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HomeMy WebLinkAbout04 2026 CITYWIDE RECORDS RETENTION SCHEDULE AMENDMENTDocusign Envelope ID: A4C4519A-7DF8-43A1-B788-1E7EA41473BF MEETING DATE TO: FROM: SUBJECT: SUMMARY: Agenda Item 4 AGENDA REPORT Reviewed: City Manager 9-es Finance Director N/A APRIL 21, 2026 ALDO E. SCHINDLER, CITY MANAGER ERICA N. YASUDA, CITY CLERK 2026 CITYWIDE RECORDS RETENTION SCHEDULE AMENDMENT Staff is proposing the adoption of a revised Records Retention Schedule. RECOMMENDATION: Recommend the City Council adopt Resolution No. 26-18 (Attachment 1), amending the City's Records Retention Schedule. FISCAL IMPACT: There is no fiscal impact associated with this item. CORRELATION TO THE STRATEGIC PLAN: The adoption of the revised Records Retention Schedule supports the implementation of Goal E: Organizational Excellence and Customer Service. An updated records retention schedule promotes efficient use, maintenance, retention, and disposal of all records managed by the City, ensuring improved operational effectiveness and enhanced service. BACKGROUND AND DISCUSSION: On May 6, 2025, the City Council adopted Resolution No. 25-32 which amended the City's Records Retention Schedule. Staff continue to prioritize the maintenance and modernization of the City's records management system. As part of this ongoing effort, additional revisions have been identified to ensure alignment with current laws. All departments participated in the review process and proposed amendments. The proposed revisions are highlighted in Exhibit A to Resolution 26-18, with additions shown in blue text, and deletions shown in red stoat text. These changes were written collaboratively with departmental representatives. They provide clear, specific records, Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-1E7EA41473BF City Council Agenda Report 2026 Citywide Records Retention Schedule April 21, 2026 Page 2 descriptions and retention periods, and apply current law and technology to the management of Tustin's records. The proposed amendments have been reviewed by the City's consultant, Gladwell Governmental Services Inc., and the City Attorney's Office. Erica N. Yasuda, City Clerk Attachment: 1. Resolution No. 26-18, Amending the Citywide Records Retention Schedule Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-1E7EA41473BF RESOLUTION NO. 26-18 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. 25-32 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 25-32, adopting a records retention schedule on May 6, 2025, and the City Council finds that the retention schedule should be updated and Resolution 25-32 rescinded. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUSTIN DOES RESOLVE AS FOLLOWS: Section 1. Resolution Number 25-32 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. 26-18 Page 1 of 3 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-1E7EA41473BF 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 21 st day of April 2026. AUSTIN LUMBARD, Mayor ATTEST: ERICA N. YASUDA, City Clerk APPROVED AS TO FORM: `v-4K- DAVID E. KENDIG, City Attorney /msd/ Resolution No. 26-18 Page 2of3 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-1E7EA41473BF 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. 26-18 was duly and regularly passed and adopted at a regular meeting of the City Council held on the 21st day of April, 2026 by the following vote: COUNCILMEMBER AYES: COUNCILMEMBER NOES: COUNCILMEMBER ABSTAINED: COUNCILMEMBER ABSENT: COUNCILMEMBER RECUSED: ERICA N. YASUDA, City Clerk Resolution No. 26-18 Page 3 of 3 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-1E7EA41473BF 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 and certain data may require minimum retention. 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, Mylar, Linen, "Hard Copy" 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) Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Record (OFR) Retention No. Records Description Retention Vital? Options Mrt M=MfMfr 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' Mfr, Yes: After Statute of Limitations for some Municipal Lead Dept. CW-001 Notices / Legal Advertising / Affidavits of 2 years I OD,Ppr S / I QC & OD Government actions is 3 - 6 months; CCP§331 Posting � et seq; GC §§34090, 65009(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; Lead Dept. Funding) After Funding Mag, Statute of Limitations: Contracts & Spec's=4 (Managing the CW-002 Agency Audit, Yes: Before Mfr, S/I Yes: After years, Wrongful Death=comp. + 5 years, Agreement / (Correspondence, Project Administration, if required, Completion OD, Ppr QC & OD Developers=comp. + 10 years; 2 CFR 200.334; Contract Project Schedules, Certified Payrolls, whichever is CCP §337 et. seq., 21 CFR 1403.36 & Invoices, etc. RFP, Logs, g ) longer g 1403.42(b); 24 CFR 91.105(h), 92.505, & , 570.502(b), 29 CFR 97 n2; OMB Circular n 133; GC §34090; GC §8546.7 Agreements / Contracts: Covers E&O Statute of Limitations (insurance Lead Dept. ADMINISTRATIVE FILES certificates are filed with agreement); Published (Managing the CW-003 (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death comp. + 5 years, Agreement / Contract Invoices, Logs, RFP, etc.) Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Agreements / Contracts: Lead Dept. UNSUCCESSFUL BIDS, PROPOSALS / Mag, The RFP / RFQ and the successful proposal (Managing the CW-004 RESPONSES to RFPs (Request for 2 years Mfr, S / I Yes: After becomes part of the agreement or contract; GC Agreement / Proposals) / RFQs (Request for OD, Ppr QC & OD §34090 Contract Qualifications) that don't result in a contract Mag, Yes: After CW-005 Bids: See Agreements / Contracts Mfr, S / I QC & OD 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Retention No. Records Description Vital? Mrt after Comments / Reference Record (OFR) Retention Options M=MfMfr 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, S / I QC & OD Council; GC §34090 et seq. (Composed solely of less than a quorum OD, Ppr of the City Council) Boards, Commissions, / Committees: External Organizations When No Mag, Yes: After CW-007 Longer Mfr, S / I QC & OD Non -records Required OD, Ppr (e.g. County Board of Supervisors) 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 Mfr, S / I QC & OD 90 days of action; GC §§34090, 54960.1(c)(1) OD, Ppr AGENDAS, AGENDA PACKETS. Boards, Commissions, / Committees: Residents Advisory Bodies Formed by Mag' Staffing Dept. CW-009 CITY COUNCIL 2 years Mfr, S / I Yes: After Department preference; State law only requires OD, Ppr QC & OD for 30 days; GC §54953.5(b) Recordings -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, S / I Department preference; GC §34090 OD, Ppr QC & OD MINUTES / BYLAWS Lead Mag' City preference; Statute of Limitations for Responding CW-011 Complaints /Concerns from Citizens Minimum 2 Mfr, S / I Yes: After personal property, fraud, etc. is 3 years; Claims Dept. years OD, 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Retention No. Records Description Vital? Mrt after Comments / Reference Record (OFR) Retention Options M=MfMfr 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, S / I QC & OD OD, Ppr Copies - Mag' Lead Dept. CW-013 Copies / duplicates of any record When No Mfr, S / I Y: After Yes: GC §34090.7 Longer OD, Ppr & OD Required Correspondence - ROUTINE (IF CONTENT relates in a SUBSTANTIVE way to the conduct of the public's business) Dept. that (e.g. e-mail / email with SUBSTANTIVE Authors content, Letters, Memorandums, ONLY IF the Content relates in a substantive Document Administrative Files, Gk�feae4egiea� Mag Yes: After way to the conduct of the public's business; City or CW-014 General Files, Reading File, ` ^^long 2 years Mfr, S / I QC & OD of San Jose v. Superior Court (2017) 2 Cal.Sth Receives the CirricT etc.) OD, Ppr 608; GC §34090 City's Original Document SUBSTANTIVE synonyms: Significant, Meaningful, Considerable, Essential IF the Content relates in SUBSTANTIVE to the rend way et of+ho uhlie'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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Record (OFR) Retention No. Records Description Retention Vital? Options Mrt M=MfMfr 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 / Intraagency Memoranda not retained in the ordinary course of business Electronic and paper records are categorized, filed and retained based upon the CONTENT of Content NOT Substantive, / NOT made the record. Records where either the / retained for the purpose of preserving CONTENT relates in a SUBSTANTIVE way to Dept. that the informational content for future the conduct of the public's business, or ARE Authors reference made or retained for the purpose of Document (e.g. calendars, checklists, e-mail /email, When No Mag, Yes: After preserving the informational content for or CW-015 /social media posting, flyers, invitations, Longer Mfr, S / I QC & OD future reference are SAVED by placing them in Receives the instant messaging, inventories, logs, Required q OD, Ppr p an electronic or paper (project) file folder and City's Original mailing lists, meeting room registrations, retained for the applicable retention period. If Document speaker cards, staff Teams not mentioned here, consult the City Attorney to videoconference chats, notes / determine if a record is considered transitory / recordings, supply inventories, telephone preliminary draft. GC §§34090, 7927.500,; 64 messages, text messages, transmittal Ops. Cal. Atty. Gen. 317 (1981)); City of San letters, thank yous, requests from other Jose v. Superior Court (2017) 2 Cal.5th 608. cities, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.) Lead Dept. CW-016 Deposit Accounts / Trust Accounts / Close + 5 Mag' Mfr, S / I Yes: After Department preference; meets auditing Refundable Deposits years OD, 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, S / I Yes: After in the Course of Business". Consult (retain final version) Required OD, Ppr QC & OD the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Record (OFR) Retention No. Records Description Retention Vital? Options Mrt M=MfMfr 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). The Lead Department should print out historical Mar, documents (or save source data) prior to Lead Dept. CW-018 GIS Database / Data / Layers (both City- Indefinite Yes Mf S / I Yes: After replacing the data, if they require the data or Wide / Specialized) (Permanent) OD, Ppr QC & OD output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lea(Managing Dept. Grants (UNSUCCESSFUL Applications, Mag, Yes: After q the CW-019 Correspondence) 2 years S / I QC & OD GC §34090 Grant OD, Ppr 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 Lead Dept. audit, if required) Agency Audit, Mag, to Local Governments is 3 years from (Managing the CW-020 Applications (successful), grant if required - Mfr, S / I Yes: After QC & OD expenditure report or final payment of grantee Grant agreement, program rules, regulations / Minimum 5 OD, Ppr or subgrantee; 2 CFR 200.334; 24 CFR - proceduoresres procedures, reports to grant funding years 91.105(h), 92.505, 570.490, & 570.502(a), 2� agencies, correspondence, audit records, CFR 97 OMB Circular �n „n &n 133, GC §34090; GC §8546.7 completion records Lead Dept. CW-021 Leave Slips / Time Off Requests When No Longer Mag, Mfr, S / I Yes: After Preliminary drafts not retained in the Regular Required OD, Ppr QC & OD Course of Business GC §34090 Mag, Yes: After Lead Dept. CW-022 Liability Waivers 2 years Mfr, S / I OC & OD GC §34090 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Retention No. Records Description Vital? Mrt after Comments I Reference Record (OFR) Retention Options M=MfMfr 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). Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a Material Safety Data Sheet (MSDS) / record of the chemical I substance I agent, Safety Data Sheet (SDS) /Chemical Use Mag, Yes - Lead Dept. CW-023 Report Form (/ records of the chemical / 30 years Mfr, S / I After QC where & when it was used is maintained for substance / agent, where / when it was OD, Ppr & OD 30 years; Applies to qualified employers; Claims used) can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 When No Mag, Yes: After Non -records - may be obtained from the Lead Dept. CW-024 Newspaper Clippings Longer Mfr, S / I QC & OD newspaper company; GC §34090 Re uired OD, Ppr Notices: Public Hearing Notices /Proofs Mag, Yes: After Statute of Limitations for some Municipal Staffing Dept. CW-025 of Publications 2 years Mfr, S / I QC & OD Government actions is 3 - 6 months; CCP§335 OD, Ppr -337 et seq; GC §§34090, 65009(c)(1) Personnel Files (Department -level Files) Send to Human Mag, Ensure records kept in Department files comply Human CW-026 Except Police Department Resources Before Mfr, S / I Yes: After with City policy (all originals are sent to Human Resources Upon Separation OD, Ppr QC & OD Resources); GC §34090.7 Separation or Send all originals to Human Resources Transfer Shred After Incorporation Notes maintained in a separate folder to be into Before I Mag, Yes: After incorporated into performance evaluation, or to Lead Dept. CW-027 Personnel Files (Supervisor's Notes) Performance Annual Mfr, S / I QC & OD document progressive discipline; GC §34090 et Evaluation or Evaluation OD, Ppr Documented seq. Discipline When No Mag, Yes: After Preliminary Drafts; destroy unnecessary Lead Dept. CW-028 Photographs Longer Mfr, S / I QC & OD photographs. GC §§34090 Required 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Retention No. Records Description Vital? Mrt after Comments / Reference Record (OFR) Retention Options M=MfMfr 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, Lead Dept. CW-029 Purchase Orders / Requisitions 5 years Mfr, S / I Yes: After Department preference; GC §34090 OD, QC &OD 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 S / I QC & OD 7928.705 the Appraisal) OD, Ppr Lead Dept. Real Estate Appraisal Reports: Minimum 5 Yes: Before Mag' Mfr, Yes: After Not accessible to the public until purchase has (Who Ordered CW-031 purchased Property, Funded Loans years Purchase OD, S / I QC &OD been completed; meets municipal government the Appraisal) Ppr auditing standards; GC §§34090 7928.705 Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans (if not provided in the schedule), When No Mag, CW-032 Standard Operating Procedures (SOPs), Longer Mfr, S / I Yes: After Non -Records Studies, Reports (if not provided in the Required OD, Ppr QC & OD schedule), etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans (if not provided in the schedule), Minimum 2 Mag' Yes: After Lead Dept. CW-033 Standard Operating Procedures (SOPs), years Mfr, S / I QC & OD Department preference; GC §34090 Studies, Reports (if not provided in the OD, Ppr schedule), etc.: Produced by YOUR Department 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Retention No. Records Description Vital? Mrt after Comments / Reference Record (OFR) Retention Options M=MfMfr 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). Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans (if not provided in the schedule), When When Mag Yes: After Lead Dept. CW-034 Standard Operating Procedures (SOPs), Mfr, S / I QC & OD Copies; GC §34090.7 OD, Ppr Studies, Reports (if not provided in the schedule), etc.: Produced by OTHER Departments CW-035 Reference / Working Files: See Mfrg S / I Yes: After Correspondence OD, Ppr QC & OD Mag, Lead Dept. CW-036 Reports, Studies (Historically P Mfr, S/I Yes: After Administratively and Historically significant, significant - e.g.,ZoningStudies OD, QC & OD therefore retainedpermanently; GC §34090 Ppr Lead Dept. CW-037 Reports, Studies (other than Historically 10 years Mfg' Mfr, S / I Yes: After Department preference; Information is outdated significant reports - e.g. Annual Reports) OD, Ppr QC & OD after 10 years; GC §34090 Lead Dept. CW-038 Special Projects / Subject Files / Issue Minimum 2 Mag, S / I Yes: After Department Preference; GC §34090 et seq. Files years Ppr QC & OD Surveys / Questionnaires (that the City issues). I Mag, Yes: After Lead Dept. CW-039 If a summary of the data is compiled, the 2 years Mfr, S / I QC & OD GC §34090 survey forms are considered a draft / OD, Ppr transitory record, / can be destroyed as drafts (When No Longer Required) 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 (Used by ALL Departments) Image: Destroy Office of Total Media 1 paper Retention No. Records Description Vital? Mrt after Comments / Reference Record (OFR) Retention Options M=MfMfr 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). Training EMPLOYEE RECORDS (If Records are Created - filed by Employee Name Required Information by Employee for all Employee Training for Separation + 5 Separation + Mag, Yes: After LC §1198.5, 6401.9(f); 8 CCR §3203 et seq., 29 years: CFR 1627.3(b)(ii), GC & 12946, 12960, 34090, Lead Dept. CW-039.5 Mfr, S / I 5 ears QC & OD Employee Name OD, Pp r 53235.2(b), 53237.2(b); 53238.3(b) Training Provider's Name Date Duration (length) Core Competencies / Skills Certifications / Qualification Documents Department preference; Ethics_Fiscal & Financial, Harassment & Workplace Violence Training Presented by Staff - COURSE Training is 5 years; Calif. Labor Division is RECORDS required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for Lead Dept. (Attendance Rosters / Sign -in Sheets, Mar, Yes: After promotion, demotion, transfer, selection, or (Presenting CW-040 Outlines / Materials; includes Ethics, 5 years Mfr, S / I QC & OD discharge; State Law requires 4 2 -3 years for the Training) Fiscal &Financial, Harassment, OD, Ppr personnel actions; 8 CCR 3203 et se p § q•, 29 Workplace Violence, Safety Training, CFR 1627.3(b)(1), ' G §� �429(:T GC §§12946, Tailgates) 12960, 34090, 53235.2(b), 53237.2(b), 53238.3(b), 53237.2(b); 53238.3(b); LC §6401.9(f) GC �53238.3(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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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 Mfr, O S / I Yes: After Department preference; GC §34090 Redevelopment Agency, Successor Ppr QC & OD Agency, Oversight Board City Clerk CC-002 Agenda Packets: Speaker Slips 1 year Mag, Mfr, OD, S / I Yes: After Preliminary drafts used to produce minutes; Ppr QC & OD GC §34090 et seq. Agreements / Contracts - ALL (Except Class Instructors) Department Preference; All infrastructure Mag' contracts should be permanent for City Clerk CC-003 Agreement / Contract includes all P Yes: Before Mfr, OD, S / I Yes: After emergency preparedness; Statute of contractual obligations (e.g. Completion Ppr p QC & OD Limitations is 4 years; 10 years for Errors & Specifications / Successful Proposal / Omissions; land records are permanent by Scope of Work) / Insurance Certificates / law; CCP §337 et. seq., GC §34090 Notice of Completion City Clerk CC-004 Board / Commission / Committee Maddy 2 years Mf OD, S / I Yes: After GC §34090 Act Lists / Vacancy Notices Ppr QC & OD Securities (Performance Bonds, Letters of Release of Mag, Credit, CD's, etc.) are released after the City Clerk CC-005 Bonds (Performance Bonds, Subdivision Bond /Letter Mfr, S / I Yes: After Notice of Completion is issued and replaced Bonds, Letters of Credit) of Credit Ppprr QC & OD with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Mag, Yes: After City Clerk CC-006 Citizen's Academy Applications 3 years Mfr, OD, S / I QC & OD Department preference; GC §34090 Ppr City Clerk CC-007 City Council, Board / Commission P Mf OD, S / I Yes: After Department preference; GC §34090 Historical List of Members 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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? /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, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Mag, Yes: After City Clerk CC-008 Claim Forms 2 years Mfr, OD, S / I QC & OD GC §34090 Ppr Mag, Department preference; Finals are City Clerk CC-009 Deeds, Easements, Liens, Rights of Way P Yes (all) Mfr, S / I Yes: After maintained by City Clerk; Department file Ppr Ppr QC & OD may include correspondence; GC §34090 et seq. Economic Interest Filings (FPPC 700 Mag, Yes: After City maintains original statements; GC City Clerk CC-010 Series Forms - Statement of Economic 7 years Mfr, OD, S / I QC §81009(d)(e)(f)&(g) Interests): ALL Ppr Economic Interest Filings (FPPC Form Mag, City Clerk CC-011 602 or 635) - Lobbyist Authorization 5 years Mfr, OD, S / I Yes: After 2 CCR 18615(f), GC §34090 Reporting Ppr QC City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, S / I Yes: After Must post on website; FPPC Opinion; GC Ppr QC §81009(e) City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass 7 years Mf OD, S / I Yes: After Should post on website for 4 years; GC Distributions Agency Report) Ppr QC §81009(e) City Clerk CC-014 FPPC Form 803 (Behested Payment 7 years Mf OD, S / I Yes: After GC §81009e Report) Ppr QC City Clerk CC-015 FPPC Form 804 (Agency Report of New P Mf ,, OD, S / I Yes: After FPPC Regulation 18734(c); GC §81009e Positions) Ppr QC City Clerk CC-016 FPPC Form 805 (Agency Report of P Mf ,, OD, S / I Yes: After FPPC Regulation 18734(c); GC §81009e Consultants) Ppr QC City Clerk CC-017 FPPC Form 806 (Agency Report of 7 years Mag' Mfr, OD, S / I Yes: After Must post on website; 2 CCR 18702.5; GC public Official Appointments) Ppr QC §34090; GC §81009(e) IDATED CITY CLERK / ELECTIONS CONSOLIDATED 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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? /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, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). City Clerk / Assessment District Ballots, Protest Mag, Yes: After Elections CC-018 Letters, / Envelopes - Prop. 218 2 years Mfr, OD, S / I QC & OD GC §53753(e)(2) proceedings Ppr Department Preference; as of January 1, Campaign Filings (FPPC 400 Series Mag, 2025, the FPPC is the Filing Officer for 87200 City Clerk / CC-019 Forms / Form 501): SUCCESSFUL P Mfr, OD, S / I Yes: After filers; City maintains copies only; original Elections CANDIDATES (Elected Officials) Ppr QC statements are filed with FPPC; GC §81009(f)&(g) Candidates without committees are not City Clerk / Campaign Filings (FPPC 400 Series Mag, Yes: After required to file their statements, reports or CC-020 Forms / Form 501): UNSUCCESSFUL 5 years Mfr, OD, S / I copies online or electronically; Paper must be Elections CANDIDATES Ppr QCretained for at least 2 years; GC §81009(b)&(g) Campaign Filings (FPPC 400 Series City Clerk / Forms): THOSE NOT REQUIRED TO Mag' Yes: After Paper be r taiRed for least 2 must at years; GC §81009(f)&(g) Elections CC-021 FILE ORIGINAL WITH CITY CLERK 4 years Mfr, OD, S / I QC Ppr (copies) City Clerk / Campaign Filings (FPPC 400 Series Mag, Yes: After Paper h r taiRed for least 2 must at years ; GC §81009(c)&(g) Elections CC-022 Forms): OTHER COMMITTEES (PACS - 7 years Mfr, OD, S / I QC not candidate -controlled) Ppr City Clerk / Candidate File: Nomination Papers, Term of Office Mag, Yes: After CA law states term of office and 4 years after CC-023 Candidate Statement Forms, etc. - Mfr, OD, S / I the expiration of term for Nomination Papers; Elections SUCCESSFUL CANDIDATES + 4 years Ppr QC & OD EC §17100 City Clerk / Candidate File: Nomination Papers, Election + 4 Mag, Yes: After Department Preference; CA law states term CC-024 Candidate Statement Forms, etc. - Mfr, OD, S / I of office and 4 years after the expiration of Elections UNSUCCESSFUL CANDIDATES years Ppr QC & OD term for Nomination Papers; EC §17100 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) Page CC-4 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 QC'd? /f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.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). Elections - GENERAL, WORKING / ADMINISTRATION Files City Clerk / (Correspondence, Precinct Maps, County Mag, Yes: After Elections CC-025 Election Services, Candidate Statements 2 years Mfr, OD, S / I QC & OD GC §34090 to be printed in the Sample Ballot, Polling Ppr Locations / Precinct Board Members, Notices, Postings, etc.) City Clerk / Elections - HISTORICAL (Sample ballot, Mag, Yes: After Elections CC-026 copies of resolutions, final results; P Mfr, OD, S / I QC & OD Retained for Historical Value, GC §34090 Certificate of Election, Oath of Office) Ppr Final Not accessible to the public; The 8 month Elections - Petitions (Initiative, Recall / Examination + retention applies after election results, or final City Clerk / CC-027 Referendum) - IF INSUFFICIENT - IF 1 year after Ppr examination if no election, unless there is a Elections Examined by Proponents petition legal or FPPC proceeding. EC examination §§17200(b)(3), 17400 Determination Not accessible to the public; The 8 month retention applies after the City Clerk makes Elections -Petitions (Initiative, Recall / of City Clerk / CC-027.1 Ppr Referendum) - IF INSUFFICIENT - NOT the determination of insufficiency / examines Examined by Proponents the petitions. unless there is a legal or FPPC Elections Insufficiency + 1 year proceeding. EC W 7200(b)(3), 17400 Not accessible to the public; The 8 month City Clerk / Elections - Petitions (Initiative, Recall / Results + 8 retention applies after election results, or final CC-028 Ppr examination if no election, unless there is a Elections Referendum) - IF SUFFICIENT months legal or FPPC proceeding. EC §§17200(b)(3), 17400 End of Elections Section Separation + Mag, Yes: After City Clerk CC-029 Ethics Training Certificates Mfr, OD, S / I GC §53235.2(b); LC §1198.5 5 years 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) 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? /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, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Historical Records, Photographs, / City Clerk determines historical significance; Historical Projects (e.g. Incorporation, Mag, Yes: After records can address a variety of subjects and City Clerk CC-030 City Seal, Awards of significant historical P Mfr, OD, S / I QC & OD media. Some media (e.g. audio and video interest, etc.) Ppr tape) may be limited because of the media's life expectancy; GC §34090 Minutes: City Council, Housing Authority, Redevelopment Agency, Successor Mag, Yes: After City Clerk CC-031 Agency, Oversight Board, Audit P Mfr, OD, S / I QC & OD GC §34090 Commission, Community Services Ppr Commission, Planning Commission Municipal Code Administration, WhenNo Yes: After Preliminary drafts not retained in the ordinary City Clerk CC-032 Distribution, etc. Longer Mfr OD, S / I QC & OD course of business; GC §34090 wired ReqMag, Ppr Yes: After Department preference (retain one of each City Clerk CC-033 Municipal Code History / Supplements P Mfr, OD, S / I QC'd & OD supplement); GC §34090 Ppr City Clerk CC-034 Oath of Office: City Council, Boards / P Mfr, OD, S / I Yes: After Department Preference; GC §34090 Commission Members Ppr QC'd & OD Mag, Yes: After City Clerk CC-035 Ordinances P Mfr, OD, S / I QC'd & OD GC §34090 Ppr City Clerk SAA- A94 CC 004 Public Relations / Press Releases 2 years Mfr, , OD, S / I Yes: After QC & OD GC §34090 Sity aner Ppr Mag, Yes: After City Clerk CC-036 Proclamations / Commendations P Mfr, OD, S / I QC'd & OD Department preference; GC §34090 Ppr Public Records Requests / Request for Mag, Yes: After City Clerk CC-037 Records / Subpoenas (Records / Duces 2 years I Mfr, OD, S / I QC'd & OD GC §34090 Tecum) / Summons 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY CLERK (Elections) Page CC-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 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). City Council, Citizen's Finance Oversight Committee, Audit Commission, Planning Department Preference; Video recording of City Clerk CC-038 Commission, / Community Services 10 years Mag meetings are only required for 90 days; GC Commission: Recordings - VIDEO §§34090.7, 34090 RECORDINGS of Meetings / Video Tapes Mag, Yes: After City Clerk CC-039 Records Destruction Authorization Forms 10 years Mfr, OD, S / I QC'd & OD Department preference; GC §34090 Ppr Records Retention Schedules / Mag, Yes: After City Clerk CC-040 Amendments to Records Retention P Mfr, OD, S / I QC & OD GC §34090 et. seq. Schedules Ppr Resolutions: City Council, City Council, Mag' City Clerk CC-041 Housing Authority, Redevelopment P Mfr, OD, S / I Yes: After GC §34090 Agency, Successor Agency, Planning Ppr QC & OD Commission City Clerk CC-042 Secretary of State Statement of Facts / 2 years ag Mfr OD, S / I Yes: After GC §34090 Registry of Public Agencies Ppr QC & OD Sale or Mag, City Clerk CC-043 Vehicle Titles (Pink Slips) - All Vehicles Disposal Mfr, OD, S / I Department Preference; GC §34090 Ppr Mag, Yes: After City Clerk CC-044 Zoning Maps (Historically Significant) P Yes (all) Mfr, OD, S / I QC & OD Department Preference; GC §34090.7 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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 MANAGER City CM-001 City Council Correspondence Minimum 2 Mag, Mfr, S / I Yes: After Department Preference; GC §34090 Manager years OD, Ppr QC & OD City CM-002 Grand Jury Reports / 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 projects will vary over time) years OD, Ppr QC & OD Manager CM--004 P b!'G Relatiens / Dress Releasesyears llfg, Mfr, OD-rf S--iL Yes: After /'` g'��_ppp GG `§34090 n�.,� R� City Mag, Mfr, Yes: After Notes, drafts, or preliminary documents; GC Manager CM-005 Speech Notes / PowerPoint Presentations OD, Ppr S / I QC & OD §34090 et seq. Rw Finance CM-006 Travel /Conferences 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 (Building, Code Enforcement, Economic Development, Housing, Planning) Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrtr 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). COMMUNITY DEVELOPMENT / BUILDING DIVISION Community Mag, Yes: Develop. / CED-001 Address Files / Building Permits P Yes (all) Mfr, OD, S / I After QC CBC §§104.6 104.7 and 107.5; GC §34090 Building Ppr & OD Community Indefinite - , Mag Yes: CBC §§ 1.8.4.3.1, 484-.6 104.7 and 107.5; H&S Develop. / CED-002 Building Permit Database Permanent Yes Mfr, OD, S / I After QC §19850; GC §34090 Building Ppr & OD Community Upon Mag, Yes: Develop. / CED-003 Building Plans -Cancelled /Withdrawn Cancellation Mfr, OD, S / I After QC CBC §§ 1.8.4.3.1, 40" 104.7 and 107.5; H&S Building or Ppr & OD §19850; GC §34090 Withdrawal Building Plans - Finalled - INDUSTRIAL, Community COMMERCIAL, MULTI -FAMILY Mag, Yes: Develop. / CED-004 DWELLINGS, PLACES OF PUBLIC P Yes (all) Mfr, OD, S / I After QC CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5; H&S Building ACCOMMODATION, TENANT Ppr & OD §19850; GC §34090 IMPROVEMENTS Community Building Plans - Finalled - SINGLE Mag, Yes: CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5; H&S Develop. / CED-005 FAMILY RESIDENTIAL - SFR / P Yes Mfr, OD, S / I After QC §19850; GC §34090 Building APPURTENANCES Ppr & OD 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 Community Certificate of Occupancy (CofO) - Expiration + Yes (until Mag, Yes: Develop. / CED-007 TEMPORARY 2 years expired) I 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, S / I After The finalled permit is the final / official record; Building (correction notices, compliance orders, stop Completion Ppr Ppr & OD D these are Preliminary Drafts; GC §34090 work notices, 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 (Building, Code Enforcement, Economic Development, Housing, Planning) Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Vital? M=Mfrtr after Comments / Reference (OFR) Retention Options MMf 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). 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 / 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 (Building, Code Enforcement, Economic Development, Housing, Planning) Destroy Image: Office of Paper Total Media 1 Record Retention No. Records Description Vital? M=Mfrtr 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). COMMUNITY DEVELOPMENT / CODE ENFORCEMENT Community Develop. / Minimum Yes: Until Mag, Yes: CED-014 Administrative Citation Hearings Resolution + 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 / 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 / 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. / Data Fields / Records are interrelated; GC Code CED-017 Code Enforcement Database Minimum 2 Yes Mfr, OD, S / I After QC §34090 Enforcement years Ppr & OD COMMUNITY DEVELOPMENT / ECONOMIC DEVELOPMENT REAL PROPERTY Community CED-017.5 Economic Development Projects, Programs, Subject /Issues (Issues / Minimum 2 Mag, Mfr, OD, S / I Yes: After QC Department Preference; GC §34090 Develop. / Economic Develop. € P 001 will vary over time) years Ppr Ppr & OD Real 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 (Building, Code Enforcement, Economic Development, Housing, Planning) Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrtr 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). COMMUNITY DEVELOPMENT / 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 Housing Plans: Consolidated Annual Performance / Evaluation Review (CAPER) Community CED-018.5 Superseded Mag, Mfr, OD, S / I Yes: After QC Required for 5 years; 24 CFR 91.105(h); 24 CFR / Comprehensive Housing Affordability & -Economic- Strategy (CHAS) / Consolidated Action Develop. / + 5 years 92.508(a); GC �3409 Plan /Analysis of Impediments to Fair Ppr & OD Housing Housing Choices / Citizen Participation Plan / Action Plans, etc. 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 CityClerk Terminates, 200.334; 24 CFR-92.508(a)&(c) & Whichever is ,7 °z o 570.502(a)(16),''� FIR °9.^2, 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, OD, S / I After affordability period terminates; Uniform Admin. Develop. / WITHOUT a Recapture / Resale Forgiveness Ppr & OD D 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 / Insurance are sent to City Clerk I 570.502(a)(1 6),'�'�4g, 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 (Building, Code Enforcement, Economic Development, Housing, Planning) Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Vital? M=Mfrtr after Comments / Reference (OFR) Retention Options MMf 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 g,tions suspend normal retention mods retention resumes after settlement or completion). Community Loan Applications / Potential Buyers & -Economic- Denied, Cancelled / Withdrawn (First Yes: Develop. / CED-021 Time Home Buyers, Life/Safety, 2 years Mfr, r, O S / I After GC §34090 Housing Rehabilitation, HOME, etc. Ppr pr & OD D COMMUNITY DEVELOPMENT / PLANNING Community Alcohol Beverage Control License No Mag, Yes: Develop. / CED-022 Applications (ABC Applications) er P:- Mfr, OD, S / I After QC (Non -Records) Planning red Ppr & OD Community Annexations / Boundaries / Consolidations /Mag, Yes: Develop. / CED-023 LAFCO Mfr, OD, S / I After QC Land Records; GC §34090 Planning Ppr & OD Community CC and R Agreements / Covenants, Mag, Yes: Develop. / CED-024 Conditions /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 §15095(c); GC §34090 Inside City boundaries 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 (Building, Code Enforcement, Economic Development, Housing, Planning) Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrtr 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 investi ations suspend normal retention mods retention resumes after settlement or completion). 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 /staff notes that provide Denial + 2 Ppr & OD subdivision (e) and need not be retained." insight into the project /the agency's CEQA years Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et compliance with respect to the project al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 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 / 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 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 Re uired 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 (Building, Code Enforcement, Economic Development, Housing, Planning) Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrtr 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 investi ations suspend normal retention mods retention resumes after settlement or completion). 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 Recordings - AUDIO RECORDINGS of Meetings / Audio Tapes 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 Community Planning Commission, Building Board of Mag, Yes: Develop. / CED-036 Appeals, Zoning Administrator P Mfr, OD, S / I After QC Department preference; Original Staff Reports Planning Ppr & OD are filed in the project file; GC §34090 AGENDAS /AGENDA PACKETS Community Planning Project Log of Applications, Indefinite - , Mag Yes: Department Preference -Data is interrelated; Develop. / CED-037 Database Permanent Yes Mfr, OD, S / I After QC GC §34090, H&S §19850 Planning Ppr & OD Planning Project Files -Approved Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Department preference; Final environmental Community Environmental Determinations, Staff Mag, Yes: determinations are required to be kept a Develop. / CED-038 Reports, Plans / Maps) P Yes Mfr, OD, S / I After QC "reasonable period of time"; 14 CCR §15095(c); Planning Ppr & OD 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. 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 20.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 (Building, Code Enforcement, Economic Development, Housing, Planning) Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Vital? M=Mfrtr after Comments / Reference (OFR) Retention Options MMf 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). Minimum Cancellation Community CED-038.5 Planning Protect Files -Cancelled / Expired /Withdrawn Yes Maq, Mfr, OD, S / I Yes: After QC Department preference; Preliminary drafts not Develop. / Expiration or retained in the ordinary course of business; GC Planning Withdrawal Ppr & OD §34090 + 2 years 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 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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? /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: 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 Finance / 1099's / 1096's / DE542 (California Report of Mag' Yes: After tax is due or paid (longer for auditing & Accounting FIN-001 Independent Contractors) 5 years Mfr, OD, S / I QC & OD contractor delinquency); Ca. FTB: 3 years; Ppr IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Accounts Payable / Invoices / Backup Finance / FIN-002 (Includes Invoices, Travel Expense 5 years Yes: Until Mag' Mfr, OD, S / I Yes: After Department Preference (meets municipal Accounting Reimbursements, Check Request, Purchase Paid Ppr QC & OD government auditing standards); GC §34090 Card Supporting Data, etc.) Finance / Assessment Rolls / Lighting / Landscape Mag, Yes: After Department preference; Meets auditing Accounting FIN-003 Districts / Special District Assessment Rolls (to 5 years Mfr, OD, S / I QC & OD standards; GC §34090 et seq. Tax Assessor for Tax Rolls) Ppr Finance / Audit Commission Minimum 2 Mag' Yes: After Brown Act challenges must be filed within 30 Accounting FIN-004 years Mfr, OD, S / I QC & OD or 90 days of action; GC §§34090, AGENDAS, AGENDA PACKETS. Ppr 54960.1(c)(1) Audit Commission Copies - Mag' City Clerk FIN-005 When No Yes Mfr, OD, S / I Yes: After Send originals to the City Clerk; GC §34090.7 MINUTES / BYLAWS ngier Ppr QC & OD Re Audit Commission Finance / Department Preference; Video recording of Accounting FIN-006 Recordings - VIDEO RECORDINGS of 10 years Mag meetings are only required for 90 days; GC Meetings / Video Tapes §§34090.7, 34090 Finance / Audit Reports / Annual Comprehensive Mag, Yes: After Department Preference (copies); GC Accounting FIN-007 Financial Report (ACFR) / related Audit P Mfr, OD, S / I QC & OD §34090.7 Opinions Ppr Finance / Mag' Yes: After Department Preference; meets municipal Accounting FIN-008 Audit Work Papers 5 years Mfr, OD, S / I QC & OD government auditing standards; GC §34090 L Ppr 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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 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 / Trustee Statements, Fiscal Mag' Finance / FIN-009 Agent Statements, Investment Account 5 years MfrPppr S / I Yes: After Department Preference; meets auditing Accounting Statements, Bank Reconciliations, Bank QC & OD standards; GC §34090, 26 CFR 31.6001-1 Deposits, Bank Transmittal Advice Department Preference; Statute of Limitations for bonds mortgages, tFust deeds, notes OF debentUFes is 6 years; Bonds Bonds (Revenue) Official Statements / issued by local governments are 10 years; Transcripts / Certificates of Participations Fully Ma g' IRS bond auditing regulations state, "...material Finance / FIN-010 (COPs) - Includes Continuing Disclosure Defeased + Yes: Until Mfr, OD S / I Yes: After records should generally be kept Accounting Reports Maturity , QC & OD for as long as the bonds are outstanding 10 years Ppr plus 3 years after the final redemption date of the bonds; There are specific requirements See Bank Statements for statement retention. for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): 26 CFR 1.148-5(d)(6)(iii)(E); GC §43900 et seq. Finance / YesAfter Accounting FIN-011 Budgets - Adopted / Final P Cue ent Mfr, OD, S / I QC: & OD Department preference; GC §34090 et seq. Fiscal Year Ppr Finance / Budgets - Preliminary, Proposed, Backup When No Mag, Yes: After Accounting FIN-012 Documents Longer Mfr, OD, S / I QC & OD Preliminary drafts; GC §34090 Required Ppr Department preference; All tangible property Finance / Mag' Yes: After held by government agencies escheats after Accounting FIN-013 Escheat (Unclaimed money / uncashed checks) 5 years Mfr, OD, S / I QC & OD 3 years; Statute of Limitations is 1 year for Ppr seized property; CCP §§340(d), 1519; GC §34090 Finance / Yes: After Accounting FIN-014 FEMA Reimbursement / OES Reimbursements 10 years Mfr, OD, S / I QC & OD Department Preference; GC §34090 Ppr 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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: 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 / Indefinite - Mag, Yes: After Data Fields / Records are interrelated; meets Accounting FIN-015 Financial Services Database Minimum 5 Yes Mfr, OD, S / I QC & OD municipal government auditing standards; ears Ppr GC §34090 Department Preference (bond auditing purposes; IRS regulations state, "...material Finance / FIN-016 Fixed Assets 5 ears years Mfr, OD, S / I Yes: After records should generally be kept for as long 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 / Mag, Department Preference; Meets auditing Finance / FIN-017 Investment Bonds (Receipts / Advisor Reports 5 years Yes: Until Mfr, OD, S / I Yes: After standards; FTC Reg's rely on "self - Accounting /Trade Tickets / LAIF (Local Agency Paid Ppr QC & OD enforcement"; GC§§ 34090, 43900 Investment Fund)) Finance / Mag' Yes: After Department Preference; meets municipal Accounting FIN-018 Journal Entries / Journal Vouchers 5 years Mfr, OD, S / I QC & OD government auditing standards; Statute of Ppr Limitations is 4 years; GC §34090, CCP § 337 Reports / Finance Reports created from Finance / Database: Subsidiary Ledgers, Reconciliations, When No Mag, Yes: After Department preference (The Financial FIN-019 Registers, Transaction Histories, Balance Longer Yes Mfr, OD, S / I System Database is the original; reports are Accounting Sheets, Revenue / Expenditure Reports, etc. Required Ppr QC & OD considered drafts or copies); GC §34090 (MONTHLY / PERIODIC) Reports: Annual State / Federal: State Finance / Controller's Report, Local Government Mag, Yes: After Department Preference; Meets auditing Accounting FIN-020 Compensation Report, Gas Tax, MOE 5 years Mfr, OD, S / I QC & OD standards; GC §34090 (Maintenance of Effort) Report, Street Report, Ppr etc. Finance / Mag' Yes: After Department Preference (meets municipal Accounting FIN-021 Transportation Audits / PERS Audit, etc. 5 years Mfr, OD, S / I 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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? /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 / Yes: After Accounting FIN-022 Treasurer's Reports / Backup 5 years Mfr, OD, S / I QC & OD Department Preference; GC §34090 Ppr Finance / FIN-023 W-9s Minimum 5 Yes: Until Mag' Mfr, OD, S / I Yes: After Department Preference (meets municipal Accounting years Paid Ppr QC & OD government auditing standards); GC §34090 FINANCE / BUSINESS LICENSE UTILITY BILLING AND REVENUE Finance / Business Accounts Receivable - Miscellaneous - Mag, License, FIN-024 Damage to Public Property, Invoices to Outside 5 years Mfr, OD, S / I Yes: After Department preference; Meets auditing Utility Entities, etc. Ppr QC & OD standards; GC §34090 et seq. Billing & Revenue Finance / Business License, FIN-025 Accounts Receivable - UtilityBilling, etc. 5 years Mfr, OD, S / I Yes: After Department preference; Meets auditing Utility Ppr. pr QC & OD standards; GC §34090 et seq. Billing & Revenue Finance / Business When No License, FIN-026 Bankruptcies - NOT pursued Mfr, OD, S / I Yes: After Preliminary drafts not retained in the ordinary Utility Required Ppr QC & OD course of business; GC §34090 Billing & Revenue Finance / Business Mag, Department Preference (negative information License, FIN-027 Bankruptcies - Where a claim is filed 10 years Mfr, OD, S / I Yes: After remains on credit ratings for 7 years); GC Utility Ppr QC & OD §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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). When Department preference (The Business Finance / FIN-028 Billing Registers, Payment Registers, Longerr Mfr, r, O S / I Yes: After License & Permit Database is the original; Accounting Adjustment Registers Required Ppr Ppr QC & OD reports are considered drafts or copies); GC §34090 Finance / Business Indefinite - Mag, Data Fields / Records are interrelated; meets License, FIN-029 Business License / Permit Database Minimum 5 Yes Mfr, OD, S / I Yes: After municipal government auditing standards; Utility years Ppr QC & OD GC §34090 Billing & Revenue Finance / Business Mag, Department preference (used for zoning License, FIN-030 Business License Applications / Changes P Mfr, OD, S / I Yes: After approvals and police approvals); GC §34090 Utility Ppr p QC & OD et se q' Billing & Revenue Finance / Business License Administrative Citations / Business License, Code Enforcement / Enforcement of Business Close + 2 Mag, Yes: After Utility FIN-031 License years Mfr, OD, S / I QC & OD Department preference; GC §34090. Billing & Code (Includes Appeals / Code Enforcement Ppr Revenue Notices of Violation) Finance / Business When No Mag, License, FIN-032 Business License Renewals Longer Mfr, OD, S / I Yes: After Department preference (Preliminary drafts); Utility Required Ppr QC & OD 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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: 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 Mag' License, FIN-033 Cash Receipts / Daily Cash Summaries / 5 years Mfr S / I Yes: After Department preference; Meets auditing Utility Cashiers Reports / Cash Reports / Petty Cash QC & OD standards; GC §34090 et seq. Billing & Revenue Finance / Business Mag, Department Preference; meets municipal License, FIN-034 Checks / Warrants (Cashed / Paid) years 7 ears Mfr, OD, S / I Yes: After government auditing standards; GC §34090, Ppr QC & OD CCP § 337 Billing & Revenue Finance / Business Mag, Department preference; Delinquencies License, FIN-035 Collections / Collection Agency Case Files / 7 years Mfr, OD, S / I Yes: After remain on credit reports for 7 years; GC Utility Statements / Delinquent Accounts Ppr QC & OD §34090 et seq. Billing & Revenue Finance / Business License, FIN-036 Returned Checks / NSF Checks 5 ears years Mfr, OD, S / I Yes: After Department Preference; Meets auditing Ppr QC & OD standards; GC §34090 Billing & Revenue Finance / Business W hen o License, FIN-037 Stubs / Payment Coupons (returned with Longer Mfr, OD, S / I Yes: After Preliminary drafts not retained in the ordinary Utility payment) Required 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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: 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 When No License, FIN-038 Turn Ons / Turn Offs Mfr, OD, S / I Yes: After Preliminary drafts not retained in the ordinary Utility Required Ppr QC & OD course of business; GC §34090 Billing & Revenue Finance / Business License, FIN-039 Utility Adjustment Slips / Meter Mis-reads, years 5ears Mfr, O S / I Yes: After Department preference; Meets auditing Utility Credits / Debits to Accounts QC & OD standards; GC §34090 et seq. Billing & Revenue Finance / Business Indefinite - Mag, Data Fields / Records are interrelated; meets License, FIN-040 Utility Billing Database Minimum 5 Yes Mfr, OD, S / I Yes: After municipal government auditing standards; Utility years Ppr QC & OD GC §34090 Billing & Revenue Finance / Water Billing: Appeals - Payment DelinquencyOCIose al Mag, Yes: After Documented or attached to Customer Record Accounting FIN-041 / Impending Discontinuation on + Ppr, Mfr, S / I QC & OD in database GC §34090; H&S §116908 OD Finance / Water Billing: Drought Compliance (Includes + 2 Mag' Yes: After Documented or attached to Customer Record Accounting FIN-042 Appeals / 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 WhenNo 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 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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: Lit' ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). Expiration Finance / FIN-045 Water Billing: Payment Plans: Amortization, or Completion Mag, Ppr, Mfr, S / I Yes: After Documented or attached to Customer Record Accounting Alternative Payment Plans, Deferrals, etc. of Payment OD QC & OD in database GC §34090; H&S §116910 Plan When Mag' Finance / FIN-046 Water Billing: Policy on Discontinuation of Superseded; PpODfr, S / I Yes: After Must post to Website; H&S §116906; GC Accounting Residential Service for Nonpayment Minimum 2 QC & OD §34090 ears 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 OD QC & OD §34090 FINANCE / PAYROLL Finance / FIN-048 Auto Pay Authorization Forms / Direct Deposit 5 years Mag' Mfr, OD, S / I Yes: After Department Preference; GC §34090 Payroll Authorizations Ppr QC & OD Finance / FIN-049 CalPERS Reports - Annual Valuation Reports, 5 years Mfr OD, S / I Yes: After Department Preference; GC §34090 Payroll Actuarial Valuation Reports 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, Yes: After due or paid; Ca. FTB: 3 years; 26 CFR Payroll FIN-050 Plans), PERS / FICA / Medicare Adjustments - 5 years Mfr, OD, S / I QC & OD §31.6001-1(e)(2), R&T §19530; 29 CFR Quarterly Payroll Tax Returns / OASDI, Federal Ppr 516.5 - 516.6, 29 USC 436, GC §34090 Tax Deposits, Adjustments, etc. Finance / FIN-051 Deferred Compensation (457) Reports, 5 years Mag' Mfr, OD, S / I Yes: After Department preference; GC §34090 Payroll Registers Ppr QC & OD Finance / When No Mag, Yes: After Preliminary drafts not retained in the Regular Payroll FIN-052 Employment Verifications Longer Mfr, OD, S / I QC & OD Course of Business GC §34090 Required Ppr 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 (Accounting, Business License, Utility Billing And Revenue, Payroll) 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; IRS Regulation for Finance / Payroll Benefit Files / Administration Forms Separation Mag, Yes: After W-4s is four years after the due date of such Payroll FIN-053 (W-4s, Changes, Personnel Action Form + 5 years Yes Mfr, OD, S / I QC & OD tax for the return period to which the records copies, Vacation pay-off requests, etc.) Ppr 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, OD, S / I Yes: After Department preference for CalPERS buy - Payroll Registers Ppr QC & OD back purposes; GC §34090 Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 Mag' years; Most Employees provide digital Finance / FIN-055 Time Cards Time Sheets 5 years MfPppr, S / I Yes: After signatures when they submit their timecards, Payroll 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 Mag' Department Preference; IRS: 4 yrs after tax is Finance / FIN-056 W-2's 5 years MfPppr, S / I Yes: After due or paid; Ca. FTB: 3 years; IRS Reg Payroll 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 (Risk Management) 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, Yes: After State law requires 4 years; 29 CFR 1602.31 & Resources HR-001 Police Applicants & Police Decision + 4 Mfr, OD, S / I QC & OD 1627.3(b)(1), GC §§ 3105, 12946, 12960, Volunteers (UNSUCCESSFUL) ears Ppr 34090; 29 USC 1113 EEOC / ADEA (Age) requires 1 year after Duration of Yes: For r Mag, benefit plan termination; Federal law requires 6 Human HR-002 Benefit Plan Documents (CaIPERS, the Contract Duration Mfr, OD, S / I Yes: After years after filing date for retirement; State Law Resources Optical, Dental, etc.) + 6 years Contract Ppr QC & OD requires 2 years after action; 29 CFR 1627.3(b)(1)(2); 29 USC 1027; GC §§12946, 12960, 34090 Bureau of National Affairs recommends 2 years Human Classification / Reorganization Studies Minimum 3 Mag, Yes : After for all supplementary Personnel records; Wage Resources HR-003 (for employee classifications and Mfr, OD, S / I QC & OD rate tables are 1 or 2 years; State requires 2 department structures) years Ppr years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Bureau of National Affairs recommends 2 years Human Minimum 3 Mag, Yes After for all supplementary Personnel records; Wage Resources HR-004 Compensation Surveys & Studies Mfr, OD, S / I QC' & OD rate tables are 1 or 2 years; State requires 2 years Ppr years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 California Civil Rights Department Department preference; All State and Federal Human (CRD) / Department of Fair Employment Final Mag, Yes: After laws require retention until final disposition of Resources HR-005 &Housing (DFEH or EEOC) Claims / Disposition + Mfr, OD, S / I QC & OD formal complaint; State requires 4 years after "fully Harassment Claims 4 years Ppr and finally disposed"; 2 CCR 11013 GC §§12946, 12960, 34090—,69201 When Mag' Human HR-006 DMV Pull Notices (Except Police) Superseded, Mfr,Yes: S / I After Department preference (Not City Records); GC Resources or Upon 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 (Risk Management) 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 Human Drug & Alcohol Test Results (All - Mag, Yes: After tests; EEOC/FLSA/ADEA (Age) requires 3 Resources HR-007 Positives and Negatives) 5 years Mfr, OD, S / I QC & OD years physical examinations; State Law Ppr 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 ReportsEEO-4 Reports , 3 years Mfr, OD, S / I Yes: After 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR Resources Ppr QC & OD 1602.32; GC §34090 Human HR-009 Employee History Cards ("White Card") P Mfr, OD, S / I Yes: After Department preference; GC §§12946, 12960, Resources Ppr QC & OD 34090 Mag, Department Preference for consistency with Human HR-010 Employee Investigation Files Separation + Mfr, S / I Yes: After Personnel Files; 29 CFR 1602.31 & Resources (excludes Police) 6 years 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 Mag,retention until final disposition of formal Human HR-011 personnel NOT as a result of a Disposition + Mfr, OD, S / I Yes: After complaint; State requires 2 years after action is Resources complaint from a Member of the Public 5 y ears Ppr QC & OD taken; Statute of Limitations is 4 years after the (See Police Department schedules for discovery of the offense for misconduct in complaints from a Member of the Public) office; 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, Yes: After from hiring, whichever is later; EEOC / FLSA / Resources HR-012 I-9s 3 years Mfr, OD, S / I QC & OD ADEA (Age) requires 3 years for "any other Ppr 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 (Risk Management) 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 Mag, State Law requires 4 years; EEOC / FLSA / Human HR-013 Job Descriptions / Classification Superseded Mfr, S / I Yes: After ADEA (Age) requires 1-3 years; 29 CFR Resources Specifications + 4 years Ppr Ppr QC & OD 1627.3(b)(1)(i), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Labor Relations Files Human Minimum 10 Mag' Yes: After Resources HR-014 (Negotiation Notes, Correspondence, years Mfr, OD, S / I QC & OD Department Preference; GC §34090 Interpretation of MOU Provisions, Ppr Documentation, etc.) Human HR-015 Livescan Results for Contracted Course Upon Sparation e ag, Mfr OD, S / I Yes: After Department preference (Not City Records); GC Resources Instructors or Custodial Staff Inactive Ppr QC & OD §34090 Personnel Files - Employee File Department Preference; statute of limitations for retirement benefits is 6 years from last Includes Application, Evaluations, action; EEOC/FLSA/ADEA (Age) requires 3 Human Oaths of Office,PAFs , Separation + Mag, Yes: After years for promotion, demotion, transfer, Resources HR-016 (Personnel Action Forms), 6 years Mfr, S / I QC & OD selection, or discharge; State Law requires 4 form, Separation Agreements, ts, Ppr Ppr years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ Background Investigation files, Training 3105, 12946, 12960, 34090; 29 USC 1113; LC Certificates, etc. §1198.5 Whichever is Longer: Personnel Files - Medical File (all Separation + Department preference; Files maintained employees) 30 years; OR Mag' separately; Claims can be made for 30 years Human HR-017 Termination Yes: Until Mfr, OD, S / I Yes: After for toxic substance exposure; 8 CCR 5144, 8 Resources Pre -employment Medical Clearances, of Benefits + Separation Ppr p QC & OD CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 ADA Accommodations, Respirator Fit 5 years; OR CFR 1910.1020(d)(1)(i), 49 CFR §27.121(b); Tests, etc. Death of GC §§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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 (Risk Management) 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 Human for Unsuccessful Candidates, Hiring Mag, Yes : After (Age) requires 1-3 years; State Law requires 4 Resources HR-018 Background Investigations Decision + 4 Mfr, OD, S / I QC & OD years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 (Unsuccessful Candidates), Interview years Ppr 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.) Mag' Department preference to allow for successful Human HR-019 Recruitment Database (NeoGov) ears 5 yPppr Yes Mfr, S / I Yes: After selection and hiring;; Per NeoGov Policy; 29 Resources 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, Yes: After Preliminary drafts not retained in the ordinary Resources HR-020 of the City (Sick Leave, Attrition, Longer Mfr, OD, S / I QC & OD course of business; GC §34090 Benefits, etc.) Required Ppr Human Verifications of Employment, Child When No Mag, Yes: After Not an Agency record / Content does NOT Resources HR-021 Support, etc. (From lenders or other Longer rRe Mfr, OD, S / I QC & OD relate in a substantive way to the conduct of the outside companies) uired Ppr public's business; GC §34090 et seq Human Workers Compensation Claim Runs / Yes: After Resources HR-022 Monthly Reports 5 years Mfr OD, S / I QC & OD Meets auditing standards; 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 (Risk Management) 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? /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 investi ations suspend normal retentionperiods retention resumes after settlement or completion). Whichever is Longer: Separation + Department preference; Files maintained Workers Compensation Claims / Long 30 years; OR separately; Claims can be made for 30 years Human Term Disability Claims (Includes all Termination Yes: Until Mag, Yes: After for toxic substance exposure; 8 CCR 5144, 8 Resources HR-023 Accident, Incident, or InjuryRe ports of Benefits + Separation Se Mfr, OD, S / I QC & OD R CC15400.2; 8 CCR 3204 d 1 et se 29 § ()() q'' from Employees) 5 years; OR Ppr CFR 1910.1020(d)(1)(i), GC §§12946, 12960, Death of 34090 Employee + 5 years HUMAN RESOURCES / RISK MANAGEMENT Human Accident / Incident / Injury Reports Mag, Yes: After Department preference; CCP §340.5, GC Resources / HR-024 (Potential Claims - medical and non- 2 years Mfr, OD, S / I QC & OD §34090 Risk Manag. medical that do not result in a claim.) Ppr Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers Human Resolution + Yes: Until Mag, Yes: After within 5 years; Statute of Limitations for Resources / HR-025 Claims 5 years Resolution Mfr, OD, S / I QC & OD contracts is 4 years; wrongful death for Risk Manag. Ppr construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Human Mag, Yes: After Resources / HR-026 Insurance Polices (City -owned policies) P Mfr, OD, S / I QC & OD Department Preference; GC §34090 Risk Manag. Ppr Human CPA / JPIA Reports /General Liability Yes: After Resources / HR-027 Claim Runs 5 years Mf ,, OD, S / I QC & OD Department Preference; GC §34090 Risk Manag. 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 (Risk Management) 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). Human Mag' Calif. Labor Division is required to keep their Resources / HR-028 OSHA Logs - 200, 300, 301, 301A, OSHA Inspections, Citations 5 years Mfr, OD, Ppr S / I Yes: After QC & OD records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33; 8 CCR Risk Manag. §3203(b)(1), GC §34090.7; LC §6429c Human Workplace Violence —Hazard Mag, Yes: After Resources HR-029 identification, evaluation, correction, 5 years Mfr, OD, S / I QC & OD LC §6401.9(f), GC §34090 incident logs, investigations, training etc. 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 10.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Image: Destroy Office of Total Media 1 Paper Record Retention No. Records Description Retention Vital? Options M=Mfrt MMf r after Comments / Reference (OFR) S=Scan Imaged & If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.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 Information When No Used for Disaster Recovery Purposes Only; IT-001 Backups / Computer Backups (ALL Longer Yes Mag. Considered a copy and can be destroyed when Technology Disaster Recovery Computer Backups) Required no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq. Information Enterprise System Catalogue (posted on IT-002 line) 2 years Mag, Ppr GC §34090 Technology Information When No Preliminary documents not retained in the IT-003 Network Configuration Maps / Plans Longer Yes Mag. ordinary course of business; GC §34090 et seq. Technology Required Recordings - Video Recordings - Department Activity (Employees Information Performing Work, Cashiering, Building IT-004 Security, etc.) 1 year Mag GC §34090.6 et seq, Technology See City Clerk's schedule for City Council Video Recordings Recordings - Video Recordings - Public Information Activity (Doors, Hallways, Parks, Public IT-005 Areas, etc.) 1 year Mag Department preference; Does not record regular Technology ongoing operations of the City; GC §34090.6(a) See City Clerk's schedule for City Council Video Recordings Recordings - Video Recordings - Public Information Activity (Parks, Public Areas, etc.) Department preference; Does not record regular IT-006 1 year Mag ongoing operations of the City; GC §34090.6 et Technology 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 10.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-2 Destroy Image: Office of Paper Total Media 1 Record Retention No. Records Description Vital? M=Mfrt after Comments I Reference Retention Options MMf r (OFR) Imaged & S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, 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 Information Records (when the electronic record serves as IT-007 WORM Archival Storage System Retention of OD the official record); must be stored in a "safe and Technology the Record separate location"; GC 34090, 12168.7, EVC Series 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION SERVICES Page P&R-1 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). PARKS AND RECREATION SERVICES Parks & Registration Database (CivicRec / Class / ite - Ind:years Mag, Yes: Department Preference; data is P&R-001 Minm 2 Yes Mfr, OD, S / I After QC r Q Recreation Active Net) Ppr interrelated; GC §34090 & Activity / Special Programs / Special Event / Parks & Trips Minimum 2 Mag, Yes: P&R-002 Mfr, OD, S / I After QC Department preference; GC §34090 Recreation Children's Programs, Cultural Arts, Sports, years Ppr & OD Seniors, Filming, Theatre Programs etc. Community Services Commission, Public Art Parks & Committee Minimum 2 Mag, Yes: P&R-003 Mfr, OD, S / I After QC Department preference; GC §34090 Recreation years Ppr & OD AGENDAS, AGENDA PACKETS. Community Services Commission, Public Art Committee Parks & P&R-004 2 years (Mag) Department preference; State law only Recreation requires for 30 days; GC §54953.5(b) Recordings -AUDIO RECORDINGS of Meetings / Audio Tapes Community Services Commission, Public Art Copies - Committee When No Mag, Yes - Send originals to the City Clerk; GC City Clerk P&R-005 Longer Yes Mfr, OD, S / I After QC §34090.7 MINUTES / BYLAWS Required Ppr & OD When No Mag, Yes: Department Preference (Transitory record Parks & P&R-006 Evaluations / Surveys (Program Evaluations) Longer Mfr, OD, S / I After QC not retained in the ordinary course of Recreation Required Ppr & OD business); GC §34090 Parks & Expiration + Yes: Mag, Yes: P&R-007 Facility Use Permits / Field Use Permits Before Mfr, OD, S / I After QC GC §34090 Recreation 2 years Event Ppr & OD Parks & Mag, Yes: P&R-008 First Aid Reports / Minor Incident Reports 2 years Mfr, OD, S / I After QC GC §34090 Recreation 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION SERVICES Page P&R-2 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 investi ations suspend normal retention periods retention resumes after settlement or completion). Parks & Mag, Yes: P&R-009 Food Distributions / Food Bank Distributions 2 years Mfr, OD, S / I After QC GC §34090 Recreation Ppr & OD Parks & Mag, Yes: P&R-010 Master Plans: Parks Master Plans, etc. P Mfr, OD, S / I After QC Department Preference; GC §34090 Recreation Ppr & OD Parks & Mag, Yes: P&R-011 Park History Files P Mfr, OD, S / I After QC Department Preference; GC §34090 Recreation Ppr & OD Registration Forms / Reservation Forms / Classes / Application Forms / Fee / Charge / Mag, Yes: Parks & P&R-012 Liability Forms / Release of Liability Forms / 2 years Mfr, OD, S / I After QC GC §34090 Recreation Permissions / etc.: Camps, Field Trips, Ppr & OD Authorization to give Medicine, etc. Parks & Mag, Yes: P&R-013 Reservations of Facilities 2 years Mfr, OD, S / I After QC GC §34090 Recreation Ppr & OD Mag, Yes: Department preference (meets municipal Parks & P&R-014 Scholarship Applications 5 years Mfr, OD, S / I After QC government auditing standards); GC Recreation Ppr & OD §34090 Parks & Mag, Yes: P&R-015 Season Brochures / Recreation Brochures P Mfr, OD, S / I After QC Department Preference; GC §34090 Recreation Ppr & OD Parks & Mag, Yes: P&R-016 Senior Advisory Board - ALL Records 2 years Mfr, OD, S / I After QC GC §34090 Recreation Ppr & OD Parks & When No Mag, Yes: P&R-017 Staff Schedules / Work Schedules Longer Mfr, OD, S / I After QC Preliminary Drafts; GC § 34090 Recreation Required 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 11.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION SERVICES Page P&R-3 Image: Destroy Office of Paper Record Retention No. Records Description Total Vital? Media 1 M=Mfr rt after Comments / Reference (OFR) Retention Options MMf 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 & Transportation Applications for Service (Dial -a- Inactive + 2 Mag, Yes: Recreation P&R-018 Ride, etc.) years Mfr, OD, S / I After QC GC § 34090 Ppr & OD Parks & Transportation Dispatch System /Dial-a-Ride Indefinite - Mag, Yes: Department preference; GC §§ 34090 & Recreation P&R-019 Database Minimum 2 Yes Mfr, OD, S / I After QC 26202 ears Ppr & OD Parks & When No Mag, Yes: Recreation P&R-020 Transportation Schedules Longer Mfr, OD, S / I After QC Department Preference; GC § 34090 Required Ppr & OD Consistent with employee personnel files (Courts treat volunteers as employees); Volunteer / Unpaid Intern Applications / Mag, Yes: EEOC/FLSA/ADEA (Age) requires 3 Parks & P&R-021 Agreements - Unsuccessful / Pending 3 years Mfr, OD, S / I After QC years for promotion, demotion, transfer, Recreation Applicants Ppr & OD 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 Volunteer / Unpaid Intern Applications / Inactive / Mag, Yes: years for promotion, demotion, transfer, Parks & P&R-022 Agreements (includes emergency contact Separation + Mfr, OD, S / I After QC selection, or discharge; State Law Recreation information) - Successful Applicants 3 years Ppr & 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 & Mag, Yes: Recreation P&R-023 Waivers of Liability 2 years Mfr, OD, S / I After QC GC §34090 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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). POLICE / 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 Separation 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 B Employee)+ ( y 5 ears y Separation p OD, Ppr p S / I QC & OD GC 3105, 12946, 12960, 34090; 29 USC 1113 §§ Admin. POLICE / CAD / DISPATCH Recordings - Audio Recordings / Tapes - Police / (CAD/RMS) Recordings of Telephone / Department Preference; (legally mandated for Commun. PD-007 Radio Communications Dispatch Tapes 2 years (Mag) 100 days); (may be discoverable or made public (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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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). POLICE / 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 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 /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 Mag, Mfr, S / I Yes: After GC §34090 et seq. Detectives OD, Ppr QC & OD Police / PD-014 Regulatory Permits / Backgrounds + EExpiration Mag, Mfr, S / I Yes: After Department preference; GC §34090 et seq. Detectives Solicitors, Massa e, Taxi, etc. OD, Ppr QC & OD POLICE / 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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 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 7920.530; 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. POLICE / PROFESSIONAL STANDARDS AND TRAINING UNIT Police / Background File / Recruitment File - Police Separation Mag, Mfr, Yes: After City preference; 29 CFR 1602.31 & PSD & PD-023 Employees / Police Volunteers + 5 years OD, Ppr S / I QC & OD 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; Training (SUCCESSFUL) 29 USC 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 / Minimum 5 Mag, Mfr, Yes: After PSD & PD-025 Operation Directives / General Orders / OD, Ppr S / I QC & OD Department Preference; GC § 34090 et seq. Training Lexipol (Department Policies / Procedures) 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations 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 Police Department Personnel WITHOUT State & 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 OD, Ppr S / I QC & OD Department preference; GC §34090 et seq. Training years 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 2 years OD, Ppr S / I QC & OD GC §34090 Training case are in the case file) Separation + 5 years Police / OR Mag, Mfr, Yes: After PSD & PD-031 Range Qualifications Expiration OD, Ppr S / I QC & OD Department preference; GC §34090 et seq. Training of CCW Permit + 2 ears 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Police / Report of data regarding the number, type, Mag, Mfr, Yes: After PSD & PD-032 / disposition of complaints made against its 2 years OD, Ppr S / I QC & OD GC §34090 et seq. Training officers (optional) Police / Separation Before Mag, Mfr, YesAfter : 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 Training 1113L LC §1198.5 Police / PSD & PD-034 Use of Force Review Incident + 5 Mag, Mfr, S / I Yes: After Department preference; GC §§12946, 12960, Trainin years OD, Ppr QC & OD 34090 POLICE / PROPERTY AND EVIDENCE Police / Mag, Mfr, Yes: After Property & PD-035 Forfeiture Notification 2 years OD, Ppr S / I QC & OD GC §34090 Evidence Police / Gun / 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 / Property & PD-037 Lost / Found Property (Documents related 2 years Mag, Mfr, S / I Yes: After GC §34090 Evidence to) OD, Ppr QC & OD Police / Mag, Mfr, Yes: After Property & PD-038 Property / Evidence Logs 2 years OD, Ppr S / I QC & OD GC §34090 Evidence Police / Mag, Mfr, Yes: After Property & PD-039 Property Auctions 2 years OD, Ppr S / I QC & OD GC §34090 Evidence POLICE/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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations 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 agel8; H&S §11361.5, GC Reports, etc. §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) CRIME REPORTS / INCIDENT REPORTS: Date of Yes: Individual petitions District Attorney; Sheriff Police / PD-042 Factually Innocent Petition Accepted Arrest + 3 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, / 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations 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 / years; others have no limitations on Police / PD-044 Falsification of public records, P Yes Mag, Mfr, S / I Yes: After commencement of action; Courts keep Records Kidnapping for Ransom, Fatal Traffic OD, Ppr 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 / Sexual Assault, Others 11170(a); WIC 707(b) Deemed Appropriate to Maintain Date of CRIME REPORTS / INCIDENT REPORTS: Incident + Police / PD-045 10 years, Yes: Before Mag, Mfr, S / I Yes: After PC §§11169(i); 11170(a); GC §34090 Records Juvenile Child Abuse / Severe Neglect If No Disposition OD, Ppr QC &OD Subsequent Reports CRIME REPORTS / INCIDENT REPORTS: 1 Misdemeanor / Infraction -Adult Yes: Police / PD-046 Marijuana / Cannabis - HS 2 Years Before Mag, Mfr, S / I Yes: After ("Shall" Destroy); GC §§68152(c)(8), 34090; Records §11357(b)(c)(d)(e) / HS §11360(b) (with Disposition OD, Ppr QC &OD H&S §11361.5 procedure in HS §11361.5) - Except those with outstanding stolen property, including firearms, / 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). CRIME REPORTS / INCIDENT REPORTS: Conviction Police / PD-047 Misdemeanor/ Infraction -Juvenile or Arrest (if No Yes:Mag, Before Mfr, S/M/I Yes: After (Courts and other Agencies "Shall" Destroy); Records Marijuana / Cannabis - HS §11357 - Conviction) Disposition OD, Ppr QC &OD H&S §11361.5; GC §34090 Except those with outstanding stolen + 2 years property, including firearms, / lost firearms CRIME REPORTS / INCIDENT REPORTS: Police / Misdemeanor / Infraction Marijuana / Offender is Mag, Mfr, Yes: After (Courts and other Agencies "Shall" Destroy); Records PD-048 Cannabis §11357(d) - Juvenile on 18 Years Yes OD, Ppr S / I QC &OD H&S §11361.5; GC §34090 School Grounds during School Hours Old (with procedure in HS §11361.5) Until CLETS CRIME REPORTS / INCIDENT REPORTS: Entry No Police / Longer Yes: Mag, Mfr, Yes: After Records PD-049 Missing Persons (Returned) / Active Exists - Before OD, Ppr S / I QC &OD Department Preference; GC §34090 CLETS Entries Minimum 2 Disposition years CRIME REPORTS / INCIDENT REPORTS: Juvenile /Ward Cases - Sealed Adult, Sealing Yes: Sealed records for juveniles and wards of the Police / PD-050 Except those with Except Childhood Sexual Date + 5 Before Mag, Mfr, S / I Yes: After Court must be destroyed 5 years after sealing Records Assault Child Abuse / Severe Neglect, years (or Disposition OD, Ppr QC &OD date; CCP §§340.1, GC §34090; W&I §§389(a), Court Order) 781(d) (Substantiated), outstanding stolen property, including firearms, / 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). 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, Yes: After Department preference to accommodate statute Records PD-052 Sealed Juvenile Cases - Childhood Majority + Yes OD, Ppr S/M/I QC & OD of limitations for victims; CCP §§340.1, GC 22 years §26202 Sexual Assault Before January 1, 2024 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 + 1 year OD, Ppr QC &OD §34090; PC §§236.14(k); 236.15(k) o f Human Trafficking (Nonviolent of Hu 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 Life of Police / PD-055 Due Diligence Reports (for served warrants Active Mag, Mfr, S / I Yes: After Department preference; GC§ 34090 et seq. Records only) Warrant + OD, Ppr QC & OD 2 vears Police / Minimum 2 Mag, Mfr, Yes: After Records PD-056 False Alarm Reports ears OD, Ppr S / I QC & OD GC §34090 et seq. Police / Field Investigation Cards (FI's) GANGS - Minimum 5 Mag, Mfr, Yes: After Department preference; Preliminary Drafts; GC§ Records PD-057 After Entry into RMS ears OD, Ppr S / I QC & OD 34090 et seq. Police / Field Investigation Cards (FI's) NOT Mag, Mfr, Yes: After Records PD-058 Gangs - After Entry into RMS 2 years OD, Ppr S / I QC & OD Preliminary Drafts; GC§ 34090 et seq. 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. 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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 retention eriods retention resumes after settlement or completion). 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. 2 years Minimum or Officer Recordings: Body -Worn Cameras / as Tustin Police Department General Orders Police / PD-063 MAV (Mobile Audio Videos - 3 - Detention determined (Mag) S / I Yes -After §446.12; PC§ 832.18(b)(5)(B)&(C); GC §34090.6 Records 1 Arrest, Use of Force by GC QC & OD et seq. 34090.6 et seq. Officer Recordings: Body -Worn Cameras / Tustin Police Department General Orders Police / PD-064 MAV Mobile Audio Videos — 8 - Records / ( P (Mag) S / I Yes: After §446.12; PC§ 832.18(b)(5)(E); GC §34090.6 et Records QC & OD Logs of Access / Deletion of Data seq. Recordings: Body -Worn Cameras — Department preference; consistent with Lexipol policies (review, supervisory authorization, and Police / PD-064.5 After (Maa) Accidental Recordings Reviewed and Records Approval — documentation required); PC§ 832.18 et seq. GC Approved for Deletion (Non-evidentiary)I �34090.6 et 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 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Department preference; Pursuant to PC §457.1 Police / PD-067 Registrants: Arson - Adults P Mag, Mfr, S / I Yes: After et seq.; required to register for life; If released Records OD, Ppr QC & OD from DOJJ, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Age 25 or Pursuant to PC §457.1 et seq.; If released from Police / PD-068 Registrants: Arson -Juveniles released Sealing Mag, Mfr, S / I Yes: After DOJJ records are destroyed after age 25 or Records from Division of Juvenile Justice Date + 5 OD, Ppr QC & OD sealing pursuant to W&I §781; GC §34090.7 ears Police / PD-069 Registrants: Gang Adults - - Shared Gang Minimum 5 years After Yes Mag, Mfr, S / I Yes: After Department Preference (registration pursuant to Records Databases / CalGang OD, Ppr QC & OD PC 186.30(a));11 CCR 773.8; GC §34090 Last Reset Police / Registrants: Gang Juveniles - -Shared 3 years Mag, Mfr, Yes: After Department Preference (registration pursuant to Records PD-070 Gang Databases / CalGang After Last Yes OD, Ppr S / I QC & OD PC 186.30(a)); Records are destroyed pursuant Reset to W&I §781;GC §34090 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 Records OD, Ppr QC & OD after 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 Records PD-073 Registrants: Sex Offenders - Juveniles Date + 5 ODPpr , S / I QC & OD after offense, provided there are no subsequent years (or offenses; Pursuant to PC §290 et seq.; W&I Court Order) §781(d) 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 22.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) 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 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: Li ti ation, com laints, claims, public records act requests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion). Report to the State Commission on Peace Police / Officer Standards / 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, / judgement 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 Re uired Police / PD-076 STOP Source Data, Audit Log / Racial / 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 / Duces 2 years Mag, Mfr, S / I Yes: After GC §34090 Records 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 / Recordings -Video Recordings -Parking When No Does not record "regular and ongoing Records PD-079 Lots, Public Areas L Longer (Mag) operations"; GC §34090.6 uired ReqPolice / PD-080 Recordings - Video Recordings - Police 1 year (Mag) Records "regular and ongoing operations"; GC Records Operations 34090.6 POLICE / TEMPORARY HOLDING FACILITY 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 I Mag, Mfr, S / I Yes: After GC §34090 OD, Ppr QC & OD Police / Jail PD-083 Recordings -Video Recordings 1 year (Mag) GC §34090.6(a) 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr a after Center) S=Scan Imaged & 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). PUBLIC WORKS / ENGINEERING Public Works / PW-001 Address Assignments P P Mag' Mfr, OD, 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 MfP S / I Yes: After (Economic Development Engineering ppr QC & OD also keeps aerial maps); GC §34090 Public Works / PW-003 Benchmarks P P Mag' 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 + 10 years Some grant funding (All Records) Funding or After agencies require audits; Public Works / Upon Agency Funding Yes: Until Mag, Yes : After '& Statute of Limitations for Engineering PW-004 Examples of Maintenance Completion Audit, if Agency Completed Mfr, OD, S / I QC OD Errors & Omissions is not Projects: Painting, Pavement required, Audit, if Ppr applicable; Statute of Overlays, Repairs, Ramps, Re- whichever required, Limitations: Contracts & Roof, Sidewalk Repairs, Slurry is longer `'whichever is Spec's=4 years; CCP §337 Seals, etc. longer et. seq., 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after a Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Capital Improvement Projects (CIP): Administration File / Department preference; NOT Scanned 10 years or Completion I Some grant funding After + 10 years agencies require audits; Project Administration, Certified Funding or After Statute of Limitations for Public Works / Payrolls, Community Outreach / Upon Agency Funding Yes: Until Mag, Yes: After Errors & Omissions is 10 Engineering PW-005 Notifications, Project Schedules, Completion Audit, if Agency Completed p Mfr, OD, S / I QC & OD years; Statute of Limitations: Progress meetings, Punch Lists, required, Audit, if Ppr Contracts & Spec's=4 years, Real Estate Appraisals, RFIs / whichever required, Wrongful Death=comp. + 5 Responses, Temporary is longer whichever is years, Developers=comp. + Easements, Construction longer 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, S / I Yes: After retained for disaster Engineering 9� 9 Reports, Operations / p p Completion p Completed P P r pr p QC & OD preparedness purposes; GC P p P p 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). 10 years or Completion Department preference; After + 10 years Some grant funding Funding or After agencies require audits; Public Works / Upon Agency Funding Yes: Until Mag, Yes : After '& Statute of Limitations for Engineering PW-007 Construction Inspection Completion Audit, if Agency Completed Mfr, OD, S / I QC OD Errors & Omissions is 10 required, Audit, if Ppr years; Statute of Limitations: whichever required, Contracts & Spec's=4 years; is longer "whichever is CCP §337 et. seq., GC longer §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 OC & OD Limitations for Errors & years years Ppr Omissions is 10 years); GC §34090; CCP §337 et. seq. Correspondence - Regulatory Yes: Department preference; Public Works / Agencies Not Related to a CIP Minimum 2 Minimum 2 While Mag, Yes: After Some correspondence from Engineering PW-009 (State / Federal Agencies, EPA, years years Active Mfr, OD, S / I QC &OD Regulatory Agencies need to Health Department, etc.) Issues Ppr be retained for long periods of time; GC §34090 Deeds, Easements, Liens, Department preference; Rights 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, OD, S / I Yes: After Department Preference; GC Engineering _ Authored by the City 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Yes: After Drafts should be destroyed; Drawings, Maps, Plans / Record QC & OD; Some maps are also Public Works / Drawings, Large -Format Mag, Depending retained by Planning; Engineering PW-012 Drawings, Survey Record Maps, "As- P P Yes (all) Mfr, OD, S / I on Value in Selected maps are retained Capital Improvement Project Ppr Disaster in Public Works for Built" Response administrative purposes; 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 Mfr 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 / 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr a after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). 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 + Expiration + Yes: Until Mag, Yes: After Engineering PW-019 Permits, Transportation Permits, 2 years 2 years Completion Mfr, OD, S / I QC & OD GC § 34090 Bicycle Locker Rental Ppr Agreements When No When No Mag, Yes: After CBC §§104.6 104.7 and Building PW-020 Plan Checks for Building Permits Longer Longer Mfr, OD, S / I QC & OD 107.5; GC §34090 Required Required Ppr Private Land Development Projects / Job Files: Administration File Statute of Limitations for Construction Inspections, Errors & Omissions is 10 Correspondence, Photos, Mag' years; Statute of Limitations: Public Works / PW-021 Private Lab Verifications, Testing Upon 10 years Completion Yes: Until MfrPpr, S / I Yes: After Contracts & Spec's=4 years, Engineering Lab 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr a after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Private Land Development Projects / Job Files: Permanent Files Drainage, Driveway, Rights of Way, Soil Reports, Stormwater, etc. MagDepartment preference; Public Works / PW-022 Dedications, Easements, P P Yes: Until Mf r, O S / I Yes: After retained for disaster Engineering Abandonments (City Clerk is Completed P pr 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 Mfr 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 Mag' for 5 years; Low -Carbon Fuel Public Works / PW-024 Compliance / Tonnage Reports / 10 years y 10 years Mfr, OD, S / Yes: After Standard regulations credits Engineering SIB 1383 Compliance (Organic Pp r QC & OD can be received for 10 years, Waste Collection / 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr a after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). 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 / 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 / I QC & OD SWRCB Order 2006-03; 40 Ppr CFR §§122.21, 122.41, 122.44; GC §34090 Mag' Department preference; Public Works / PW-028 Stormwater: NPDES Annual 5ears y ears 5ears Mfr, S / I Yes: After Monitoring records required Engineering Reports QC & OD for 3 years; 40 CFR §§122.21, 122.41, 122.44 Department Preference; Public Works / Expiration + Expiration + Yes: Until Mag, Yes: After Monitoring records required Engineering PW-029 Stormwater: NPDES Permits 5 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr after a Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Stormwater: Operation / Department preference; Maintenance (Catch Basins, plans must be updated every Public Works / Field, General Cleaning, Open Mag, Yes: After 5 years, audits are required Engineering PW-030 Channels, Slots, Stormwater 5 years 5 years Mfr, OD, S / I QC & OD every 2 years; SWRCB Treatment Measures / Trash Ppr Order 2006-03; 40 CFR Cleaning) §§122.21, 122.41, 122.44; GC §34090 Department preference; plans must be updated every Public Works / Stormwater: TMDL Plan (Total Mag, Yes: After 5 years, audits are required Engineering PW-031 Maximum Daily Load) Plan 5 years 5 years Mfr, OD, S / I QC & OD every 2 years; SWRCB Ppr 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 Mag' Mfr, OD, S / I Yes: After Department preference; GC Engineering Ppr QC & OD §34090 Mag' 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 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Department Preference; EPA FAQs recommend Life of the Underground Service Alerts Mag' Yes: After Tank; applies to both Tier I Lead Dept. PW-035 (USA's) / Dig Alerts 3 years 3 years Mfr, OD, S / I QC & OD and Tier II Tanks; (Tier II Ppr tanks are required to have an integrity test every 20 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr Center) 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). PUBLIC WORKS / FIELD SERVICES Aboveground CNG Storage 120 I Department Preference; EPA Tanks (Agency Owned) FAQs recommend Life of the Tank; applies to both Tier I Public Works / 29-Years Life years Life Mag, Yes: After Field Services PW-036 Spill Prevention Control / of the Tank of the Tank Mfr, OD, S / I QC & OD and Tier II Tanks; (Tier II Countermeasures (SPCC), Ppr tanks are required to have Inspections, Integrity Testing, an integrity test every 20 Maintenance, Repairs years); GC §34090 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, OD, S / I Yes: After (meets municipal Field Services Ppr QC & OD government auditing requirements); GC § 34090 Generator Operation Logs / Mag, Lead Dept. PW-040 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-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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Department Preference (City Public Works / Hazardous Waste Manifests / Mag, Yes: After has "cradle to grave" Field Services PW-042 Certificates of Disposal 5 years P P Mfr, OD, S / I QC & OD liability); 40 CFR 262.40, 8 Ppr CCR 3204(d)(1)(A), 22 CCR 66262.40; GC §34090 Operations /Maintenance Life of Life of Mag, Yes: After Department Preference; GC Lead Dept. PW-043 Manuals (O&M Manuals) Facility or Facility or Mfr, OD, S / I QC & OD §34090 et. seq. E Equipment Equipment Ppr Public Works / Permits: Pressure Vessels, When When Mag' Yes: After Department preference; GC Field Services PW-044 Boilers, etc. Superseded Superseded Mfr, OD, S / I QC & OD §34090 Ppr Pre -Trip Inspections / DOT Program / CHP Inspections / Mag, Yes: After 13 CCR 1234(e); GC Lead Dept. PW-045 Vehicle Safety Checks / Daily 2 years 2 years Mfr, OD, S / I QC & OD §34090; 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 Field Services Equipment Checks - OTHER Ppr QC & OD §34090; VC 34505.5(c) THAN SENIOR VEHICLES FUNDED BY THE 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). 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 PW-047 Vehicle Inspections / Daily Mfr, OD, S / I 1234(e); GC §34090; VC Field Services Equipment Checks - SENIOR Minimum 2 Minimum 2 Ppr QC & OD 34505.5(c) VEHICLES FUNDED BY THE years years OCTA Consistent with CHP Public Works / Transportation Audits: DMV / Mag, Yes: After requirements; OSHA Field Services PW-048 CHP, TDA Fiscal Audit, 5 years 5 years Mfr, OD, S / I QC & OD requires 1 year; 8 Ca. Code Triennial Performance Audit Ppr Re 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 Yes Mfr, OD, S / I QC & OD §34090 Service / Work years ears Ppr Department Preference; EPA FAQs recommend Life of the Tank; applies to both Tier I Public Works / Underground Service Alerts Mag, Yes: After Field Services PW-050 (USA's) / Dig Alerts 3 years 3 years Mfr, OD, S / I QC & OD and Tier II Tanks; (Tier II Ppr tanks are required to have an integrity test every 20 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr a after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Underground Storage Tank (City Monitoring and Maintenance Owned) records are required on site for 3 years, 6 '/z years for Public Works / UST Monitoring, Inspections / Mag, Yes: After cathodic protection Field Services PW-051 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 / I QC & OD §25284.2(i) Repairs, Lining, Upgrades years ears Underground Storage Tanks Department Preference Public Works / (City -Owned) Mag, Yes -After (required for the life of the Field Services PW-053 10 years P P Mfr, OD, S / I QC & OD tank); 23 CCR 2712(b), H&S Location, Soil Remediation, Ppr §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 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Division Work Orders / Service Requests Indefinite - Indefinite - Mag, Providing PW-056 CMMS DATABASE Minimum 5 Minimum 5 Yes Mfr, OD, S / I Yes: After Data is interrelated; GC Service / Work (Computerized Maintenance years years Ppr QC & OD §34090 Management System) Work Orders / Service Requests - Division All Information Entered in When No When No Mag, Preliminary drafts (the Providing PW-057 CMMS Database Longer Longer Yes Mfr, OD, S / I Yes: After database is the original); GC Service / Work Required Required Ppr QC & OD §34090 (Paper drafts) Work Orders / Service Requests - NOT entered in CMMS Database (/ partial information Division entered into CMMS Database) Mag, Yes: After City Preference; CCP §§338 Providing PW-058 5 years 5 years Yes Mfr, OD, S / I QC & OD et seq., 340 et seq., 342, GC Service / Work (Division providing service Ppr §34090 retains originals; Division requesting service is considered a co PUBLIC WORKS / WATER Public Works / Yes: After Water PW-059 AQMD Permits (Generators, etc.) 5 years 5 years Mfr, OD, S / I QC & OD 40 CFR 70.6; GC §34090 Ppr Public Works / PW-060 Basin Equity Assessment Report 5 years 5 years Mag' Mfr, OD, S / Yes: After Department Preference; GC Water (submitted to Basin Watermaster) 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Records Retention Vital? Options M=Mfr a after Center) S=Scan Imaged & C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Capital Improvement Projects (CIP) - Water: Administration Department preference; File / NOT Scanned 10 years or Completion I Some grant funding After + 10 years agencies require audits; Project Administration, Certified Funding or After Statute of Limitations for Public Works / Payrolls, Community Outreach / Upon Agency Funding Yes: Until Mag, Yes: After Errors & Omissions is 10 Water PW-061 Notifications, Project Schedules, Completion Audit, if Agency Completed Mfr, OD, S / I QC & OD years; Statute of Limitations: Progress meetings, Punch Lists, required, Audit, if Ppr Contracts & Spec's=4 years, Real Estate Appraisals, RFIs / whichever required, Wrongful Death=comp. + 5 Responses, Temporary is longer whichever is years, Developers=comp. + Easements, Construction longer 10 years; CCP §337 et. seq., Manager's Logs, Daily GC §34090 Inspections, Daily Logs, etc. Capital Improvement Projects (CIP) - Water: Permanent File / Scanned Records Specifications / Addenda, Agreement / Contract (copy), Successful Proposal, Change Department preference; Public Works / Orders, Environmental / EIR, Upon Yes: Until Mag, Yes: After retained for disaster Water PW-062 etc., Geotechnical Studies / Completion P P Completed Mfr, OD, S/I QC & OD preparedness purposes; GC Reports, Operations / Ppr §34090 Maintenance Manuals (O&M 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Public Works / Mag' Yes: After 8 CCR 5157(d)(14) & (e)(6); Water PW-063 Confined Space Entries 2 years 2 years Mfr, OD, S / I QC & OD GC §34090 Ppr 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; Ppr GC §34090 Public Works / PW-065 Construction Hydrant Meter 10 years 10 years Mag' Mfr, OD, S / I Yes: After Department Preference; GC Water Application / Approvals Ppr QC & OD §34090 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 / Mag' Yes: After Department Preference; GC Water PW-068 Department Reports 10 years 10 years Mfr, OD, S / I QC & OD §34090 Ppr Public Works / Mag' Yes: After Department Preference; GC Water PW-069 Encroachment Permits - Water P P Mfr, OD, S / I 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Public Works / Mag' Yes: After Department Preference; GC Water PW-070 Fire Flow (OCFA) P P Mfr, OD, S / I QC & OD §34090 Ppr Public Works / Fire Hydrant Flow / Pressure Mag, Yes: After Department Preference; GC Water PW-071 Tests (Development / 10 years 10 years Mfr, OD, S / I 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 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 /Inspection - Mag, Yes: After '& Monitoring records required Water PW-075 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 + Expiration + Yes: Until Mag, Yes: After '& Monitoring records required Water PW-076 Operations 5 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 Life of Mag, Yes: After Department Preference; GC Water PW-077 Manuals (O&M Manuals) Facility or Facility or Mfr, OD, S / I QC & OD §34090 et. seq. Equipment Equipment 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-18 (Engineering, Field Services, Water) Office of Retention No. Records Description Retention / Disposition Comments / Reference Record Destroy Image: Inactive Paper Active Total Media 1=Import (OFR) (Records Vital? a after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Public Works / Public Notices - Potable Water Mag' Yes: After PW-078 3 years 3 years Mfr, OD, S / I 22 CCR §64470; GC §34090 Water (Tier 1, 2, / 3) QC & OD Ppr Public Works / Regulatory Agency Compliance - Minimum 5 Minimum 5 Mag, Yes: After Department Preference; GC PW-079 Correspondence, Supporting Mfr, OD, S / Water Documentation (DPH, EPA, etc.) Years years Ppr QC & OD §34090 Public Works / Mag' Yes: After Department Preference; GC PW-080 Requests for Meter Size Changes 5 years 5 years Mfr, OD, S / I Water QC & OD §34090 Ppr Public Works / Mag' Yes: After Department Preference; GC PW-081 Reservoirs / Tanks P P Mfr, OD, S / I Water QC & OD §34090 Ppr 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 / 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 PW-083 SCADA Database Minimum 5 Minimum 5 Yes Mfr, OD, S / I Water Ppr QC & OD interrelated; GC §34090 years ears Specifications from Tustin Water Public Works / Works (TWW): Job Files Mag' Yes: After Department Preference; GC Water PW-084 (handwritten labor costs), Tract P P Mfr S / I QC & OD §34090 Files, Transfer Files Public Works / Mag' Yes: After Department Preference; GC PW-085 State Approvals of System P P Mfr, OD, S / I Water QC & OD §34090 Ppr Public Works / Mag' Yes: After PW-086 Surveys of Water System 10 years 10 years Mfr, OD, S / I 22 CCR §64470; GC §34090 Water 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-19 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). 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; EPA FAQs recommend Life of the Tank; applies to both Tier I Public Works / Underground Service Alerts Mag, Yes: After Water PW-088 (USA's) / Dig Alerts 3 years 3 years Mfr, OD, S / I QC & OD and Tier 11 Tanks; (Tier II Ppr tanks are required to have an integrity test every 20 years); GC §34090 Department Preference; (5 Public Works / Expiration + Expiration + Mag, Yes: After years is required); 22 CCR Water PW-089 Variances /Exemptions 5 years 5 years Mfr, S / I QC & OD §64470; 40 CFR 141.33(d); Ppr GC §34090 Public Works / PW-090 Violations /Corrections Correction + Correction + Mag, Mfr, 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 / Minimum 5 -Minimum 5 Mfr, OD, S / I Yes: After (highly confidential); 42 USC Water Risk /Resiliency Assessment / years years Ppr QC & OD 300i-2(c); GC §34090 Hazard Mitigation Plan Public Works / PW-092 Water Audits 5 years 5 years Mag' Mfr, OD, S / I Yes: After Department Preference; GC Water 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-20 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Liens are good for 10 years Public Works / Mag, Yes -After from recording date, and Water PW-093 Water Liens 10 years 10 years Mfr, OD, S / I QC & OD may be extended by re- Ppr recording lien; WC 36729; 37212(b) Public Works / PW-094 Water Main Break Reports 5 years 5 years Mag' Mfr, OD, S / I Yes: After Department Preference; GC Water Ppr QC & OD §34090 Public Works / Mag' Yes: After Department Preference; GC Water PW-095 Water Production Reports 5 years 5 years Mfr, OD, S / I QC & OD §34090 Ppr 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 / Organics Ppr QC & OD 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, / Ppr Disinfection Byproduct Precursors)) Required for 12 years or 2 Water Quality - Lab Reports / Mag, compliance cycles; 22 CCR Public Works / PW-098 Chains of Custody: Lead 1 12 years 12 years Mfr, OD, S / I Yes -After 64400.25; 22 CCR §64470; Water Copper Ppr QC & OD 22 CCR 64690.80; 40 CFR 141.33(a); 40 CFR 141.91 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-21 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Department Preference;40 Public Works / Water Quality Reports /Annual Mag, Yes: After CFR 141.33(a); 40 CFR Water PW-099 Consumer Confidence Reports P P Mfr, OD, S / I QC & OD 141.155. 22 CCR §64470; Ppr 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 / Ppr QC & OD §34090 et seq. agreements to City Clerk) Public Works / Mag' Yes: After Department Preference; GC Water PW-101 Water Usage Reports 10 years 10 years Mfr, OD, S / I QC & OD §34090 Ppr Public Works / Wells: History / Operations Mag, Yes: After Department Preference; GC Water PW-102 (Includes Abandoned / P P Mfr, OD, S / I QC & OD §34090 et seq. Destroyed Wells) Ppr 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 Yes Mfr, OD, S / QC & OD §34090 Management System) years years Ppr Work Orders / Service Requests - Public Works / All Information Entered in When No When No Mag, Yes: After Preliminary drafts (the Water PW-104 CMMS Database Longer Longer Yes Mfr, OD, S / I QC & OD database is the original); GC Required Required Ppr §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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-22 (Engineering, Field Services, Water) Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Image: Paper (OFR) Active (Records Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr Center) Imaged & S=Scan C'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or completion). Work Orders / Service Requests - NOT entered in CMMS Database (/ partial information Public Works / entered into CMMS Database) Mag, Yes: After City Preference; CCP §§338 Water PW-105 5 years 5 years Yes Mfr, OD, S / I QC & OD et seq., 340 et seq., 342, GC (Division providing service Ppr §34090 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 Docusign Envelope ID: A4C4519A-7DF8-43A1-B788-lE7EA41473BF ver. 10.0 RECORDS RETENTION SCHEDULE: REAL PROPERTY Page RP-1 (MCAS, Tustin Legacy, Former Redevelopment) 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 If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when 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 Eoennmin Development or Teets' Programs—, Minimum 'J ' Vr. After ' Property RP 1 / n SubjeG+ / issues � --vD MMfr, 4 S Yes: OD Department Drefero • GG §34090 eGtS Will (ISSUeS vary e} years & MCAS Tustin Legacy Closure / Reuse / Tustin Base Closure / Reuse Records Mag, Real RP-002 (Historically Significant) - Original Records P Mfr, OD, S / I Yes: After Department Preference for Historical Purposes; Property Only (Final Studies / Environmental Ppr QC & OD GC §34090 Documents, etc.) Real RP-003 Redevelopment Plans P Mag' Mfr, OD, S / I Yes: After Department Preference for Historical Purposes; Property QC & OD GC §34090 Redevelopment Projects / Project Areas Planning, Building and Engineering retains final Real (Ensure Planning has all Environmental Completion Mag, Yes: After documents of construction projects (transfer any Property RP-004 Documents, Engineering has all CIP + 10 years Mfr, OD, S / I QC & OD CIP project files to Engineering); Covers various Projects, / City Clerk has all Real Property Ppr Statute of Limitations; CCP §337 et seq.; GC records for Permanent retention) §34090 Real Tustin Legacy Development Projects (MCAS) Mag' Yes: After Department Preference for Historical Purposes; Property RP-005 _ Original Records Only P Mfr, OD, S / I 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