regulatory Agencies need to Issues Ppr be retained for long periods Health Department, etc.) of time; GC §34090 Deeds, Easements, Liens, Rights Department preference; of Way Mag, Yes: After Finals are maintained by City City Clerk PW-010 P P Yes (all) Mfr, OD, S / I QC & OD Clerk; Department file may Send all originals to the City Ppr include correspondence; GC Clerk §34090 et seq. Public Works / PW-011 Design & Construction Standards P P Mag' Mfr, S / I Yes: After Department Preference; GC Engineering - Authored by the City Ppr_ QC & OD §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Drawings, Maps, Plans and Yes: After Drafts should be destroyed; Record Drawings, Large -Format Mag, QC & OD; Some maps are also retained Public Works / PW-012 Drawings, Survey Record Maps, P P Yes (all) Mfr, OD, S / I Depending by Planning; Selected maps Engineering Capital Improvement Project "As- Ppr on Value in are retained in Public Works Built" Disaster for administrative purposes; Response GC §34090, 34090.7 Encroachment Permits / Excavation Permits: Temporary Public Works / (Street Permits, Temporary Final / Final / Yes: Until Mag' Yes: After Engineering PW-013 Construction, Sidewalk Repairs, Completion + Completion + Completion Mfr, OD, S / I QC & OD GC § 34090 Traffic Control, Utility Cuts etc.) 2 years 2 years Ppr Includes Insurance Certificates Public Works / Encroachments - Permanent Mag, Yes: After Department Preference; GC Engineering PW-014 (Permanent structures in the P P Mfr, OD, S / I QC & OD §34090 City's Right of Way) Ppr Mag' Data Fields / Records are Public Works / PW-015 Engineering Permits Database Indefinite - Indefinite - Yes MfrPpr S / I Yes: After interrelated; some Engineering Permanent Permanent QC & OD encroachment permits are permanent; GC §34090 Public Works / Engineering Studies / Surveys - Mag, Yes: After Department Preference; GC Engineering PW-016 Preliminary Studies / Project P P Mfr, OD, S / I QC & OD §34090 Assessments Ppr Public Works / Geotechnical and Soil Reports; Mag, Yes: After Department Preference; GC Engineering PW-017 Hydrology Reports (Authored on P P Mfr, OD, S / I QC & OD §34090 behalf of the City) Ppr TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Master Plans: Bikeway, Park, Public Works / Pavement, Sewer, Traffic, Mag, Yes: After Department preference; Engineering PW-018 Transportation, Water Master P P Mfr, OD, S / I QC & OD Drafts should be destroyed; Plan, Water Quality Master Ppr GC §34090 Plans, etc. Permits (Temporary): Banner Public Works / Obstruction Permits, Dumpster Expiration + 2 Expiration + Yes: Until Mag' Yes: After Engineering PW-019 Permits, Transportation Permits, years 2 years Completion Mfr, OD, S / I QC & OD GC § 34090 Bicycle Locker Rental Ppr Agreements When No When No Mag, Yes: After Preliminary drafts; GC Building PW-020 Plan Checks for Building Permits Longer Longer Mfr, OD, S / I QC & OD §34090 et seq. Required Required Ppr Private Land Development Projects / Job Files: Administration File Statute of Limitations for Construction Inspections, Errors & Omissions is 10 Correspondence, Photos, Private Mag' years; Statute of Limitations: Public Works / PW-021 Lab Verifications, Testing Lab Upon 10 years Completion + Yes: Until MfrP,pr, S / I Yes: After Contracts & Spec's=4 years, Engineering Final Reports, etc. Completion 10 years Completed QC & OD Wrongful Death=comp. + 5 years, Developers=comp. + Examples: CUPs, Lot Line 10 years; CCP §337 et. seq., Adjustments, Parcel Maps, GC §34090 Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods retention resumes after settlement or completion). Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Rights of Way, Soil Reports, Stormwater, etc. Department preference; Public Works / PW-022 Dedications, Easements, P P Yes: Until Mf ,, OD, S / I Yes: After retained for disaster Engineering Abandonments (City Clerk is Completed Ppr QC & OD preparedness purposes; GC OFR) §34090 Examples: CUPS, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs, TSMs Public Works / PW-023 Solid Waste Liens / Garbage 10 years P P Mf OD, S / I Yes: After GC §34090 et seq. Engineering Liens & Releases Ppr QC & OD Department preference; SB 1383 compliance is required Solid Waste Reduction / AB 939 for 5 years; Low -Carbon Fuel Public Works / PW 024 Compliance / Tonnage Reports / 10 years 10 years Mfr, OD, S / I Yes: After Standard regulations credits Engineering SB 1383 Compliance (Organic Ppr p QC & OD can be received for 10 years, Waste Collection and Recycling) and are eligible for an extension; 14 CCR § 18995;.2 GC §34090 et seq. TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Required for a minimum of 5 Public Works / Mag' Yes: After years; 40 CFR 122.410)(2); Engineering PW-025 Stormwater Illicit Discharges 5 years 5 years Mfr, OD, S / I QC & OD SW RCB Order 2006-03; 40 Ppr CFR §§122.21, 122.41, 122.44; GC §34090 Department Preference; Public Works / Stormwater Monitoring / NPDES Mag' Yes: After Monitoring records required Engineering PW-026 Monitoring and Inspection 5 years 5 years Mfr, OD, S / I QC & OD for 3 years; 40 CFR Ppr §§122.21, 122.41, 122.44; CCP §337 et seq. Required for a minimum of 5 Public Works / Stormwater: Business Mag' Yes: After years; 40 CFR 122.410)(2); Engineering PW-027 Inspections 5 years 5 years Mfr, OD, S / 1 QC & OD SW RCB Order 2006-03; 40 Ppr CFR §§122.21, 122.41, 122.44; GC §34090 Department preference; Public Works / PW 028 Stormwater: NPDES Annual 5 years 5 years Mfr, OD, S / I Yes: After Monitoring records required Engineering Reports Ppr QC & OD for 3 years; 40 CFR §§122.21, 122.41, 122.44 Department Preference; Public Works / Expiration + 5 Expiration + Yes: Until Mag, Yes: After '& Monitoring records required Engineering PW-029 Stormwater: NPDES Permits years 5 years Expiration Mfr, OD, S / I QC OD for 3 years; 40 CFR Ppr §§122.21, 122.41, 122.44; CCP §337 et seq. TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Stormwater: Operation & Department preference; plans Maintenance (Catch Basins, Magmust be updated every 5 Public Works / PW-030 Field, General Cleaning, Open 5 years 5 years MfP r, O OD, S / I Yes: After years, audits are required Engineering Channels, Slots, Stormwater p QC & OD every 2 years; SWRCB Order Treatment Measures and Trash 2006-03; 40 CFR §§122.21, Cleaning) 122.41, 122.44; GC §34090 Department preference; plans Mag' must be updated every 5 Public Works / PW-031 Stormwater: TMDL Plan (Total 5 years 5 years MfrP,pr S / I Yes: After years, audits are required Engineering Maximum Daily Load) Plan QC & OD every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Department Preference; Public Works / Mag' Yes: After Monitoring records required Engineering PW-032 Street Sweeping 5 years 5 years Mfr, OD, S / I QC & OD for 3 years; 40 CFR Ppr §§122.21, 122.41, 122.44; CCP §337 et seq. Public Works / PW-033 Traffic Counts 15 years 15 years Mfr, OD, S / I Yes: After Department preference; GC Engineering Ppr QC & OD §34090 Department preference Public Works / PW-034 Traffic Speed Surveys 15 years 15 years Mfr, OD, S / I Yes: After (required every 5 years, but Engineering Ppr QC & OD can be extended to 7 or 10 years); GC §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Department Preference entered into DigAlert Software the Excavator, Lead Dept. PW-035 Underground Service Alerts 3 years 3 years Mfr, OD, S / I Yes: After Operator and the Regional (USA's) / Dig Alerts Ppr QC & OD Notification Center has the obligation to retain the notice for 3 years; GC §§4216.2(f) 34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). FIELD SERVICES Aboveground CNG Storage Department Preference; Tanks (Agency Owned) applies to both Tier I and Tier Public Works / Mag' Yes: After II Tanks; (Tier II tanks are Field Services PW-036 Spill Prevention Control and 20 years 20 years Mfr, OD, S / I QC & OD required to have an integrity Countermeasures (SPCC), Ppr test every 20 years); GC Inspections, Integrity Testing, §60201 Maintenance, Repairs Public Works / Yes: After Field Services pW-037 AQMD Permits (Generators, etc.) 5 years 5 years Mfr, , OD, S / I QC & OD 40 CFR 70.6; GC §34090 Ppr Public Works / Yes: After Field Services PW-038 Facility Inspections 2 years 2 years Mfr, , OD, S / I QC & OD GC §34090 Ppr Mag' Department preference Public Works / PW-039 Fuel Inventories 5 years 5 years Mfr, D, S / I Yes: After (meets municipal government Field Services Pp QC & OD auditing requirements); GC § 34090 Generator Operation Logs & Mag, Lead Dept. PW-040 Inspections - Fixed / Stationary 3 years 3 years Mfr, OD, S / 1 Y: After Yes: AQMD AQMD Rule 1470; GC Generators Ppr & OD Generator Operation Logs & Mag, AQMD Rule 1470; Form Lead Dept. PW-041 Inspections - Portable 1 5 years 5 years Mfr, OD, S / I Yes: After 400—E-13a instructions; GC Emergency Generators Ppr QC & OD §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Department Preference (City Public Works / Hazardous Waste Manifests / Mag, Yes: After has "cradle to grave" liability); Field Services PW-042 Certificates of Disposal 5 years P P Mfr, OD, S / I QC & OD 40 CFR 262.40, 8 CCR Ppr 3204(d)(1)(A), 22 CCR 66262.40; GC §34090 Operations & Maintenance Life of Facility Life of Mag, Yes: After Department Preference; GC Lead Dept. PW-043 Manuals (O&M Manuals) or Equipment Facility or Mfr, OD, S / I QC & OD §34090 et. seq. Equipment Ppr Public Works / PW-044 Permits: Pressure Vessels, When When Mag' Mfrr,, S / I Yes: After Department preference; GC Field Services Boilers, etc. Superseded Superseded pOD, QC & OD §34090 Pre -Trip Inspections / DOT Program / CHP Inspections / Mag, Yes: After 13 CCR 1234(e); GC §34090; Lead Dept. PW-045 Vehicle Safety Checks / Daily 2 years 2 years Mfr, OD, S / I QC & OD VC 34505.5(c) Vehicle Inspections / Daily Ppr Equipment Checks Pre -Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Mag, Public Works / PW-046 Vehicle Inspections / Daily 2 years 2 years Mfr, OD, S / I Yes: After 13 CCR 1234(e); GC §34090; Field Services Equipment Checks - OTHER Ppr QC & OD VC 34505.5(c) THAN SENIOR VEHICLES FUNDED BY THE OCTA Pre -Trip Inspections / DOT Program / CHP Inspections / Life of the Life of the Public Works / Vehicle Safety Checks / Daily Vehicle - Vehicle - Mag, Yes: After OCTA requirement; 13 CCR Field Services PW-047 Vehicle Inspections / Daily Minimum 2 Minimum 2 Mfr, OD, S / I QC & OD 1234(e); GC §34090; VC Equipment Checks - SENIOR Ppr 34505.5(c) VEHICLES FUNDED BY THE years years OCTA TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Transportation Audits: DMV & Mag, Consistent with CHP Public Works / PW-048 CHP, TDA Fiscal Audit, Triennial 5 years 5 years Mfr, OD, S / I Yes: After requirements; OSHA requires Field Services Performance Audit Ppr QC & OD 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090 Division Indefinite - Indefinite - Mag, Yes: After Data is interrelated; GC Providing PW-049 Tree Database / Tree Trimming Minimum 5 Minimum 5 Mfr, OD, S / I QC & OD §34090 Service / Work years ears Ppr Department Preference; entered into DigAlert Mag' Software the Excavator, Public Works / PW-050 Underground Service Alerts 3 years 3 years MfrPpr S / I Yes: After Operator and the Regional Field Services (USA's) / Dig Alerts QC & OD Notification Center has the obligation to retain the notice for 3 years; GC §§4216.2(f) GC §34090 Underground Storage Tank (City Monitoring and Maintenance Owned) records are required on site for 3 years, 6 '/2 years for Public Works / UST Monitoring, Inspections Mag, Yes: After cathodic protection Field Services PW-051 and Maintenance, Release 7 years 7 years Mfr, OD, S / I QC & OD maintenance, 5 years for Detection Systems, Cathodic Ppr calibration & maintenance of release detection systems; Protection Maintenance 23 CCR 2712(b); H&S Records §25284.2(i) Underground Storage Tanks - Life of the Life of the Public Works / USTs (City Owned) Tank- Tank- Mag' Yes: After 23 CCR 2712(b), H&S Field Services PW-052 Minimum 2 Minimum 2 Mfr, OD, S / QC & OD §25284.2(i) Repairs, Lining, Upgrades years ears Ppr TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Underground Storage Tanks (City- Department Preference Owned) Mag, (required for the life of the Public Works / PW-053 10 years P P Mfr, OD, S / I Yes: After tank); 23 CCR 2712(b), H&S Field Services Location, Soil Remediation, Ppr QC & OD §25284.2(i); GC §34090 et. Monitoring Well Records seq. Public Works / Mag, Yes: After 22 CCR 66266.130(c)(5), Field Services pW-054 Used Oil Disposal 3 years 3 years Mfr, OD, S / I QC & OD H&S §25250.18(b), Ppr 25250.19(a)(3) et seq. Department Preference; If a Vehicle & Equipment History motor carrier, required for 18 Files, Disposal of Disposal of months after vehicle is sold; Public Works / Vehicle or Vehicle or Mag, Yes: After CHP requires life of vehicle; Field Services PW-055 AQMD Certifications, Equipment + Equipment + Mfr, OD, S / I QC & OD OSHA requires 1 year; 8 Maintenance, Registrations, 2 years 2 years Ppr CCR § 3203(b)(1); 49 CFR Safety Certifications, etc. 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090 Work Orders / Service Requests Division CMMS DATABASE Indefinite - Indefinite - Mag, Yes: After Data is interrelated; GC Providing PW-056 (Computerized Maintenance Minimum 5 Minimum 5 Mfr, OD, S / 1 QC & OD §34090 Service / Work Management System) years years Ppr Work Orders / Service Requests - Division All Information Entered in When No When No Mag, Preliminary drafts (the Providing PW-057 CMMS Database Longer Longer Mfr, OD, S / I Yes: After database is the original); GC Service / Work Required Required Ppr QC & OD §34090 Paper drafts TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Work Orders / Service Requests - NOT entered in CMMS Division Database (or partial information Mag, City Preference; CCP §§338 Providing PW-058 entered into CMMS Database) 5 years 5 years Mfr, OD, S / I Yes: After et seq., 340 et seq., 342, GC Service / Work Ppr QC & OD §34090 (Division providing service retains originals; Division requesting service is considered a copy) WATER Public Works / PW-059 AQMD Permits (Generators, etc.) 5 years 5 years Mag' Mfr, OD, S / I Yes: After 40 CFR 70.6; GC §34090 Water Ppr QC & OD Public Works / PW-060 Basin Equity Assessment Report 5 years 5 years Mag' Mfrr,, S / I Yes: After Department Preference; GC Water (submitted to Basin Watermaster) pOD, QC & OD §34090 Capital Improvement Projects (CIP) - Water: Administration Department preference; File / NOT Scanned 10 years or Completion +After Some grant funding agencies After 10 years or require audits; Statute of Project Administration, Certified Funding Funding Limitations for Errors & Public Works / Payrolls, Community Outreach / Upon Agency Agency Yes: Until Mag, Yes: After Omissions is 10 years; Water PW-061 Notifications, Project Schedules, Completion Audit, if Audit, if Completed Mfr, OD, S / I QC & OD Statute of Limitations: Progress meetings, Punch Lists, required, required, Ppr Contracts & Spec's=4 years, Real Estate Appraisals, RFIs & whichever is whichever is Wrongful Death=comp. + 5 Responses, Temporary longer longer years, Developers=comp. + Easements, Construction 10 years; CCP §337 et. seq., Manager's Logs, Daily GC §34090 Inspections, Daily Logs, etc. TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Capital Improvement Projects (CIP) - Water: Permanent File / Scanned Records Specifications & Addenda, Agreement / Contract (copy), Successful Proposal, Change Department preference; Public Works / Orders, Environmental / EIR, etc., Upon Yes: Until Mag, Yes: After retained for disaster Water PW-062 Geotechnical Studies & Reports, Completion P P Completed Mfr, OD, S/I QC & OD preparedness purposes; GC Operations & Maintenance Ppr §34090 Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. Public Works / PW-063 Confined Space Entries 2 years 2 years Mag' Mfr, S / I Yes: After 8 CCR 5157(d)(14) & (e)(6); Water pOD, QC & OD GC §34090 Public Works / Conservation Program Grants & Mag, Yes: After Department preference - Water PW-064 Rebates (Toilets, etc.) 2 years 3 years 5 years Mfr, OD, S / I QC & OD meets auditing standards; GC Ppr §34090 Public Works / PW-065 Construction Hydrant Meter 10 years 10 years Mag' Mfr, S / I Yes: After Department Preference; GC Water Application & Approvals pOD, QC & OD §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Department Preference; exceeds SWRCB Cross - Public Works / Mag, Yes: After Connection Control Policy Water PW-066 Cross Connection / Backflow 5 years 5 years Mfr, OD, S / I QC & OD Handbook Section 3.5.1 Ppr requires records be retained for the previous three calendar years,; GC §34090 5 years is required in State Public Works / Customer Concerns / Customer Mag, Yes: After and Federal law for any Water PW-067 Complaints: Odor / Taste / Visual 5 years 5 years Mfr, OD, S / I QC & OD complaints; 40 CFR Complaints about Potable Water Ppr 122.410)(2) & 40 CFR 141.33(b); 22 CCR 64470(a) Public Works / PW-068 Department Reports 10 years 10 years Mag' Mfr, S / I Yes: After Department Preference; GC Water pOD, QC & OD §34090 Public Works / PW-069 Encroachment Permits - Water P P Mag' Mfr, S / I Yes: After Department Preference; GC Water pOD, QC & OD §34090 Public Works / PW-070 Fire Flow (OCFA) P P Mag' Mfr, S / I Yes: After Department Preference; GC Water pOD, QC & OD §34090 Public Works / Fire Hydrant Flow / Pressure Mag, Yes: After Department Preference; GC Water PW-071 Tests (Development or 10 years 10 years Mfr, OD, S / 1 QC & OD §34090 Maintenance) Ppr Generator Operation Logs & Mag, Lead Dept. PW-072 Inspections - Fixed / Stationary 3 years 3 years Mfr, OD, S / I Yes: After AQMD Rule 1470; GC Generators Ppr QC & OD §34090 Generator Operation Logs & Mag, AQMD Rule 1470; Form Lead Dept. PW-073 Inspections - Portable 1 5 years 5 years Mfr, OD, S / I Yes: After 400—E-13a instructions; GC Emergency Generators Ppr QC & OD §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Public Works / Groundwater Extraction Mag, Yes: After Department Preference; GC Water PW-074 (Reported to County Water 5 years 5 years Mfr, OD, S / I QC & OD §34090 Basin Master) Ppr Department Preference; Public Works / NPDES Monitoring and Mag, Yes: After Monitoring records required Water PW-075 Inspection - Water Operations 5 years 5 years Mfr, OD, S / I QC & OD for 3 years; 40 CFR Ppr §§122.21, 122.41, 122.44; CCP §337 et seq. Department Preference; Public Works / NPDES Permits -Water Expiration + 5 Expiration + Yes: Until Mag, Yes: After Monitoring records required Water PW-076 Operations years 5 years Expiration Mfr, OD, S / I QC & OD for 3 years; 40 CFR Ppr §§122.21, 122.41, 122.44; CCP §337 et seq. Public Works / Operations & Maintenance Life of Facility Life of Mag, Yes: After Department Preference; GC Water PW-077 Manuals (O&M Manuals) or Equipment Facility or Mfr, OD, S / I QC & OD §34090 et. seq. Equipment Ppr Public Works / Public Notices - Potable Water Mag' Yes: After Water PW-078 (Tier 1, 2, or 3) 3 years 3 years Mfr, OD, S / I QC & OD 22 CCR §64470; GC §34090 Public Works / Regulatory Agency Compliance - Minimum 5 Minimum 5 Mag, Yes: After Department Preference; GC Water PW-079 Correspondence, Supporting years years Mfr, OD, S / I QC & OD §34090 Documentation (DPH, EPA, etc.) Ppr Public Works / Mag' Yes: After Department Preference; GC Water PW-080 Requests for Meter Size Changes 5 years 5 years Mfr, S / I QC & OD §34090 pOD, Public Works / Mag' Yes: After Department Preference; GC Water PW-081 Reservoirs / Tanks P P Mfr, S / I QC & OD §34090 pOD, TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Reservoirs / Tanks - Mag, Flushing, Disinfection, Public Works / PW-082 Maintenance: Flushing, 10 years 10 years Mfr, OD, S / I Yes: After Inspection and Cleaning is Water Disinfection and Cleaning Ppr QC & OD required for 3 years; 22 CCR §64604(c); GC §34090 Public Works / Indefinite - Indefinite - Mag, Yes: After Data Fields / Records are Water PW-083 SCADA Database Minimum 5 Minimum 5 Yes Mfr, OD, S / I QC & OD interrelated; GC §34090 years ears Ppr Specifications from Tustin Water Public Works / PW-084 Works (TWW): Job Files P P Mag' MfrPpr S / I Yes: After Department Preference; GC Water (handwritten labor costs), Tract QC & OD §34090 Files, Transfer Files Public Works / Mag' Yes: After Department Preference; GC Water PW-085 State Approvals of System P P Mfr, S / I QC & OD §34090 pOD, Public Works / Mag' Yes: After Water PW-086 Surveys of Water System 10 years 10 years Mfr, OD, S / I QC & OD 22 CCR §64470; GC §34090 Ppr Public Works / Tract History Files (Agreements, Mag, Yes: After Department Preference; GC Water PW-087 Easements, Main Extension P P Mfr, OD, S / I QC & OD §34090 Agreements) Ppr Department Preference; entered into DigAlert Mag' Software the Excavator, Public Works / PW-088 Underground Service Alerts 3 years 3 years MfrPpr S / I Yes: After Operator and the Regional Water (USA's) / Dig Alerts QC & OD Notification Center has the obligation to retain the notice for 3 years; GC §§4216.2(f) GC §34090 TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Mag, Department Preference; (5 Public Works / PW-089 Variances /Exemptions Expiration + 5 Expiration + Mfr, S / I Yes: After years is required); 22 CCR Water years 5 years P, pr QC & OD §64470; 40 CFR 141.33(d); GC §34090 Public Works / PW-090 Violations &Corrections Correction + Correction + Mag, Mf S / I Yes: After Department Preference; 40 Water 3 years 3 years Ppr, QC & OD CFR 141.33(b)(3) Vulnerability Assessment / Superseded - Superseded Mag, Department Preference Public Works / PW-091 Emergency Response Plan / Risk Minimum 5 Minimum 5 Mfr, OD, S / I Yes: After (highly confidential); 42 USC Water & Resiliency Assessment / years years Ppr QC & OD 300i-2(c); GC §34090 Hazard Mitigation Plan Public Works / Mag' Yes: After Department Preference; GC Water PW-092 Water Audits 5 years 5 years Mfr, S / I QC & OD §34090 pOD, Mag' Liens are good for 10 years Public Works / PW-093 Water Liens 10 years 10 years Mfr, S / I Yes - After from recording date, and may Water pOD, QC & OD be extended by re-recording lien; WC 36729; 37212(b) Public Works / PW-094 Water Main Break Reports 5 years 5 years Mag' Mfr, S / I Yes: After Department Preference; GC Water pOD, QC & OD §34090 Public Works / PW-095 Water Production Reports 5 years 5 years Mag' Mfr, S / I Yes: After Department Preference; GC Water pOD, QC & OD §34090 Water Quality - Lab Reports & Mag, Public Works / PW-096 Chains of Custody: 5 years 5 years Mfr, OD, S / I Yes -After 40 CFR 141.33(a) Water Bacteriological and Organics Ppr QC & OD TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Water Quality - Lab Reports & Chains of Custody: Chemical Public Works / (Includes Chlorine Residuals, Mag, Yes -After 40 CFR 141.33(a); 22 CCR Water PW-097 Disinfectant Residuals, 10 years 10 years Mfr, OD, S / I QC & OD §§64470, 64537 64692 Disinfection Byproducts, and Ppr Disinfection Byproduct Precursors)) Required for 12 years or 2 Public Works / Water Quality - Lab Reports & Mag, Yes -After compliance cycles; 22 CCR Water PW-098 Chains of Custody: Lead & 12 years 12 years Mfr, OD, S / I QC & OD 64400.25; 22 CCR §64470; Copper Ppr 22 CCR 64690.80; 40 CFR 141.33(a); 40 CFR 141.91 Mag' Department Preference;40 Public Works / PW-099 Water Quality Reports / Annual P P Mfr, S / I Yes: After CFR 141.33(a); 40 CFR Water Consumer Confidence Reports P, pr QC & OD 141.155. 22 CCR §64470; 22 CCR §64483(g); GC §34090 Public Works / Water Rights Mag, Water & PW-100 P P Mfr, OD, S / I Yes: After Department Preference; GC City Clerk (Send final contracts and Ppr QC & OD §34090 et seq. agreements to City Clerk) Public Works / PW-101 Water Usage Reports 10 years 10 years Mag' Mfr, S / I Yes: After Department Preference; GC Water pOD, QC & OD §34090 Public Works / Wells: History & Operations Mag, Yes: After Department Preference; GC Water PW-102 (Includes Abandoned or P P Mfr, OD, S / QC & OD §34090 et seq. Destroyed Wells) Ppr TUSTIN, 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 Approved: 5/6/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Inactive Image: Destroy (OFR) Active (Records Total Vital? Media 1=Import Paper after (in office) Retention Options M=Mfr Imaged & Center) S=Scan QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations sus end normal retention pmods retention resumes after settlement or completion). Work Orders / Service Requests Public Works / CMMS DATABASE Indefinite - Indefinite - Mag, Yes: After Data is interrelated; GC Water PW-103 (Computerized Maintenance Minimum 5 Minimum 5 Mfr, OD, S / I QC & OD §34090 Management System) years years Ppr Work Orders / Service Requests - All Information Entered in When No When No Mag, Preliminary drafts (the Public Works / PW-104 CMMS Database Longer Longer Mfr, OD, S / I Yes: After database is the original); GC Water Required Required Ppr QC & OD §34090 (Paper drafts) Work Orders / Service Requests - NOT entered in CMMS Database (or partial information Mag, City Preference; CCP §§338 Public Works / PW-105 entered into CMMS Database) 5 years 5 years Mfr, OD, S / I Yes: After et seq., 340 et seq., 342, GC Water Ppr QC & OD §34090 (Division providing service retains originals; Division requesting service is considered a copy) TUSTIN, 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 Approved: 5/6/2025 ver. 8.1 RECORDS RETENTION SCHEDULE: REAL PROPERTY Page RP-1 (MCAS, Tustin Legacy, Former Redevelopment) Office of Image: Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments / Reference Retention Options M=Mfr Imaged & (OFR) S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). REAL PROPERTY Real Economic Development Projects, Programs, Minimum 2 Mag, Mfr, Yes: After Property RP-001 Subject & Issues (Issues and/or projects will years OD, Ppr S / I QC & OD Department Preference; GC §34090 vary over time) MCAS Tustin Legacy Closure & Reuse / Tustin Base Closure & Reuse Records Real RP-002 (Historically Significant) - Original Records P Mag, Mfr, S / I Yes: After .& Department Preference for Historical Purposes; Property Only (Final Studies / Environmental OD, Ppr QC OD GC §34090 Documents, etc.) Real RP-003 Redevelopment Plans P Mag, Mfr, S / 1 Yes: After Department Preference for Historical Purposes; Property OD, Ppr QC & OD GC §34090 Redevelopment Projects & Project Areas Planning, Building and Engineering retains final Real (Ensure Planning has all Environmental Completion Mag, Mfr, Yes: After documents of construction projects (transfer any Property RP-004 Documents, Engineering has all CIP Projects, + 10 years OD, Ppr S / I QC & OD CIP project files to Engineering); Covers various and City Clerk has all Real Property records Statute of Limitations; CCP §337 et seq.; GC for Permanent retention) §34090 Real RP-005 Tustin Legacy Development Projects (MCAS) I P I Mag, Mfr, S / I Yes: After Department Preference for Historical Purposes; Property Original Records Only OD, Ppr QC & OD GC §34090 TUSTIN, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/6/2025