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CC RES 26-18
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schedule on May 6, 2025, and the City Council finds that the retention schedule should be updated and Resolution 25-32 rescinded.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 Resolution Number 25-32 is hereby rescinded.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in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned.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 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 ADOPTEDat a regular meeting of the City Council of the City of st Tustin held on the 21dayofApril2026. AUSTIN LUMBARD, Mayor ATTEST: ERICA N. YASUDA, City Clerk APPROVED AS TO FORM: _____________________________ DAVID E. KENDIG, City Attorney ____________________ Resolution No. 26-18 Page 2of 3 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. 26-18was duly and regularly passed st and adopted at a regular meeting of the City Council held on the 21day of April, 2026 by the following vote: COUNCILMEMBER AYES:Lumbard, Schnell, Gallagher, Fink, Nielsen(5) COUNCILMEMBER NOES:(0) COUNCILMEMBER ABSTAINED:(0) COUNCILMEMBER ABSENT:(0) COUNCILMEMBER RECUSED:(0) ____________________________ ERICA N. YASUDA, City Clerk ____________________ Resolution No. 26-18 Page 3of 3 HOW TO USE RETENTION SCHEDULES ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. all records as defined by the California Public Records Act. STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.) BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: Reduce administrative expenses, expedite procedures Free office space and computer storage space Reduce the cost of records storage paper and electronic Eliminate duplication of effort within the City Find records faster Determine what media should be used to store records AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records): Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. If there is a minimum Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, When No Longer Required If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive. On every page of the schedules (near the top, just under the column headings) are important instructions, Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution). OFFICIAL , Immutable . these are the legal ( IF all significant details from ) s . Unalterable Media record may serve as the ğƓķ ĭĻƩƷğźƓ ķğƷğ ƒğǤ ƩĻƨǒźƩĻ ƒźƓźƒǒƒ apply contain may placed on which does not allow changes electronic Attorney General Opinions (CA) .: interrelated electronically in accordance with law (see below) stored in a safe & separate location all rights reserved - Cal. Atty. Gen. 3516 - Unalterable Media other legal mandates record for its retention period, then authorizes destruction. ; retained ) which is CBC: California Building CodeCCR: California Code of Regulations (CA)EC: Elections Code (CA)FC: Family Code (CA)H&S: Health & Safety Code (CA)Ops. R&T: Revenue & Taxation Code (CA)VC: Vehicle Code (CA) is the electronic record is also or other site storage, stored - or microfilmed , M by outside agencies, preliminary drafts not retained in the ordinary course of business. Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.)Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) OD = Optical Disk : R, or WOR - Gladwell Governmental Services, Inc. (909) 337 Do not duplicate or distribute without prior written permission produced 5 2 ) / Trustworthy Electronic Record: ray The official (original) record may be the paper / hard copy version of the record; however the electronic How long the file is in off 20 - . How long the file remains in the immediate office area : of Civil Procedure (CA) : RECORDS RETENTION SCHEDULE LEGEND Blue 1995 : The total number of years the record © R, - CD (guideline) B&P: Business & Professions Code (CA)CCP: CodeCFR: Code of Federal Regulations (US)FA: Food & Agriculture CodeGC: Government Code (CA)LC: Labor Code (CA) PRC Public Resources Code USC: United States Code (US) R, (guideline) - quality checked ( books and pamphlets terms used in State law ) : ) ActiveInactiveTotal Retention The department that keeps the (§: Section) guideline ( The record series (a group of like records). guideline ( = No fixed or specified retention period; used for databases, because the data fields are . (CA) = Those records that are needed for basic operations in the event of a disaster. Documents, studies, Optical Disk (OD), DVD , it is the department that originates the record For file folders containing documents with different retention timeframes, use the document with the longest retention time.P = PermanentIndefinite ƩĻƷĻƓƷźƚƓ Vital?Media Options Scan / Import Record: - OFR (Office of Record):Usually,record may be the official (original) record.official (original) record. Records Description: Non Retention/Disposition: record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format requirements for the electronic record to serve as the official (original) record)Cloud Mediathe original and be an adequate substitute for the original document for all purposes Legend for legal citations CC: Civil Code (CA)CFC: California Fire CodeEVC: Evidence Code (CA)FTB: Franchise Tax Board (CA)HUD: Housing & Urban Develop. (US)PC: Penal CodeUFC: Uniform Fire CodeW&I: Welfare & Institutions Code (CA) 31196623495 57 ------ ----- of 1 HRHR CDCDCD FINFINFIN PWPWPW ... .... 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TUSTIN, CA ................................ ................................ ................................ WIDE STANDARDS (Used by All Departments) ................................ - ................................ CITY C form 2023 Gladwell Governmental Services, Inc. (909) 337 PUBLIC WORKS CITY MANAGERFINANCE CITY CLERKCOMMUNITY DEVELOPMENT HUMAN RESOURCES - POLICE REAL PROPERTY INFORMATION TECHNOLOGY PARKS AND RECREATION SERVICES CW CC CD CM FIN HR IT P PD PW RP 10951096's1099's 1096's DE542 California Report of Independent Contractors941 Forms A AB 939 ComplianceAbandonments, Private Land Development Projects Job Files Permanent FilesAbatement Case Files, Code EnforcementAbatement Case Files, Code EnforcementABC Applications, Alcohol Beverage Control License ApplicationsAboveground CNG Storage Tanks Agency Owned Spill Prevention ControlAccident Incident Injury Reports Potential Claims Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 41441337118321159253912233127 57 --------------------- -------- 1413 -- PP of 2 PDPDPDPD HR CD CDCCCDCDCD FINFINFINFINFINFINFINFINFINFIN PWPWPWPW CWCW . ..... PWPW .... .... 1 .................. 1 Page - Page No. .......... - ..... ......... .......... 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FIN ............. .............. ............................. .................................... ................... ..................... ............................................ ......................... .......................... ........................... ............................ .............................. ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ........................... ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ 26 ................................................................ - ................................ ................................ 166 941 Forms IRS 5500 Forms - ................................ all rights reserved - FY_25 ................................................................ - ................................ 3516 3 DE - ROUTINE - - ................................ 43 W ................................ - ................................ ................................ TUSTIN, CA 9 DE - ................................ 7 DE - ................................ Correspondence - 6 DE ................................ - 2023 Gladwell Governmental Services, Inc. (909) 337 ACCOUNTING, FINANCEAccounts Payable Invoices Backup Includes InvoicesAccounts Receivable Miscellaneous Damage to Public PropertyAccounts Receivable Utility BillingACFR, Audit Reports Annual Comprehensive Financial ReportAction Plans, Housing Plans Consolidated Annual Performance Evaluation ReviewAction Reports, Canine Police Service Dogs Program FilesActive CLETS Entries, CRIME REPORTS INCIDENT REPORTS Missing Persons ReturnedActive Net, Registration Database CivicRec ClassActivity Special Programs Special Event Trips Children's ProgramsActuarial Valuation Reports, CalPERS Reports Annual Valuation ReportsADA Accommodations, Personnel Files Medical File All employeesAddenda, Capital Improvement Projects CIP Permanent File Scanned RecordsAddenda, Capital Improvement Projects CIP Water Permanent File Scanned RecordsAddress AssignmentsAddress Files Building PermitsAdjustment Registers, Billing Registers Payment RegistersAdjustments, DEAdministration File, Capital Improvement Projects CIP WaterAdministration File, Capital Improvement Projects CIPAdministration File, Private Land Development Projects Job FilesADMINISTRATION Files, Elections GENERAL WORKINGAdministration Forms, Payroll Benefit FilesADMINISTRATION, POLICE POLICE CHIEFAdministrative Citation HearingsAdministrative Citations, Code Enforcement Abatement Case FilesAdministrative Citations, Code Enforcement Abatement Case FilesAdministrative Files ADMINISTRATIVE FILES, Agreements ContractsAdopted BudgetsAdult Marijuana, CRIME REPORTS INCIDENT REPORTS Misdemeanor Infraction Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 31114222116121121661231111 57 ---------- ---------------- 1010141917 ----- PPP of 3 PD CDCCCCCCCCCCCDCD CCCC FINFINFIN PWPW CWCWCWCWCWCWCW PDPD ...... PWPWPW .. ....... ............... Page Page No. ............ ....................... ......... ............... ............ .............. .............................. .............................. ................. ....................... .............................................. ...................................................... ............................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ 26 ................................................................ - ................................ ................................ FPPC Form 806 ................................................................ - ................................ ................................ all rights reserved - FY_25 ................................ - 3516 - ................................FPPC Form 804 - FPPC Form 805 ................................ ................................................................ TUSTIN, CA - ................................ ................................ ................................ Volunteer - 2023 Gladwell Governmental Services, Inc. (909) 337 Adults, Registrants ArsonAdults, Registrants Sex OffendersAdvisor Reports, Investments Arbitrage Certificate of Deposit Investment BondsAerial Maps Analog HistoricalAffidavits of Posting, Affidavits of Publications Public Hearing Notices LegalAffidavits of Publications Public Hearing Notices Legal AdvertisingAffordable Housing Projects, Housing ProgramsAgency Report of Consultants Agency Report of New Positions Agency Report of Public Official Appointments Agenda Packets Includes Appeals City Council Housing AuthorityAgenda Packets Speaker SlipsAGENDA PACKETS, Planning Commission Building Board of Appeals ZoningAGENDA PACKETS., Audit Commission AGENDASAGENDA PACKETS., Boards Commissions CommitteesAGENDA PACKETS., Community Services Commission Public Art Committee AGENDASAGENDAS, Audit CommissionAGENDAS, Boards Commissions CommitteesAGENDAS, Community Services Commission Public Art CommitteeAGENDAS, Planning Commission Building Board of Appeals Zoning AdministratorAggravated, CRIME REPORTS INCIDENT REPORTS IF IMAGED HomicideAgreement, Agreements Contracts Except Class InstructorsAgreement, Capital Improvement Projects CIP Permanent File Scanned RecordsAgreement, Capital Improvement Projects CIP Water Permanent File Scanned RecordsAgreements Agreements Contracts ADMINISTRATIVE FILES CorrespondenceAgreements Contracts ADMINISTRATIVE FILES With Grant FundingAgreements Contracts Except Class Instructors AgreementAgreements Contracts UNSUCCESSFUL BIDS PROPOSALS RESPONSES to RFPsAgreements to City Clerk, Water Rights Send final contractsAgreements, Tract History Files Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 42285581324184882541719329 57 ------------------- ------- 1911141213 ----- P of 4 PDPDPDPDPD HRHR CD CCCDCD CD CDCD FINFINFINFINFINFINFIN PWPW CWCW . PD . PWPWPWPW ...... .... ..... .............. Page Page No. .......... ......... .......... ........... .......... ...................................................... ............................ ........................................................ ................... ..................... .......................................... ........................ .......................... ........................ ............................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ 26 ................................ - ................................ ................................ ................................ ................................................................ all rights reserved - ................................ FY_25 - ................................................................ ................................................................ 3516 - ................................................................ ................................ ................................ TUSTIN, CA ................................ ................................................................ ................................ ................................................................ ................................................................ Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims - 2023 Gladwell Governmental Services, Inc. (909) 337 Alcohol Beverage Control License Applications ABC ApplicationsAlcohol Test Results, Drug &ALPR Recordings, Automated License Plate Reader DataAlternative Payment Plans, Water Billing Payment Plans AmortizationAmendments to Records Retention Schedules, Records Retention SchedulesAmendments, General Plan ElementsAmortization, Water Billing Payment PlansAnalog, Aerial MapsAnalysis of Impediments to Fair Housing ChoicesAnimal Files, Canine Police Service Dogs Program Files Training FilesAnnexations Boundaries Consolidations LAFCOAnnual Comprehensive Financial Report, Audit ReportsAnnual Consumer Confidence Reports, Water Quality ReportsAnnual Report, STOP Source Data Audit Log Racial Identity Profiling Act RIPAAnnual Reports, Reports Studies Other than Historically significantAnnual State, ReportsAnnual Valuation Reports, CalPERS ReportsAppeals, Water BillingApplication Forms, Registration Forms Reservation Forms ClassesApplications Applications for Unsuccessful Candidates, Recruitment and Testing File IncludesApprovals, Construction Hydrant Meter ApplicationAPPROVED, Carry Concealed Weapon Permits CCW PermitsApproved, Temporary Entitlements Temporary PermitsAPPURTENANCES, Building Plans Finalled SINGLE FAMILY RESIDENTIAL SFRAQMD Certifications, Vehicle Equipment History FilesAQMD Permits GeneratorsAQMD Permits GeneratorsArbitrage, InvestmentsArrest Files, Investigation FilesArrest Packet, Logs Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 9219421121654111512282431342 57 ---------------- ------------ 1015 -- PPP of 5 PDPDPDPDPD HRHRHRHR CC CDCCCC CC FINFINFINFINFINFINFIN CWCWCWCW . PD .. PW .. ....... .......... Page Page No. ..................... ............................... .............. ................ ...................... ...................................... ................... ....................... ................................................... ...................................................................................................................... ............................. ............................... ............................................................... ................................................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ 26 ................................ - ................................ ................................................................................................ ................................................................ all rights reserved - FY_25 - 3516 - ................................ ................................ ................................................................ ................................ Worn Cameras MAV Mobile Audio Videos - TUSTIN, CA ................................ ................................................................ City CouncilMinutes ................................ -- ................................ Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims - 2023 Gladwell Governmental Services, Inc. (909) 337 Arrest, Officer Recordings BodyArson, RegistrantsAssessment District Ballots Protest Letters EnvelopesAssessment Rolls Lighting Landscape DistrictsAttendance Rosters, Training Presented by Staff COURSE RECORDSAttrition, Studies & Surveys Conducted on Behalf of the City Sick LeaveAUDIO RECORDINGS of Meetings, Boards Commissions CommitteesAUDIO RECORDINGS of Meetings, Community Services Commission Public Art CommitteeAudio Recordings, RecordingsAudio Tapes, Boards Commissions CommitteesAudio Tapes, Community Services Commission Public Art Committee RecordingsAudio Tapes, Planning Commission Building Board of Appeals Zoning AdministratorAudit Commission Audit Commission Audit Commission AGENDAS AGENDA PACKETS.Audit Commission MINUTES BYLAWS (Copies)Audit Commission Recordings VIDEO RECORDINGS of Meetings Video TapesAudit records Audit Reports Annual Comprehensive Financial Report ACFRAudit Work PapersAuthorization to give Medicine, Registration Forms Reservation Forms ClassesAuto Pay Authorization Forms Direct Deposit AuthorizationsAutomated License Plate Reader Data ALPR RecordingsAwards of significant historical interest, Historical Records Photographs B Backflow, Cross ConnectionBackground File Recruitment File Police Employees Police VolunteersBackground File Recruitment FileBackground Investigation files, Personnel Files Employee File IncludesBackground Investigations, Recruitment and Testing File Includes AdvertisementsBackgrounds, Regulatory Permits Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 14132222555732114511551122249 57 ------------- ---------------- 1813 -- of IT 6 PD HRHR CDCDCC CCCCCC FINFINFINFINFINFINFINFINFINFIN PWPWPWPW CWCWCWCWCW PWPW ... ... .... Page Page No. .......... ..................... ................... .................... ............ ........... ................. .................. .......................................................... ......................................... ...................... ....................... ................................................ .................................................. ............................................................. ............................................................. ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ 26 - ................................ ................................ ................................ ................................ all rights reserved - ................................ FY_25 - 3516 - ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ TUSTIN, CA ................................ FPPC Form 803 ................................ - Accidental Recordings Reviewed and Approved for De ................................ ................................ ................................ Planning - City Council - Worn Cameras 2023 Gladwell Governmental Services, Inc. (909) 337 - Backup, Accounts Payable InvoicesBackup, Treasurer's ReportsBackups Computer Backups ALL Disaster Recovery Computer BackupsBacteriological, Water Quality Lab Reports Chains of CustodyBalance Sheets, Reports Finance Reports created from Database Subsidiary LedgersBank Deposits, Bank Statements Trustee Statements Fiscal Agent StatementsBank Reconciliations, Bank Statements Trustee Statements Fiscal Agent StatementsBank Statements Trustee Statements Fiscal Agent StatementsBank Transmittal Advice, Bank Statements Trustee Statements Fiscal AgentBankruptcies NOT pursuedBankruptcies Where a claim is filedBanner Obstruction Permits, Permits TemporaryBanner Permits, Temporary Entitlements Temporary Permits Approved UnapprovedBANNERS, Code Enforcement Abatement Case Files Administrative CitationsBasin Equity Assessment Report Submitted to Basin WatermasterBehested Payment Report BenchmarksBenefit Plan Documents CalPERS Optical DentalBenefits, Studies & Surveys Conducted on Behalf of the City Sick LeaveBicycle Locker Rental Agreements, Permits Temporary Banner Obstruction PermitsBids See Agreements ContractsBids, Agreements UNSUCCESSFULBikeway Billing Registers Payment Registers Adjustment RegistersBoard Board Commission Committee Maddy Act Lists Vacancy NoticesBoards Commissions Committees City Council SubcommitteesBoards Commissions Committees External OrganizationsBoards Commissions CommitteesBoards, Oath of Office City CouncilBody Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 912548772226621111117655681162 57 ---------------------- -------- 10 - P of IT 7 PD CD CCCDCDCDCDCDCDCDCDCDCD FINFINFINFINFINFINFINFINFIN PW CWCWCWCWCW PW ... ...... ............ 1 4 Page Page No. ......-.......... - ......... ............................. ........... CD FIN ....................................... ................................ ................. .................... ....................... ........................ ......................... ......................... .......................... .................................................... ............................ ................. ................................................................................. ................................ ................................ ................................................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................ FAMILY DWELLINGS - ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................ 26 - ................................ ................................................................................................ ................................ ................................ all rights reserved ................................................................................................ - FY_25 - ................................................................ ................................ 3516 - ................................ ................................ ................................ ................................ ................................ ................................................................ TUSTIN, CA ................................ ................................ ................................................................ ................................ Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- wide, GIS Database Data Layers - Worn Cameras, Officer Recordings 2023 Gladwell Governmental Services, Inc. (909) 337 - BodyBoilers, Permits Pressure VesselsBonds Performance Bonds Subdivision Bonds Letters of CreditBonds Revenue Official Statements TranscriptsBoth CityBoundaries, AnnexationsBrochures Brochures Brochures, Reference Materials Policies ProceduresBudgets Adopted FinalBudgets Preliminary Proposed Backup DocumentsBuilding Activity, ReportsBuilding Board of Appeals (Copies), Planning Commission Building Board ofBuilding Board of Appeals, Planning CommissionBUILDING DIVISION, COMMUNITY DEVELOPMENTBuilding Permit DatabaseBuilding Permits, Address FilesBuilding Plans Cancelled WithdrawnBuilding Plans Finalled INDUSTRIAL COMMERCIAL MULTIBuilding Plans Finalled SINGLE FAMILY RESIDENTIAL SFR APPURTENANCESBuilding Security, Recordings Video Recordings Department ActivityBusiness Inspections, StormwaterBusiness License Administrative Citations Code EnforcementBusiness License Applications ChangesBusiness License Permit DatabaseBusiness License RenewalsBUSINESS LICENSE, FINANCEBYLAWS (Copies), Audit Commission MINUTESBYLAWS (Copies), Community Services Commission Public Art Committee MINUTESBYLAWS (Copies), Planning Commission Building Board of Appeals ZoningBYLAWS, Boards Commissions Committees Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 1142181233321473333275773421 57 --------------- ------------- 1010 -- P of 8 PDPDPDPDPDPDPDPD HRHR CD CCCCCCCCCDCDCDCCCCCC CD FIN PWPWPW CW . PDPD .. ....... 1 Page - Page No. ......... ......... .......... PD ............. .......................................... ................ ..................... .................................... .................................................................. ............................................ .......................... ...................................................... .............................................. ............................. .............................. ............................................................... ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ 26 ................................ - ................................ ................................ all rights reserved - FY_25 - ................................................................ 3516 - ................................ ................................ ................................ Built", Drawings Maps Plans Record Drawings ................................................................ - TRANSITORY / PRELIMINARY DRAFTS TUSTIN, CA ................................ - ................................ ................................ ................................ Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 C CAD, POLICECAD, Recordings Audio Recordings TapesCalendars CalGang, Registrants Gang Adults Shared Gang DatabasesCalGang, Registrants Gang Juveniles Shared Gang DatabasesCalifornia Building Codes, Uniform Building CodesCalifornia Civil Rights Department CRDCalPERS Reports Annual Valuation Reports Actuarial Valuation ReportsCalPERS, Benefit Plan DocumentsCampaign Filings FPPC 400 Series Forms Form 501 SUCCESSFUL CANDIDATESCampaign Filings FPPC 400 Series Forms Form 501Campaign Filings FPPC 400 Series Forms OTHER COMMITTEES PACSCampaign Filings FPPC 400 Series FormsCamps, Registration Forms Reservation Forms Classes Application Forms FeeCancelled, Building PlansCancelled, Loan Applications Potential Buyers DeniedCancelled, Planning Project FilesCandidate File Nomination Papers Candidate Statement FormsCandidate Statement Forms, Candidate File Nomination PapersCandidate Statements to be printed in the Sample BallotCanine Police Service Dogs Program Files Action ReportsCanine Police Service Dogs Program Files Training Files Animal FilesCannabis §11357Cannabis, Citations MarijuanaCannabis, CRIME REPORTS INCIDENT REPORTS Misdemeanor Infraction Adult MarijuanaCannabis, CRIME REPORTS INCIDENT REPORTS Misdemeanor InfractionCAPER, Housing Plans Consolidated Annual Performance Evaluation ReviewCapital Improvement Project "AsCapital Improvement Projects CIP Administration File NOT ScannedCapital Improvement Projects CIP Maintenance Projects Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 211366616851545331129112 57 --------------- --------- 13141110131819 ------- of IT 9 PDPDPD CDCD CDCDCCCDCD FINFINFINFINFINFIN PWPWPW CWCWCWCW . PWPWPWPWPWPWPW ... .... Page Page No. ...... ................. ................... .......... .............................. ............... ................ .............. ............... .................................................................................. ................................................................... ...................... ......................... .............................. ............................................................................................................................. ................................ ................................ ................................................................ ................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ 26 - ................................ ................................................................................................ all rights reserved ................................................................ - FY_25 - ................................ 3516 - ................................ TUSTIN, CA ................................ ................................ Receipts Daily Cash Summaries Cashiers Reports Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims funded Housing Projects, Housing Programs Affordable Housing Projects - - 2023 Gladwell Governmental Services, Inc. (909) 337 Capital Improvement Projects CIP Permanent File Scanned RecordsCapital Improvement Projects CIP Water Administration FileCapital Improvement Projects CIP Water Permanent File Scanned RecordsCarry Concealed Weapon Permits CCW Permits APPROVEDCarry Concealed Weapon Permits CCW Permits DENIEDCase File, Foreclosure Notices Notices of Defaults NODCash Receipts Daily Cash Summaries Cashiers Reports Cash ReportsCash Reports, Cash Cashed, Checks WarrantsCashiering, Recordings Video Recordings Department ActivityCashiers Reports, Cash Receipts Daily Cash SummariesCatch Basins, Stormwater Operation MaintenanceCathodic Protection Maintenance Records, Underground Storage Tank City Owned USTCC and R Agreements Covenants Conditions RestrictionsCCW Permits, Carry Concealed Weapon PermitsCDBG CDBGCensus DemographicsCertificate of Deposit, Investments ArbitrageCertificate of Election, Elections HISTORICAL Sample ballot Copies ofCertificate of Occupancy CofO TEMPORARYCertificate of Occupancy CofOCertificates of Disposal, Hazardous Waste ManifestsCertificates of Participations, Bonds Revenue Official Statements TranscriptsCertifications, Training EMPLOYEE RECORDS If Records are CreatedCertified Payrolls, Agreements Contracts ADMINISTRATIVE FILES CorrespondenceCertified Payrolls, Agreements Contracts ADMINISTRATIVE FILES With Grant FundingCertified Payrolls, Capital Improvement Projects CIP Administration File NOTCertified Payrolls, Capital Improvement Projects CIP Water Administration FileChains of Custody, Water Quality Lab ReportsChains of Custody, Water Quality Lab Reports Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 725923146648817125353151 57 -------------- ---------- 14191011111314 ------- PP of RP PDPDPDPD HRHR CD CD CDCCCC FINFINFINFIN PWPWPW CWCWCW 10 PWPWPWPWPWPWPW ... .............. Page No. .......Page ........ ................................. ............ ....................... ................ ................ .................. ...................... ................... ........................................... ........................ ................................................................................................ ........................... .............................................................................. .............................. ................................................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ 4s -................................................................................................................................ ................................ ................................................................................................ ................................ 26 ................................ - ................................ all rights reserved - ................................ FY_25 ................................ ................................ - ................................ City Council 3516 ................................ - - ................................................................................................................................ ................................ ................................ TRANSITORY / PRELIMINARY DRAFTS ................................ TUSTIN, CA - ................................ Produced by OUTSIDE ORGANIZATIONS ................................ - Trip Inspections DOT ProgramTrip Inspections DOT Program -- Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 Chamber of Commerce Change Orders, Capital Improvement Projects CIP Permanent File Scanned RecordsChange Orders, Capital Improvement Projects CIP Water Permanent File ScannedChanges, Business License ApplicationsChanges, Payroll Benefit Files Administration Forms WCharge, Registration Forms Reservation Forms Classes Application Forms FeeCHAS, Housing Plans Consolidated Annual Performance Evaluation Review CAPERCheck Request, Accounts Payable Invoices Backup Includes InvoicesChecklists Checks Warrants Cashed PaidChemical Use Report Form, Material Safety Data Sheet MSDS Safety Data Sheet SDSChemical, Water Quality Lab Reports Chains of CustodyChild Support, Verifications of EmploymentChildhood Sexual Assault After January 1Childhood Sexual Assault Before January 1Children's Programs, Activity Special Programs Special Event TripsCHP Inspections, PreCHP Inspections, PreCHP, Transportation Audits DMVChristmas Tree Lots, Temporary Entitlements Temporary Permits ApprovedCIP, Capital Improvement ProjectsCIP, Capital Improvement ProjectsCIP, Capital Improvement ProjectsCIP, Capital Improvement ProjectsCitations Marijuana CannabisCitations Parking MovingCitations, OSHA Logs 200 300 301 301A OSHA InspectionsCitizen Participation Plan, Housing Plans Consolidated Annual PerformanceCitizen's Academy ApplicationsCitizen's Finance Oversight Committee City Clerk has all Real Property records for Permanent retention Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 65244515121414911511213232336 57 ------------- ---------------- 1217 -- PPP of . HRHRHRHR CCCCCCCCCCCCCCCCCCCCCC CDCDCDCDCD CMCMFIN PW CWCW 11 . PWPW ... ............. 1 .......... 1 1 Page No. -............................ - - .......Page ........ ........... CC .......... CM CW .............. .............................. ............. ................ ... .................. ....................... ...................... ................................. ............................................................. ............................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................................................ 26 - ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ all rights reserved - FY_25 - ................................ ................................ 3516 - ................................ ................................ ................................ ................................ ................................................................ ................................................................................................ TUSTIN, CA ................................ ................................ ................................ ................................ ................................ ................................ ................................ MinutesResolutions ................................ -- ................................................................................................ ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 WIDE (Used by ALL Departments) Owned, Underground Storage Tanks - - City Clerk is OFR, Private Land Development Projects Job Files Permanent FilesCITY CLERKCITY CLERKCITY CLERKCity Council City Council City Council Board Commission Historical List of MembersCity Council Citizen's Finance Oversight Committee Audit CommissionCity Council CorrespondenceCity Council Subcommittees, Boards Commissions CommitteesCity Council, Agenda Packets Includes AppealsCity Council, Oath of OfficeCITY MANAGERCity Seal, Historical Records Photographs Historical Projects IncorporationCityCITYCivicRec, Registration DatabaseClaim FormsClaimsClaims, California Civil Rights Department CRDClass, Registration Database CivicRecClasses, Registration Forms Reservation FormsClassification Reorganization StudiesClassification Specifications, Job DescriptionsCleaning, Reservoirs Tanks Maintenance Flushing DisinfectionCode Enforcement Abatement Case Files Administrative CitationsCode Enforcement Abatement Case Files Administrative CitationsCode Enforcement Complaint Letters, Code Enforcement Abatement Case FilesCode Enforcement Complaint Letters, Code Enforcement Abatement Case FilesCode Enforcement DatabaseCode Enforcement Notices of Violation, Business License Administrative Citations Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 863616651141221222334825411112 57 ---------------- -------------- 13 - PPP of HR CDCDCDCDCDCD CDCCCDCCCCCCCCCCCC FINFINFINFINFIN PW CWCWCWCWCW 12 PW .. ............. ........ 2 1 2 3 3 4 Page No. ------ ...........Page ......... .................. CDCDCDCDCDCD ............ ........................... .............. .... ................. .................. ................... ..................... ....................... .................................... ............. .................................................... ............................ ........................................................... ................................................................... ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ 26 - ................................ ................................................................ all rights reserved - ................................ FY_25 - ................................................................ ................................ City Council 3516 - - ................................ ................................ ................................ ................................ City CouncilMinutes ................................ -- ................................ ................................ ................................ TUSTIN, CA ................................ ................................ External Organizations - External Organizations - 2023 Gladwell Governmental Services, Inc. (909) 337 Code Enforcement Notices of Violation, Water Billing Drought Compliance IncludesCode Enforcement, Business License Administrative CitationsCODE ENFORCEMENT, COMMUNITY DEVELOPMENTCode, Business License Administrative CitationsCofO, Certificate of OccupancyCollection Agency Case Files, CollectionsCollections Collection Agency Case Files StatementsCommendations, ProclamationsCOMMERC IAL, Building Plans Finalled INDUSTRIALCommission Historical List of Members Commission Members, Oath of Office City Council BoardsCommission, BoardCommissions Commissions, BoardsCommittee Maddy Act Lists, Board CommissionCommittees Committees, Boards CommissionsCOMMUNITY DEVELOPMENT BUILDING DIVISIONCOMMUNITY DEVELOPMENT CODE ENFORCEMENTCOMMUNITY DEVELOPMENT ECONOMIC DEVELOPMENTCOMMUNITY DEVELOPMENT HOUSING DIVISIONCOMMUNITY DEVELOPMENT PLANNINGCommunity Outreach, Capital Improvement Projects CIP Administration File NOTCommunity Outreach, Capital Improvement Projects CIP Water Administration FileCommunity Services Commission Community Services Commission Community Services Commission Public Art Committee AGENDASCommunity Services Commission Public Art Committee MINUTES BYLAWS (Copies)Community Services Commission Public Art Committee RecordingsCompensation Surveys & StudiesComplaints Concerns from Citizens Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 45131277513334335213412 57 ----------- ------------ 1112201414141314 -------- of IT PD CDCDCDCDCDCDCDCDCDCC CM PWPWPWPWPWPW CWCWCWCW 13 . PD PWPWPWPWPWPWPW ..... .. ...... Page No. .........................Page ............................... ..................... ........................ .............................. .............................. ................................. .................. ............................................. .......................... ........................................................................................ ............................. ................................ .............................................................. ................................................................ ................................ ................................................................................................................................ ................................................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................................................................................ ................................................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ 26 ................................ - ................................................................ TRANSITORY / PRELIMINARY DRAFTS ................................................................ all rights reserved - - ................................................................ FY_25 ................................ - ................................ 3516 - ................................ ................................ ROUTINE - ................................ TUSTIN, CA ................................................................ Correspondence - ................................ ................................ Grants / CDBG / Reimbursable Claims / FEMA Claims / OES - Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 Complaints generated from a civilian, Internal Affairs InvestigationsCompletion records Compliance orders, Construction Notices Inspection Notices Correction noticesCompliant, Report to the State Commission on Peace Officer Standards TrainingComprehensive Housing Affordability Strategy, Housing Plans Consolidated AnnualComputer Backups, BackupsComputerized Maintenance Management System, Work Orders Service Requests CMMSComputerized Maintenance Management System, Work Orders Service Requests CMMSConcerns from Citizens, ComplaintsConditional Use Permits, Planning Project Files Approved Permanent EntitlementsConditions of Approval, Planning Project Files Approved Permanent EntitlementsConditions, CC and R Agreements CovenantsConferences (Copies), TravelConfined Space EntriesConservation Program Grants Rebates ToiletsConsiderable Consolidated Action Plan, Housing Plans Consolidated Annual PerformanceConsolidated Annual Performance, Housing PlansConsolidations, Annexations BoundariesConstruction Hydrant Meter Application ApprovalsConstruction Inspection DatabaseConstruction InspectionConstruction Inspections, Private Land Development Projects Job FilesConstruction Manager's Logs, Capital Improvement Projects CIP AdministrationConstruction Manager's Logs, Capital Improvement Projects CIP WaterConstruction Notices Inspection Notices Correction noticesConstruction Standards, DesignContent NOT Substantive Contract includes all contractual obligations, Agreements Contracts Except ClassContract, Capital Improvement Projects CIP Permanent File Scanned RecordsContract, Capital Improvement Projects CIP Water Permanent File Scanned Records Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 311113332291553341135537592 57 ---- ----------------------- 19141816 ---- of HRHR CCCCCCCD CCCD CD FIN PWPWPWPW CWCWCWCWCWCWCWCWCWCWCWCWCW 14 PWPWPWPW .... ..... Page No. ................... ......................Page ........ ......... .............................................. ........... ............................... ................ ............... .................... .................... ...................... ....................... ................................................. ......................... .......................... ........................... ............................ ............................. ............................... ................................ ................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ 26 - ................................ ................................................................ all rights reserved - FY_25 ................................................................................................ - ................................ 3516 - Hazard identification Evaluation ................................ ................................ External Organizations TUSTIN, CA - ................................................................ ................................................................................................ Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims - FPPC 400 Series Forms - 2023 Gladwell Governmental Services, Inc. (909) 337 Contracts See AgreementsContracts, Agreements UNSUCCESSFUL Bids / PropsalsContracts, AgreementsContracts, AgreementsContracts, Bids See AgreementsCopies Copies Duplicates of any record (Copies)Copies of resolutions, Elections HISTORICAL Sample ballotCopper, Water Quality Lab Reports Chains of Custody LeadCOPs, Bonds Revenue Official Statements TranscriptsCopy, Capital Improvement Projects CIP Permanent File Scanned RecordsCopy, Capital Improvement Projects CIP Water Permanent File Scanned RecordsCore Competencies, Training EMPLOYEE RECORDS If Records are CreatedCorrection notices, Construction Notices Inspection NoticesCorrection, Workplace Violence Corrections, ViolationsCorrespondence Correspondence Regulatory Agencies Not Related to a CIP StateCorrespondence ROUTINECorrespondence TRANSITORY PRELIMINARY DRAFTS InteragencyCorrespondence, Agreements Contracts ADMINISTRATIVE FILES With Grant FundingCorrespondence, Agreements Contracts ADMINISTRATIVE FILESCorrespondence, Elections GENERAL WORKING ADMINISTRATION FilesCorrespondence, Environmental Determinations Environmental Impact Reports EIRsCorrespondence, Grants UNSUCCESSFUL ApplicationsCorrespondence, Labor Relations Files Negotiation NotesCorrespondence, Planning Project Files Approved Permanent EntitlementsCorrespondence, Private Land Development Projects Job Files Administration FileCorrespondence, Regulatory Agency ComplianceCountermeasures, Aboveground CNG Storage Tanks Agency Owned Spill PreventionCounty Board of Supervisors Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 351756667777888682175662 57 ------------------- ----- 151515101111 ------ P of PDPDPDPDPDPDPDPDPDPDPDPDPDPD HR CCCD CD FINFIN PWPWPW 15 PD PWPWPWPWPW .. .... .. Page No. ........Page .............................. ............ ............ .............. ................................... ................. .................. ............................................................................................ .................... ....................... ...................... ............................................................................................................ ........................................................ ............................................................. ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ 26 - ................................ ................................ all rights reserved - ................................................................ FY_25 reads - - 3516 - ................................ ................................................................ ................................................................ ................................ TUSTIN, CA Trip Inspections DOT Program CHP InspectionsTrip Inspections DOT Program CHP Inspections -- ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 County Election Services, Elections GENERAL WORKING ADMINISTRATION FilesCovenants, CC and R AgreementsCRD, California Civil Rights DepartmentCredits, Utility Adjustment Slips Meter MisCRIME REPORTS INCIDENT REPORTS ALL FELONIES MISDEMEANORSCRIME REPORTS INCIDENT REPORTS Firearms entered into CLETSCRIME REPORTS INCIDENT REPORTS IF IMAGED HomicideCRIME REPORTS INCIDENT REPORTS Juvenile Child Abuse Severe NeglectCRIME REPORTS INCIDENT REPORTS Misdemeanor Infraction Adult MarijuanaCRIME REPORTS INCIDENT REPORTS Misdemeanor Infraction MarijuanaCRIME REPORTS INCIDENT REPORTS Misdemeanor InfractionCRIME REPORTS INCIDENT REPORTS Missing Persons ReturnedCRIME REPORTS INCIDENT REPORTS Sealed Adult Juvenile Ward CasesCRIME REPORTS INCIDENT REPORTS Sealed Juvenile CasesCRIME REPORTS INCIDENT REPORTS Vacatur Relief Granted by CourtCRIME REPORTS INCIDENT REPORTSCrime Statistics submitted to DOJCriminal Intelligence Files, Intelligence FilesCross Connection BackflowCultural Arts, Activity Special Programs Special Event Trips Children's ProgramsCUPs, Planning Project Files Approved Permanent EntitlementsCUPs, Private Land Development Projects Job Files Administration FileCUPs, Private Land Development Projects Job Files Permanent Files DrainageCustomer Complaints, Customer ConcernsCustomer Concerns Customer Complaints Odor Taste D Daily Cash Summaries, Cash ReceiptsDaily Equipment Checks, PreDaily Equipment Checks, PreDaily Inspection Log Juvenile LogDaily Inspections, Capital Improvement Projects CIP Administration File NOT Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 23456991976423489965111133 57 ----------------- --------- 1313101115 ----- of IT PDPDPDPDPD HRHR CDCDCCCD CD .. FINFINFINFINFINFINFINFIN PWPWPW CWCW 16 . .... PWPWPWPWPW .. ..... ..... Page No. .............. ......................Page .................. .......................... ............................................................... ................................ .................................................. .......................................................... ...................... ........................ ........................... ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................................................................................................................ ................................................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................................................................................................................ ................................................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................ ................................................................................................ ................................ ................................................................................................ reads Credits - ................................ 26 - ................................ ................................ ................................ ................................ ................................................................................................ all rights reserved - FY_25 ................................................................ - Worn Cameras MAV Mobile Audio Videos - 3516 ................................................................ - ................................ ................................................................ 166 941 Forms IRS 5500 Forms - Trip Inspections DOT Program CHP InspectionsTrip Inspections DOT Program CHP Inspections TUSTIN, CA -- ................................ 3 DE ................................................................................................ - ................................ ................................................................ 43 W - ................................ 9 DE - 7 DE - ................................................................ 2023 Gladwell Governmental Services, Inc. (909) 337 436 DE -- Daily Inspections, Capital Improvement Projects CIP Water Administration FileDaily Logs, Capital Improvement Projects CIP Administration File NOT ScannedDaily Logs, Capital Improvement Projects CIP Water Administration FileDaily Observation ReportsDaily Vehicle Inspections, PreDaily Vehicle Inspections, PreDamage to Public Property, Accounts Receivable MiscellaneousData, GIS DatabaseDatabase, Planning Project Log of ApplicationsDate, Training EMPLOYEE RECORDS If Records are CreatedDEDE542DEDebits to Accounts, Utility Adjustment Slips Meter MisDedications, Private Land Development Projects Job Files Permanent FilesDeeds are sent to City ClerkDeeds Easements Liens Rights of WayDeeds Easements Liens Rights of WayDeeds, Housing Programs Affordable Housing Projects RehabilitationDeferrals, Water Billing Payment Plans Amortization Alternative Payment PlansDeferred Compensation 457 Reports RegistersDeletion of Data, Officer Recordings BodyDelinquent Accounts, Collections Collection Agency Case Files StatementsDemographics, CensusDENIED, Carry Concealed Weapon Permits CCW PermitsDental, Benefit Plan Documents CalPERS OpticalDepartment Activity, Recordings Video RecordingsDepartment of Fair Employment & HousingDepartment Policies Procedures Operation Directives General OrdersDepartment PoliciesDepartment Reports Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 643765259133981441135 57 ------------ --------- 19151117191919171111 ---------- PP of .. PDPDPDPDPDPDPD HRHRHR CDCDCC CC FIN PWPW CWCW 17 PD PWPWPWPWPWPWPWPWPW ... .. 2 1 ... -- Page No. Page .............................. .......... PDPD ....................... ............ .............................. .............. ................. .................... ...................................................................................................... .......................... ........................................................ ....................................................... ............................. ............................................................... ................................ ...................... ................................ ................................ ................................ .............................................................................................................................................................. ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ 26 - ................................ ................................ ................................ ................................ all rights reserved ................................................................................................................................ - ................................ FY_25 - ................................ 3516 - ................................ Worn Cameras MAV Mobile Audio Videos - ................................ TUSTIN, CA ................................ ................................ ................................ ................................ ................................ n Standards Authored by the City level Files, Personnel Files - Ride Database, Transportation Dispatch SystemRide, Transportation Applications for Service -- 2023 Gladwell Governmental Services, Inc. (909) 337 aa -- DepartmentDeposit Accounts Trust Accounts Refundable DepositsDesign ConstructioDesign Review, Planning Project Files Approved Permanent EntitlementsDesignations, Historic Preservation Survey EvaluationsDestroyed Wells, Wells History Operations Includes AbandonedDestruction, RecordsDETECTIVE BUREAU, POLICEDetention Reports, CRIME REPORTS INCIDENT REPORTS ALL FELONIES MISDEMEANORSDetention, Officer Recordings BodyDevelopment, Fire Hydrant Flow Pressure TestsDFEH or EEOC, California Civil Rights Department CRDDialDialDig Alerts, Underground Service Alerts USA'sDig Alerts, Underground Service Alerts USA'sDig Alerts, Underground Service Alerts USA'sDirect Deposit Authorizations, Auto Pay Authorization FormsDisinfectant Residuals, Water Quality Lab Reports Chains of Custody ChemicalDisinfection Byproduct Precursors, Water Quality Lab Reports Chains of CustodyDisinfection Byproducts, Water Quality Lab Reports Chains of Custody ChemicalDisinfection, Reservoirs Tanks Maintenance FlushingDISPATCH, POLICE CADDisposition of complaints made against its officersDisposition, Report to the State Commission on Peace Officer Standards TrainingDistribution, Municipal Code AdministrationDMV Pull Notices Except PoliceDMV Pull Notices Police OnlyDMV, Transportation AuditsDocumentation, Labor Relations Files Negotiation Notes CorrespondenceDomestic Violence, CRIME REPORTS INCIDENT REPORTS ALL FELONIES MISDEMEANORS Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 144641628258539236332222 57 ------ ------------------ 101116111714 ------ of IT . PDPDPD HRHRHR CD CC CCCDCCCC FIN PWPWPWPWPWPW CWCWCWCW 18 PD ... PWPWPWPWPW ..... ......... 3 Page No. - ........Page ......... ............................... ......... CD ...................... ........................... .............. ... .............. ...................................... ....................... ........................ ................................................................................................. ........................................................... ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................ ................................ 26 - ................................................................ ................................ ................................ ................................ Format Drawings all rights reserved - - ................................ FY_25 ................................ - ................................ ................................ 3516 - ................................................................ ................................ ................................................................................................................................ TUSTIN, CA ................................ ................................ 4 Reports - ................................................................ Trip InspectionsTrip Inspections -- ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 4 Reports - Doors, Recordings Video Recordings Public ActivityDOT Program, PreDOT Program, PreDPH, Regulatory Agency Compliance Correspondence Supporting DocumentationDrafts Notes Drafts that are revised Retain final versionDrafts that are revised, Drafts NotesDrainage, Private Land Development Projects Job Files Permanent FilesDrawings Maps Plans Record Drawings LargeDrills, EOC ActivationsDriveway, Private Land Development Projects Job Files Permanent Files DrainageDrone Unmanned Aerial Vehicle RecordingsDrought Compliance, Water BillingDrug & Alcohol Test Results Positives and NegativesDuces Tecum, Public Records Requests Request for Records Subpoenas RecordsDuces Tecum, Subpoenas Personal AppearanceDue Diligence Reports For served warrants onlyDumpster Permits, Permits Temporary Banner Obstruction PermitsDuplicates of any record (Copies), CopiesDuration, Training EMPLOYEE RECORDS If Records are Created E Easements, DeedsEasements, DeedsEasements, Private Land Development Projects Job Files Permanent Files DrainageEasements, Tract History Files AgreementsEconomic Development Projects Programs Subject Issues IssuesECONOMIC DEVELOPMENT, COMMUNITY DEVELOPMENTEconomic Interest Filings FPPC 700 Series FormsEconomic Interest Filings FPPC Form 602 or 635EEOEEOC Reports EEOEIR, Capital Improvement Projects CIP Water Permanent File Scanned Records Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 533344534436693222194446144 57 -------- ------------------- 10151815 ---- of IT RP PDPD HRHRHRHRHR CDCCCCCCCCCCCD FINFINFIN PWPWPWPW CWCWCWCW 19 .. .. PWPWPWPW ..... ..... Page No. ...... ..............Page .................................. ......... .................................. ................... ................. ..................... ...................... ...................... ........................... .................................................... .................................................................................... ................................................................................................................................ ............................................................................................... ................................ ................................ ................................ ................................................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................................................ ................................ ................................................................ ................................ ................................ 166 941 Forms IRS 5500 Forms - ................................ ROUTINE ................................ - 3 DE - 26 ................................ - ................................................................ ................................ 43 W ................................................................................................ all rights reserved - - FY_25 ................................ - 3516 - 9 DE - ................................ ................................ Correspondence -7 DE - ................................ TUSTIN, CA ................................................................ 6 DE - ................................ ROUTINETRANSITORY / PRELIMINARY DRAFTS TRANSITORY / PRELIMINARY DRAFTS ................................................................ - - - ................................ Correspondence Correspondence Correspondence - - - 2023 Gladwell Governmental Services, Inc. (909) 337 mail mail -- EIRs, Environmental Determinations Environmental Impact ReportsElections GENERAL WORKING ADMINISTRATION Files CorrespondenceElections HISTORICAL Sample ballot Copies of resolutionsElections Petitions Initiative Recall Referendum IF INSUFFICIENTElections Petitions Initiative Recall Referendum IF INSUFFICIENTElections Petitions Initiative Recall Referendum IF SUFFICIENTElements, General PlanEEmail EEmail with SUBSTANTIVE content Embezzlement of Public Money, CRIME REPORTS INCIDENT REPORTS IF IMAGED HomicideEmbezzlement, CRIME REPORTS INCIDENT REPORTS IF IMAGED HomicideEmergency Generators, Generator Operation Logs Inspections PortableEmergency Generators, Generator Operation Logs Inspections PortableEmergency Response Plan, Vulnerability AssessmentEmployee Benefit Plans, DEEmployee File, Personnel FilesEmployee History Cards "White Card"Employee Investigation and Disciplinary files involving Police DepartmEmployee Investigation Files Excludes PoliceEmployees Performing Work, Recordings Video Recordings Department ActivityEmployment VerificationsEmployment VerificationsEncroachment Permits Excavation Permits Temporary Street PermitsEncroachment Permits WaterEncroachments PermanentEnforcement of Business License, Business License Administrative Citations CodeEngineering has all CIP Projects, Redevelopment Projects Project AreasEngineering Permits DatabaseEngineering Studies Surveys Preliminary Studies Project Assessments Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 912571513234351632517564372 57 -------------- ------------- 14161218 ---- P of IT RP PDPD HRHR CCCDCD CD CCCD CD CC CDCD FINFIN PWPWPWPWPWPW CWCW 20 ... PWPWPWPW .... ...... 1 Page No. ...... - Page ................. ................... ............. ....................... ............................................. PW ..................................... ................................. ................................ ................ ................. ............................................... ......................... ............... ........................... ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................................................................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................................................................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ 26 - ................................ ................................ ................................ all rights reserved - ................................ FY_25 ................................................................ ................................ - ................................ ................................................................ ................................................................ 3516 ................................ - ................................ Hazard identification ................................ ................................ TUSTIN, CA ................................ ROUTINE - ................................ ................................ ................................ ................................ ................................ FPPC Form 802 - Assessment District Ballots Correspondence - - 2023 Gladwell Governmental Services, Inc. (909) 337 ENGINEERING, PUBLIC WORKSEnterprise System Catalogue Posted on lineEnvelopes Environmental Determinations Environmental Impact Reports EIRsEnvironmental Determinations, Planning Project Files Approved PermanentEnvironmental Documents, MCAS Tustin Legacy Closure Reuse Tustin Base ClosureEnvironmental Impact Reports, Environmental DeterminationsEnvironmental, Capital Improvement Projects CIP Water Permanent File ScannedEOC Activations DrillsEPA, Correspondence Regulatory Agencies Not Related to a CIP StateEPA, Regulatory Agency Compliance Correspondence Supporting DocumentationEquipment History Files, VehicleEscheat Unclaimed money Uncashed checksEssential Ethics Training CertificatesEvaluation Review, Housing Plans Consolidated Annual PerformanceEvaluation, Workplace Violence Evaluations Surveys Program EvaluationsEvaluations, Historic Preservation SurveyEvaluations, Personnel Files Employee File Includes ApplicationEvent Ticket Evidence Logs, PropertyExamples of Maintenance Projects, Capital Improvement Projects CIP MaintenanceExamples, Planning Project Files Approved Permanent EntitlementsExamples, Private Land Development Projects Job Files Administration FileExamples, Private Land Development Projects Job Files Permanent Files DrainageExcavation Permits, Encroachment PermitsExemptions, VariancesExpenditure Reports, Reports Finance Reports created from Database SubsidiaryExpired, Planning Project Files CancelledExternal Organizations Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 3916866394239992189712814833 57 ------------------------ ---- 1310 -- PPPPP of .. PDPDPDPDPDPDPD CDCD FINFINFINFINFINFINFINFINFINFIN PWPWPW CW 21 . PWFIN .. ............. 1 4 Page No. ....... -- Page 8 9 ........ - - .......... .......... ............................. FINFIN ............. .............................. FIN PW ............... .................... ........................................ ............................................. ...................... ............................ ................................... ............................ ................................ ............................... ................................ ................................ ................................................................................................ ................................ ................................ ............................................................ ............................................................. ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ 166 941 Forms IRS 5500 Forms ................................ - 26 - ................................ ................................ 3 DE - ................................................................ ................................ ................................ all rights reserved ................................ - FY_25 ................................ 43 W - ................................ - 3516 - ................................................................ ................................................................ 166 941 Forms IRS 5500 Forms ................................ - 9 DE - ................................ 3 DE - 7 DE - TUSTIN, CA ................................ ................................ 43 W 6 DE - ................................ - payment Notices Notice of Payment Delinquency ................................ - ................................ 9 DE ................................................................ - ................................ 7 DE - 6 DE - 2023 Gladwell Governmental Services, Inc. (909) 337 Extra Patrol requests, Vacation House Checks F Facility InspectionsFacility Use Permits Field Use PermitsFactually Innocent Petition Accepted Records Sealed Pending DestructioFalse Alarm ReportsFalsification of public records, CRIME REPORTS INCIDENT REPORTS IF IMAGEDFatal Traffic Accidents, CRIME REPORTS INCIDENT REPORTS IF IMAGED HomicideFederal Agencies, Correspondence Regulatory Agencies Not Related to a CIP StateFederal Tax Deposits, DEFederal, Reports Annual StateFee, Registration Forms Reservation Forms Classes Application FormsFEMA Reimbursement OES ReimbursementsFICA, DEField Investigation Cards FI's GANGS After Entry into RMSField Investigation Cards FI's NOT Gangs After Entry into RMSFIELD SERVICES, PUBLIC WORKSField Trips, Registration Forms Reservation Forms Classes Application Forms FeeField Use Permits, Facility Use PermitsField, Stormwater Operation Maintenance Catch BasinsFiled by Employee Name, Training EMPLOYEE RECORDS If Records are CreatedFilm Interim Use Permits, Special Event PermitsFilming, Activity Special Programs Special Event Trips Children's ProgramsFinal Budgets AdoptedFinal, Water Billing NonFinalled, Building PlansFINANCE ACCOUNTINGFINANCE BUSINESS LICENSE UTILITY BILLING AND REVENUEFINANCE PAYROLLFinance Reports created from Database, ReportsFinancial Services Database Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 96149923948772235563223232 57 ------------ -------------- 1115151517 ----- PPP of PDPDPDPDPD CD CD CCCCCCCCCCCCCC FINFIN PW CWCWCWCWCWCW 22 PD PWPWPWPW ...... .. Page No. ...... .............................Page ................ ................................................ ................ ............. ....................................................... ............................... ..................... ......................................................................... ................... ........................ ...................... ............................. ................................................................................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................ ................................ 26 - ................................................................ ................................ ................................................................................................ - all rights reserved ................................................................ - FY_25 ................................................................................................ ................................ - ................................ ................................................................................................ 3516 ................................................................-- - ................................ ................................ ................................ TUSTIN, CA ................................ TRANSITORY / PRELIMINARY DRAFTS ................................................................ - ................................................................ ................................ ................................ ................................ ................................ Correspondence Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS --- 2023 Gladwell Governmental Services, Inc. (909) 337 Financial, Training Presented by Staff COURSE RECORDS Attendance RostersFinding, Report to the State Commission on Peace Officer Standards TrainingFire Flow OCFAFire Hydrant Flow Pressure Tests Development MaintenanceFirearms entered into CLETS, CRIME REPORTS INCIDENT REPORTSFirst Aid Reports Minor Incident ReportsFirst Time Home Buyers, Loan Applications Potential Buyers Denied CancelledFI's, Field Investigation CardsFiscal & Financial, Training Presented by Staff COURSE RECORDS AttendanceFiscal Agent Statements, Bank Statements Trustee StatementsFixed AssetsFixed, Generator Operation Logs InspectionsFixed, Generator Operation Logs InspectionsFlushing, Reservoirs Tanks MaintenanceFlyers Flyers Flyers Flyers, Reference Materials Policies Procedures BrochuresFood Bank Distributions, Food DistributionsFood Distributions Food Bank DistributionsForeclosure Notices Notices of Defaults NODForfeiture NotificationFound Property, LostFound, CRIME REPORTS INCIDENT REPORTS Firearms entered into CLETSFPPC 400 Series FormsFPPC 700 Series FormsFPPC Form 501 Form 501FPPC Form 501 Form 501FPPC Form 501 FPPC 400 Series Forms FPPC Form 501 FPPC 400 Series Forms FPPC Form 501 SUCCESSFUL CANDIDATES Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 322222226299926483535439 57 --------- --------------- 101015101513 ------ of PDPDPDPDPDPD HR CCCCCCCCCCCCCCCC CD CD CC FIN PWPWPWPW CW 23 . PDPD PWPWPWPW ... ..... ............... Page No. ............. Page ......... ......... ...................... ........................ ........................... ................ ................ .............................................................. ...................... ........................ ......................... ........................... ........................................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ 26 ................................ - - ................................ ................................................................ ................................................................ all rights reserved - ................................ FY_25 ................................ ................................ - ................................................................ 3516 ................................ - ................................................................................................ ................................ ................................ ................................ ROUTINE - TUSTIN, CA ................................................................ ................................ ................................................................ ................................ ................................ ................................ Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 FPPC Form 501 UNSUCCESSFUL CANDIDATES FPPC Form 602 or 635FPPC Form 801 Gift to Agency ReportFPPC Form 802 Event Ticket Pass Distributions Agency ReportFPPC Form 803 Behested Payment ReportFPPC Form 804 Agency Report of New PositionsFPPC Form 805 Agency Report of ConsultantsFPPC Form 806 Agency Report of Public Official AppointmentsFraud, CRIME REPORTS INCIDENT REPORTS IF IMAGED HomicideFrom Architects, Requests Permissions to Receive Copies of Plans ToFuel Inventories G Gang Adults, RegistrantsGang Juveniles, RegistrantsGang STEP NoticeGANGS, Field Investigation Cards FI'sGangs, Informant FilesGarbage Liens, Solid Waste LiensGas Tax, Reports Annual State Federal State Controller's ReportGeneral Cleaning, Stormwater Operation Maintenance Catch Basins FieldGeneral Files General Liability Claim Runs, JPA JPIA ReportsGeneral Orders, Department Policies Procedures Operation DirectivesGeneral Plan Elements AmendmentsGeneral Subjects. Those related to a case are in the case fileGENERAL, ElectionsGenerator Operation Logs Inspections Fixed Stationary GeneratorsGenerator Operation Logs Inspections Fixed Stationary GeneratorsGenerator Operation Logs Inspections Portable Emergency GeneratorsGenerator Operation Logs Inspections Portable Emergency GeneratorsGenerators, AQMD Permits Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 94225221555518771922364 57 ----- ------------------ 14141617181410 ------- of IT PD HR CCCD CDCDCC CM PWPWPWPWPWPW CWCWCWCWCWCWCWCW 24 PWPWPWPWPWPWPW ........ ..... Page No. ...... .......Page .............. ....... ........ ............ ........................ ............................. ................ .............. ................. .................. ................... .................... ...................... ....................... ......................... ..................................................... ........................................................ .......................... ............................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ 26 - ................................ ................................ ................................ all rights reserved - FY_25 - 3516 - ................................ ................................ wide Specialized - ................................ TUSTIN, CA ................................ FPPC Form 801 - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ................................ - estruction Log Documents related to ................................ Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- 2023 Gladwell Governmental Services, Inc. (909) 337 Generators, AQMD PermitsGeotechnical Soil Reports Hydrology ReportsGeotechnical Studies, Capital Improvement Projects CIP Permanent File ScannedGeotechnical Studies, Capital Improvement Projects CIP Water Permanent FileGift to Agency Report GIS Database Data Layers Both CityGrading Permits, Capital Improvement Projects CIP Permanent File Scanned RecordsGrading Permits, Capital Improvement Projects CIP Water Permanent File ScannedGrading PlansGrand Jury Reports Responses Regarding City OperationsGrant agreement Grants CDBG Reimbursable Claims SUCCESSFUL ReportsGrants UNSUCCESSFUL Applications CorrespondenceGroundwater Extraction Reported to County Water Basin MasterGun Narcotics D H Hallways, Recordings Video Recordings Public Activity DoorsHandbooks Handbooks Handbooks, Reference Materials Policies Procedures Brochures FlyersHandwritten labor costs, Specifications from Tustin Water Works TWW Job FilesHarassment Claims, California Civil Rights Department CRDHarassment, Training Presented by Staff COURSE RECORDS Attendance RostersHardship WaiversHazard Mitigation Plan, Vulnerability Assessment Emergency Response Plan RiskHazardous Materials Plans, Capital Improvement Projects CIP Permanent FileHazardous Materials Plans, Capital Improvement Projects CIP Water Permanent FileHazardous Waste Manifests Certificates of DisposalHealth Department, Correspondence Regulatory Agencies Not Related to a CIP StateHistoric Preservation Survey Evaluations DesignationsHistorical Projects, Historical Records Photographs Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 4131858646451434154422885567 57 ---------------- ------------ 1911 -- of RP PDPDPDPD HRHRHRHRHR CD CCCC CCCDCDCD CCCCCCCDCD CD FINFIN PW PW CW 25 PD . PW .... ..... 5 1 3 ..... Page No. -- - ..............Page ........ HRHR ........... CD ............ ............. ................................. ................ ................. ........................................................................... ..................... ............................................ ............................................... ..................................................... ............................ ................. .............................. ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ 26 - ................................ ................................ ................................ payment Notices Notice of Payment ................................ - all rights reserved - FY_25 ................................ ................................................................ - ................................ 3516 - ................................................................................................................................ ................................ ................................................................ Hazard identification Evaluation Correction ................................ ................................ TUSTIN, CA ................................ ................................ ................................................................ ................................ MinutesResolutions ................................ -- ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 ................................ 9s - Historical Records Photographs Historical Projects IncorporationHistorical, Aerial Maps AnalogHISTORICAL, ElectionsHistorically Significant, MCAS Tustin Legacy Closure Reuse Tustin Base ClosureHistorically significant, Reports StudiesHistorically Significant, Zoning MapsHistorically Significant, Zoning MapsHistory, WellsHome OccupationHOME, Loan Applications Potential Buyers Denied Cancelled WithdrawnHomicide, CRIME REPORTS INCIDENT REPORTS IF IMAGEDHousing Authority Housing Authority Housing Authority, Agenda Packets Includes Appeals City CouncilHOUSING DIVISION, COMMUNITY DEVELOPMENTHousing Plans Consolidated Annual Performance Evaluation Review CAPERHousing Programs Affordable Housing Projects RehabilitationHousing, California Civil Rights Department CRDHUMAN RESOURCES RISK MANAGEMENTHUMAN RESOURCESHydrology Reports, Geotechnical Soil Reports I IIdentity Profiling Act, STOP Source Data Audit Log RacialILLEGAL DUMPING, Code Enforcement Abatement Case Files Administrative CitationsImpending Discontinuation, Water Billing Appeals Payment DelinquencyImpending Discontinuation, Water Billing NonIncident logs, Workplace Violence INCIDENT REPORTS, CRIME REPORTSINCIDENT REPORTS, CRIME REPORTSINCIDENT REPORTS, CRIME REPORTS Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 85441227783451799441592434 57 ------------ -------------- 1016101511 ----- of IT PDPDPDPDPDPDPD HRHRHRHR CCCD CCCC CDCDCC FIN PWPWPWPW CWCW 26 PD .. PWPWPWPW ...... 1 .. - .......... ..... Page No. IT ....... Page ........... ....................... ............ .............................. ................... ............................................................................................ ..................... ....................... ........................ .......................... .......................... .............................. .............................. ........................................................ ............................................................... ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................ 26 - ................................ ................................................................ ................................ ................................................................ all rights reserved - FY_25 ................................ - ................................................................ 3516 - ................................ ................................ ................................ ................................TRANSITORY / PRELIMINARY DRAFTS................................ ................................ - ................................ ................................ TRANSITORY / PRELIMINARY DRAFTS ................................................................ - TUSTIN, CA ................................ ................................................................ ................................................................ payment Notices Notice of Payment Delinquency - owned policies - ................................ Correspondence - ................................ Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 INCIDENT REPORTS, CRIME REPORTSIncident, AccidentIncident, Workers Compensation Claims Long Term Disability ClaimsIncorporation, Historical Records Photographs Historical ProjectsINDUSTRIAL, Building Plans FinalledInformant Files GangsInformation Requests, Public Records RequestsINFORMATION TECHNOLOGYInfraction Marijuana, CRIME REPORTS INCIDENT REPORTS MisdemeanorInfraction, CRIME REPORTS INCIDENT REPORTS MisdemeanorInitial, Water Billing NonInitiative, Elections PetitionsInitiative, Elections PetitionsInjury Reports, Accident IncidentInspection Notices, Construction NoticesInspection, NPDES MonitoringInspection, Stormwater Monitoring NPDES MonitoringInspections, Aboveground CNG Storage Tanks Agency Owned Spill Prevention ControlInspections, Generator Operation LogsInspections, Generator Operation LogsInspections, Generator Operation LogsInspections, Underground Storage Tank City Owned UST MonitoringInstant messaging Insurance are sent to City ClerkInsurance Certificates, Agreements Contracts Except Class Instructors AgreementInsurance Polices CityIntegrity Testing, Aboveground CNG Storage Tanks Agency Owned Spill PreventionIntelligence Files Criminal Intelligence FilesInteragency Internal Affairs InvestigationsInternal Affairs Investigations Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 43444252334411198319443563355 57 ------------- ---------------- 17 - of PDPDPD HRHRHRHRHRHRHRHR CD FINFINFINFINFINFINCMFINFIN PWPW CWCWCWCWCWCW 27 . .. PW ..... ..... Page No. ................Page ................ ......... ............................... ........... ............................. .................. ..................... ....................... ..................... ................................................. ................................................... .......................... ........................................................ ............................. ............................... ............................... ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ - ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ 26 - ................................ ................................ ................................................................ ................................................................ all rights reserved - ................................ FY_25 - ................................ 3516 - Hazard identification Evaluation Correction ................................ ................................ ................................ ................................ ................................ TRANSITORY / PRELIMINARY DRAFTS TRANSITORY / PRELIMINARY DRAFTS TUSTIN, CA - ................................ - ................................ ................................ ................................ ................................ Correspondence Correspondence - - 2023 Gladwell Governmental Services, Inc. (909) 337 Internal Pursuit Critiques Not as a result of a complaintInterpretation of MOU Provisions, Labor Relations Files Negotiation NotesInterview Notes, Recruitment and Testing File Includes AdvertisementsIntraagency Memoranda not retained in the ordinary course of business Inventories Investigation Files Arrest FilesInvestigations, Workplace Violence Investment Account Statements, Bank Statements Trustee Statements Fiscal AgentInvestment Bonds, Investments Arbitrage Certificate of DepositInvestments Arbitrage Certificate of Deposit Investment BondsInvitations Invoices to Outside Entities, Accounts Receivable Miscellaneous Damage to PublicInvoices, Accounts PayableInvoices, Agreements Contracts ADMINISTRATIVE FILES CorrespondenceInvoices, Agreements Contracts ADMINISTRATIVE FILES With Grant FundingIRS 5500 FormsIssue Files, Special Projects Subject FilesIssues, Economic Development Projects Programs SubjectIssues, Projects Programs Subject J JDIC, Logs Arrest PacketJob Analysis, Recruitment and Testing File Includes AdvertisementsJob Brochures, Recruitment and Testing File Includes AdvertisementsJob Descriptions Classification SpecificationsJob Files, Private Land Development ProjectsJob Files, Private Land Development ProjectsJob Files, Specifications from Tustin Water Works TWWJournal Entries Journal VouchersJournal Vouchers, Journal EntriesJPA JPIA Reports General Liability Claim RunsJPIA Reports, JPA Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 6786343614575193132523 57 ---------- ------------ 11111010181919 ------- P of PDPDPDPDPD HR CDCDCC CC FINFIN PWPW CWCWCWCWCWCWCW 28 PDPDPDPD . PWPWPW .. .... .... ..... Page No. .............. ................Page ........................... .......... ............ ................ ............. ............... ................ ................... ..................... ..................... .......................................... ....................... .......................... ............................ .............................. ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ 26 ................................ - ................................ ................................ ................................................................................................ ................................ all rights reserved ................................................................ - FY_25 - 3516 - ................................ ................................................................ ................................ ................................ ................................ TUSTIN, CA Produced by OUTSIDE ORGANIZATIONS ROUTINE ................................................................................................ - ................................ - ................................................................ Planning ................................ - Correspondence - Format Drawings, Drawings Maps Plans Record Drawings 2023 Gladwell Governmental Services, Inc. (909) 337 - Judgement pursuant to §PC 13510.9Juvenile Child Abuse, CRIME REPORTS INCIDENT REPORTSJuvenile Log, Daily Inspection LogJuvenile Marijuana, CRIME REPORTS INCIDENT REPORTS Misdemeanor InfractionJuvenile, CRIME REPORTS INCIDENT REPORTS Sealed AdultJuveniles released from Division of Juvenile JusticeJuveniles, Registrants Sex Offenders K Kidnapping for Ransom, CRIME REPORTS INCIDENT REPORTS IF IMAGED Homicide L Lab Reports, Water QualityLab Reports, Water QualityLabor Relations Files Negotiation Notes CorrespondenceLAFCO, Annexations Boundaries ConsolidationsLAIF, Investments Arbitrage Certificate of Deposit Investment BondsLand Use Plans Landscape Districts, Assessment Rolls LightingLargeLayers, GIS Database DataLead, Water Quality Lab Reports Chains of CustodyLeague of California Cities Leave Slips Time Off RequestsLegal Advertising, Affidavits of Publications Public Hearing NoticesLength, Training EMPLOYEE RECORDS If Records are CreatedLetters Letters of Credit, Bonds Performance Bonds Subdivision BondsLexipol, Department Policies Procedures Operation Directives General OrdersLiability Forms, Registration Forms Reservation Forms Classes Application FormsLiability WaiversLiens, Deeds EasementsLiens, Deeds Easements Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 413423449911477865756424 57 -------------- ---------- 121217141016 ------ of PDPDPDPDPDPDPD HRHR CD CDCC CD FINFINFINFIN PWPWPW CWCWCWCW 29 .. PWPWPWPWPWPW .... ...... Page No. ...... Page ......... ......... ........... .................................. ......................... ............ ............................. .................. .................. .......................................................... ...................... .............................................. ....................................................... ........................... .............................. ............................... .............................................................................................. ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ 8 ................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ 26 ................................ - ................................ all rights reserved - FY_25 ................................ ................................ Owned - - Worn Cameras MAV Mobile Audio Videos 3516 -- ................................................................ TRANSITORY / PRELIMINARY DRAFTS - TUSTIN, CA ................................ TRANSITORY / PRELIMINARY DRAFTS ................................ - Correspondence - Correspondence 2023 Gladwell Governmental Services, Inc. (909) 337 - Life, Loan Applications Potential Buyers Denied Cancelled WithdrawnLighting, Assessment RollsLining, Underground Storage Tanks USTs City Owned RepairsLivescan Results for Contracted Course Instructors or Custodial StaffLoan Applications Potential Buyers Denied Cancelled WithdrawnLobbyist Authorization Reporting, Economic Interest Filings FPPC Form 602 or 635Local Agency Investment Fund, Investments Arbitrage Certificate of DepositLocal Government Compensation Report, Reports Annual State Federal StateLocation, Underground Storage Tanks CityLogs Logs Arrest Packet JDICLogs of Access, Officer Recordings BodyLogs, Agreements Contracts ADMINISTRATIVE FILES CorrespondenceLogs, Agreements Contracts ADMINISTRATIVE FILES With Grant FundingLong Term Disability Claims, Workers Compensation ClaimsLost firearms, CRIME REPORTS INCIDENT REPORTS Misdemeanor Infraction AdultLost firearms, CRIME REPORTS INCIDENT REPORTS Misdemeanor InfractionLost firearms, CRIME REPORTS INCIDENT REPORTS Sealed Adult Juvenile Ward CasesLost firearms, CRIME REPORTS INCIDENT REPORTSLost Found Property Documents related toLot Line Adjustments, Planning Project Files Approved Permanent EntitlementsLot Line Adjustments, Private Land Development Projects Job Files AdministrationLot Line Adjustments, Private Land Development Projects Job Files Permanent M Mailing lists Main Extension Agreements, Tract History Files Agreements EasementsMaintenance Manuals, Capital Improvement Projects CIP Permanent File ScannedMaintenance Manuals, Capital Improvement Projects CIP Water Permanent FileMaintenance Manuals, OperationsMaintenance Manuals, OperationsMaintenance of Effort, Reports Annual State Federal State Controller's Report Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 19828774752526662991135394 57 ----------- --------------- 1517111214 ----- P of RPRP PDPDPD HRHR CDCD CDCD FIN PWPWPWPWPWPW CWCWCWCWCWCWCW 30 PWPWPWPWPW .. ....... .. .......... Page No. ....... Page ......... ......................................... ...................... .............. ............... .................. .................. .................... .......................................... ............................................. ................................................. ........................... .......................................................................................... .............................. ............................. ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ 166 941 Forms IRS 5500 Forms - ................................ ................................ ................................................................ ................................ ................................ 26 3 DE - - ................................ TRANSITORY / PRELIMINARY DRAFTS ................................ - all rights reserved ................................ 43 W- ................................................................ FY_25 - - ................................ 3516 - ................................ 9 DE - ................................................................ ................................ ................................7 DE - ROUTINE ................................ Worn Cameras TUSTIN, CA - - ................................ Correspondence 6 DE - - ................................ medical that do not result in a claim. ................................ - ................................ Correspondence - Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- 2023 Gladwell Governmental Services, Inc. (909) 337 Maintenance Projects, Capital Improvement Projects CIPMaintenance, Aboveground CNG Storage Tanks Agency Owned Spill Prevention ControlMaintenance, Fire Hydrant Flow Pressure Tests DevelopmentMaintena nce, Reservoirs TanksMaintenance, Stormwater OperationMaintenance, Underground Storage Tank City Owned UST Monitoring InspectionsMaintenance, Vehicle Equipment History Files AQMD CertificationsMAJOR, Code Enforcement Abatement Case Files Administrative CitationsManuals Manuals Manuals, Reference Materials Policies Procedures Brochures Flyers HandbooksMaps, DrawingsMaps, Planning Project Files Approved Permanent EntitlementsMarijuana, CitationsMassage, Regulatory Permits Backgrounds SolicitorsMaster Plans Bikeway Park Pavement Sewer Traffic TransportationMaster Plans Parks Master PlansMaster Plans Specific Plans Land Use PlansMaterial Safety Data Sheet MSDS Safety Data Sheet SDSMaterials BoardsMaterials Testing Reports, Capital Improvement Projects CIP Permanent FileMaterials Testing Reports, Capital Improvement Projects CIP Water Permanent FileMaterials, Training Presented by Staff COURSE RECORDS Attendance RostersMAV, Officer Recordings BodyMCAS Tustin Legacy Closure Reuse Tustin Base Closure Reuse RecordsMCAS, Tustin Legacy Development ProjectsMeaningful Medical and nonMedical File, Personnel FilesMedicare Adjustments, DEMeeting room registrations Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 3713116424757994343436144259 57 --------------------- ------- 1211 -- PP of PDPDPDPDPDPDPDPDPDPDPD HR CDCDCC CDCCCC FINFINFINFINFIN CWCWCW 31 PD PW ......... ......... Page No. ...............Page ........ .................... .......... ....................... ............................. .............................. .................................. .......................................... ....................... ........................ ........................................................................... ................................................................................ ............................ ............................................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ Owned Location Soil - ................................................................ ................................ ................................ ................................................................................................ ................................................................ 26 - Worn Cameras MAV ................................................................ - ................................ all rights reserved ................................................................ - FY_25 ................................................................ - ................................ 3516 ................................ - ................................................................ ROUTINE ................................ - ................................ ................................................................ TUSTIN, CA ................................................................ ................................ 8 Correspondence ................................ - reads, Utility Adjustment Slips - FAMILY DWELLINGS, Building Plans Finalled INDUSTRIAL COMMERCIAL - 2023 Gladwell Governmental Services, Inc. (909) 337 Memorandums Meter MisMinor Incident Reports, First Aid ReportsMINOR, Code Enforcement Abatement Case Files Administrative CitationsMINUTES (Copies), Audit Commission MINUTES BYLAWS (Copies)MINUTES (Copies), Community Services Commission Public Art Committee MINUTESMINUTES (Copies), Planning Commission Building Board of Appeals ZoningMinutes City Council Housing Authority Redevelopment AgencyMINUTES, Boards Commissions CommitteesMiscellaneous, Accounts ReceivableMisdemeanor, CRIME REPORTS INCIDENT REPORTSMISDEMEANORS, CRIME REPORTS INCIDENT REPORTS ALL FELONIESMissing Persons, CRIME REPORTS INCIDENT REPORTSMobile Audio Videos Mobile Audio Videos, Officer Recordings BodyMOE, Reports Annual State Federal State Controller's ReportMonitoring Well Records, Underground Storage Tanks CityMonthly Counts Official CountsMonthly Reports, Canine Police Service Dogs Program Files Action ReportsMonthly Reports, Workers Compensation Claim RunsMONTHLY, Reports Finance Reports created from Database Subsidiary LedgersMoral turpitude, Internal Affairs InvestigationsMoving, Citations ParkingMSDS, Material Safety Data SheetMULTIMunicipal Code Administration DistributionMunicipal Code History Supplements N Narcotics Buy Fund LogsNarcotics Destruction Log, GunNCIC Validation Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 531418776339988441283632777 57 --------- ------------------ 14131616 ---- of IT PDPDPDPD HRHR CD CDCC CCCDCC FINFIN PWPWPWPWPW CWCWCWCWCWCWCW 32 PWPWPWPW .. ........... Page No. ....... .......................Page ......... ......................................................................... ............................................... ............................... .................... ....................... ........................ ............................................................................ .................................................. ............................ ............................... ................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................................................................................................................................................................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................................................................................................................................................................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ payment Notices 26 - - ................................................................................................................................ ................................ all rights reserved - FY_25 ................................ - ................................................................................................ 3516 ................................ Worn Cameras MAV Mobile Audio Videos - - ................................ ................................ ................................................................ ................................ ................................ ................................ TUSTIN, CA ................................................................ TRANSITORY / PRELIMINARY DRAFTS - ................................ ................................................................ ................................ Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS ................................ -- Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 Evidence, Officer Recordings Bodyevidentiary, Recordingspayment Notices, Water Billing --- Negative Declarations, Environmental Determinations Environmental Impact ReportsNegotiation Notes, Labor Relations FilesNeighborhood WatchNeoGov, Recruitment DatabaseNetwork Configuration Maps PlansNewsletters Newsletters Newsletters, Reference Materials Policies Procedures Brochures Flyers HandbooksNewspaper ClippingsNOD, Foreclosure Notices Notices of DefaultsNomination Papers, Candidate FileNonNonNonNonviolent Crimes, CRIME REPORTS INCIDENT REPORTS Vacatur Relief Granted byNotes Notes, DraftsNotice of Completion, Agreements Contracts Except Class Instructors AgreementNotice of Completion, Capital Improvement Projects CIP Permanent File ScannedNotice of Completion, Capital Improvement Projects CIP Water Permanent FileNotice of Payment Delinquency, Water Billing NonNotices of Defaults, Foreclosure NoticesNotices Public Hearing Notices Proofs of PublicationsNotices, Elections GENERAL WORKING ADMINISTRATION Files CorrespondenceNotifications, Capital Improvement Projects CIP Administration File NOT ScannedNotifications, Capital Improvement Projects CIP Water Administration FileNPDES Annual ReportsNPDES Monitoring Inspection Water OperationsNPDES MonitoringNPDES Permits Water OperationsNPDES Permits, Stormwater Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 782943339983823145 57 --------- --------- 101614101615151110161419 ------------ of PDPDPDPDPD HRHR CCCC CC FINFINFINFIN PWPWPWPW 33 PD PWPWPWPWPWPWPWPWPWPWPW ...... Page No. ..............Page ...... ................... ............ ......................... ............................ ................. ................ ................... ..................... ................................................... .................................................. ............................ ............................ ............................... .............................................................................................. ............................................................................................. ................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................................................ 8 ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ 26 - ................................................................................................ ................................................................ ................................................................ ................................ all rights reserved ................................ - FY_25 ................................ - ................................ 3516 - 166 941 Forms IRS 5500 Forms - ................................ 3 DE ................................................................- ................................ ................................................................ TUSTIN, CA 43 W - ................................ ................................ ................................ Worn Cameras MAV Mobile Audio Videos Worn Cameras MAV Mobile Audio Videos -- ................................ 9 DE - 7 DE ................................ - ................................................................ ................................ 6 DE - 2023 Gladwell Governmental Services, Inc. (909) 337 NSF Checks, Returned ChecksNSF Checks, Water Billing O O&M ManualsO&M ManualsO&M Manuals, Capital Improvement Projects CIP Permanent File Scanned RecordsO&M Manuals, Capital Improvement Projects CIP Water Permanent File ScannedO&M Manuals, Operations Maintenance ManualsO&M Manuals, Operations Maintenance ManualsOASDI, DEOath of Office City Council Boards Commission MembersOath of Office, Elections HISTORICAL Sample ballot Copies of resolutionsOaths of Office, Personnel Files Employee File Includes Application EvaluationsOCFA, Fire FlowOdor, Customer Concerns Customer ComplaintsOES Reimbursements, FEMA ReimbursementOfficer Recordings BodyOfficer Recordings BodyOfficial Counts, Monthly CountsOpen Channels, Stormwater Operation Maintenance Catch Basins Field GeneralOperation Directives, Department Policies ProceduresOperation, StormwaterOperations Maintenance Manuals O&M ManualsOperations Maintenance Manuals O&M ManualsOperations, Capital Improvement Projects CIP Permanent File Scanned RecordsOperations, Capital Improvement Projects CIP Water Permanent File ScannedOperations, Wells HistoryOps Plan, Special EventsOptical, Benefit Plan Documents CalPERSOptional, Report of data regarding the number TypeOrdinances Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 6559841336175652333211235197 57 ----------- ----------------- 1811 -- PPP of ITIT PDPDPD HRHRHR CCCCCC CD CD..CC FINFINFIN PWPWPWPWPWPWPW CW 34 . . PD ..... 1 PW - ....... 2 P - Page No. ..............Page ........ PD ........... ........... .............. ................................ ................... ...................................... ....................................................... ......................................................... ....................... .......................... ............................. .......................................................... .............................................................................................................................. ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................................................ 26 ................................ - ................................ ................................ ................................ all rights reserved - FY_25 ................................ - 3516 ................................ - ................................ ................................................................................................ FPPC Form 802 ................................ - ................................................................ TUSTIN, CA ................................ ................................ ................................ Planning ................................ - ................................................................................................ Minutes - ................................ Planning - FPPC 400 Series Forms -Planning 2023 Gladwell Governmental Services, Inc. (909) 337 - Organic Waste Collection, Solid Waste Reduction AB 939 Compliance TonnageOrganics, Water Quality Lab Reports Chains of Custody BacteriologicalOSHA Inspections, OSHA Logs 200 300 301 301AOSHA Logs 200 300 301 301A OSHA Inspections CitationsOutlines, Training Presented by Staff COURSE RECORDS Attendance RostersOutstanding stolen property, CRIME REPORTS INCIDENT REPORTS Sealed AdultOversight Board Oversight Board, Agenda Packets Includes Appeals City Council Housing Authority P PACS PAFs, Personnel Files Employee File Includes Application EvaluationsPaid, Checks Warrants CashedPainting, Capital Improvement Projects CIP Maintenance ProjectsParcel Maps, Planning Project Files Approved Permanent EntitlementsParcel Maps, Private Land Development Projects Job Files Administration FileParcel Maps, Private Land Development Projects Job Files Permanent FilesPark Park History FilesParking Lots, Recordings Video RecordingsParking, CitationsPARKING, Code Enforcement Abatement Case Files Administrative CitationsPARKS AND RECREATION SERVICESParks Master Plans Parks, Recordings Video Recordings Public Activity Doors HallwaysParks, Recordings Video Recordings Public ActivityPass Distributions Agency Report PATROL, POLICEPavement Pavement Overlays, Capital Improvement Projects CIP Maintenance ProjectsPay Day Registers, Payroll Journals Payroll RegistersPayment Coupons, Stubs Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 885999313422551774993633163 57 ----------------- ---------- 10101611 ---- PP of PD HRHRHR ...CCCDCDCD CC FINFINFINFINFINFINFINFINFINFINFIN PWPWPW CWCW 35 PD FIN PWPW ... .... .......... Page No. ...... Page 8 - ...................... ........... ............. .............. FIN .................................................. .................. .................. .................... ...................... ................................................................... ........................ ......................... ................................................... ........................... .......................... ............................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................ 4s ................................ - ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ 26 - ................................ ................................ ................................ 4s Changes all rights reserved ................................ - - FY_25 ................................ - ................................ 3516 ................................ - ................................ ................................ 166 941 Forms IRS 5500 Forms - ................................................................................................ ................................ ................................ ................................................................ ................................ 3 DE ................................ - ................................................................ TUSTIN, CA ................................ level Files Except Police Department ................................ - ................................ 43 W - ................................ 9 DE Volunteer ................................ - ................................ - ................................................................ 7 DE - 6 DE - 2023 Gladwell Governmental Services, Inc. (909) 337 Payment Delinquency, Water Billing AppealsPayment Plans, Water BillingPayment Registers, Billing RegistersPayroll Benefit Files Administration Forms WPayroll Journals Payroll Registers Pay Day RegistersPayroll Registers, Payroll JournalsPAYROLL, FINANCEPending Applicants Performance Bonds, BondsPERIODIC, Reports Finance Reports created from Database Subsidiary LedgersPermanent, EncroachmentsPermissions to Receive Copies of PlansPermissions, Registration Forms Reservation Forms Classes Application Forms FeePermit Database, Business LicensePermits Pressure Vessels BoilersPermits Temporary Banner Obstruction Permits Dumpster PermitsPermits, Building Address FilesPermits, NPDESPermits, NPDESPermits, Special EventPERS Audit, Transportation AuditsPERS, DEPersonal Appearance, SubpoenasPersonnel Action Form copies, Payroll Benefit Files Administration Forms WPersonnel Action Forms, Personnel Files Employee File Includes ApplicationPersonnel Files DepartmentPersonnel Files Employee File Includes Application EvaluationsPersonnel Files Medical File All employeesPersonnel Files Police Department Employees By EmployeePersonnel Files Supervisor's NotesPetitions, Elections Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 466425541585456677688741771111 57 ------------- ----------------- 14 - of IT PDPDPDPD HR CD CCCCCC CDCCCCCCCDCDCDCDCDCD FIN PWPWPWPWPW CWCWCWCW 36 . . PW ... 1 1 4 ...... -- Page No. - ........Page ............................. PDPD ........... CD ............ ............................ .................. .................. .................... ........................................... ....................... ................................................... .......................... ......................................................... ..................................................................................................................... .............................. ................................................................ ................................ ................................ ................................ ............................................................................................................................... ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................................................ ................................ 26 ................................ - ................................ ................................ ................................ all rights reserved - ................................................................ FY_25 ................................................................ ................................ - ................................................................ 3516 - ................................ ................................ ................................................................ ................................................................................................ ................................ ................................ TUSTIN, CA ................................................................ ................................................................ City CouncilMinutesResolutions --- ................................ ................................ ................................ Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- 2023 Gladwell Governmental Services, Inc. (909) 337 Petitions, ElectionsPetty Cash, Cash Receipts Daily Cash Summaries Cashiers Reports Cash ReportsPhotographsPhotographs, Historical RecordsPhotos, Capital Improvement Projects CIP Permanent File Scanned RecordsPhotos, Capital Improvement Projects CIP Water Permanent File Scanned RecordsPhotos, Private Land Development Projects Job Files Administration FilePink Slips, Vehicle TitlesPitchess Motions NotificationsPLACES OF PUBLIC ACCOMMODATION, Building Plans Finalled INDUSTRIAL COMMERCIALPlan Checks for Building PermitsPlan, Stormwater TMDLPlanning Commission Planning Commission Planning Commission Planning Commission Building Board of Appeals Zoning AdministratorPlanning Commission Building Board of Appeals Zoning Administrator (Copies)Planning Project Files Approved Permanent EntitlementsPlanning Project Files Cancelled Expired WithdrawnPlanning Project Log of Applications DatabasePLANNING, COMMUNITY DEVELOPMENTPlans Plans Plans, Drawings MapsPlans, Network Configuration MapsPlans, Planning Project Files Approved Permanent EntitlementsPlans, Reference Materials Policies Procedures Brochures Flyers HandbooksPolice Applicants & Police Volunteers, Background File Recruitment FilePOLICE CAD DISPATCHPOLICE CHIEF, POLICEPolice Department Employees, Personnel Files Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 2331552331873783234513 57 ------------ ---------- 111110111010151116 --------- of PDPDPDPDPDPDPDPDPD HRHRHRHR CC CCCD CC FINCM CWCWCW 37 PDPDPDPDPDPD .. PWPWPW .. .. .............. 2 2 1 3 5 ----- Page No. 5 Page - 11 ......... - .......... PDPDPDPDPD ....................... ............ PD .. .............. PD .................. .............. ...... ........... ............ ....................... .......................................................... ......................................................................................... ............................................................... ............................................................... ....................................................... ................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ .............................................................. ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ 26 - ................................................................ ................................................................ ................................ ................................................................................................................................ all rights reserved - ................................ FY_25 ................................ - ................................................................ ................................ ................................ 3516 - ................................ ................................ ................................ TUSTIN, CA ................................ ................................................................ ................................................................ ................................ ................................ ................................ Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- 2023 Gladwell Governmental Services, Inc. (909) 337 POLICE DETECTIVE BUREAUPolice Employees, Background File Recruitment FilePolice Operations, Recordings Video RecordingsPOLICE PATROLPOLICE POLICE CHIEF ADMINISTRATIONPOLICE PROFESSIONAL STANDARDS AND TRAINING UNITPOLICE PROPERTY AND EVIDENCEPOLICE RECORDSPolice RMS DatabasePolice Service Dogs, CaninePolice Service Dogs, CaninePOLICE TEMPORARY HOLDING FACILITYPolice Volunteers, Background File Recruitment File Police EmployeesPolice Volunteers, Background File Recruitment FilePolice, Public Records Requests Information RequestsPolicies Policies Policies, Personnel Files Employee File Includes Application EvaluationsPolicies, Reference MaterialsPolicy on Discontinuation of Residential Service for NonpaymentPolling Locations, Elections GENERAL WORKING ADMINISTRATION Files CorrespondencePortable, Generator Operation Logs InspectionsPortable, Generator Operation Logs InspectionsPositives and Negatives, Drug & Alcohol Test ResultsPOST Commission, Report to the State Commission on Peace Officer StandardsPostings, Elections GENERAL WORKING ADMINISTRATION Files CorrespondencePotable Water, Public NoticesPotential Buyers Denied, Loan ApplicationsPotential Claims, Accident Incident Injury ReportsPowerPoint Presentations, Speech NotesPrecinct Board Members, Elections GENERAL WORKING ADMINISTRATION Files Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 35632444555658737551235312 57 --------- ----------------- 1510101113 ----- P of PDPDPDPDPD HR CC CC CC CD FINCM PWPWPWPWPWPWPW CWCWCWCWCWCW 38 . PWPWPWPWPW .. .... 3 - Page No. .....Page ......... ..................... PD ........... ........................................................................ ............................... ............. .................................. .................. ................... ................................................... ......................... ......................................................... ...................................................... ............................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................................................ ................................................................................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................................................ ................................................................................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................ 26 - ................................ ................................ ................................ all rights reserved - ................................ FY_25 TRANSITORY / PRELIMINARY DRAFTS - - ................................................................................................ ................................ 3516 - ................................ ................................ ................................ ................................ ................................................................ ................................ TUSTIN, CA ................................ Correspondence - ................................ ................................ Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ................................ - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES ClaimsProduced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS --- 2023 Gladwell Governmental Services, Inc. (909) 337 employment Medical Clearances, Personnel Files Medical File All employeesTrip Inspections DOT Program CHP InspectionsTrip Inspections DOT Program CHP Inspections --- Precinct Maps, Elections GENERAL WORKING ADMINISTRATION Files CorrespondencePrecise Alignment, Private Land Development Projects Job Files AdministrationPrecise Alignment, Private Land Development Projects Job Files Permanent FilesPrePreliminary BudgetsPRELIMINARY DRAFTS Preliminary Studies, Engineering Studies SurveysPress ReleasesPress Releases, Public RelationsPressure Tests, Fire Hydrant FlowPressure Vessels, PermitsPrePrePrivate Lab Verifications, Private Land Development Projects Job FilesPrivate Land Development Projects Job Files Administration FilePrivate Land Development Projects Job Files Permanent Files DrainageProcedures Procedures Procedures Procedures, Department PoliciesProcedures, Reference Materials PoliciesProclamations CommendationsPROFESSIONAL STANDARDS AND TRAINING UNIT, POLICEProgram Evaluations, Evaluations SurveysProgram Files, Canine Police Service DogsProgram Files, Canine Police Service DogsProgram rules Programs, Economic Development ProjectsPrograms, ProjectsProgress meetings, Capital Improvement Projects CIP Administration File NOTProgress meetings, Capital Improvement Projects CIP Water Administration File Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 11214112131625551221111167 57 ----------- --------------- 1313111610 ----- PP of ITIT RP PDPDPD CDCC CCCD CMCMFIN PWPWPW CWCWCWCWCWCWCWCW 39 PDPD PWPWPW .. .... ... .... 5 - Page No. Page ........ ......... ............. PD ........... ......................... .................. ............................................................. ..................................... .................................................................................. ...................... ...................... ................................................. ............................ ............................ .............................. .............................................................. ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ 26 - ................................ all rights reserved ................................ - FY_25 ................................ - 3516 - ................................ ................................................................ ................................ ................................ ................................ TUSTIN, CA Assessment District Ballots ................................ - ................................ Assessment District Ballots - 2023 Gladwell Governmental Services, Inc. (909) 337 Project Administration, Agreements Contracts ADMINISTRATIVE FILES With GrantProject Administration, Agreements Contracts ADMINISTRATIVE FILES CorrespondenceProject Administration, Capital Improvement Projects CIP Administration File NOTProject Administration, Capital Improvement Projects CIP Water AdministrationProject Areas, Redevelopment ProjectsProject Assessments, Engineering Studies Surveys Preliminary StudiesProject Schedules, Agreements Contracts ADMINISTRATIVE FILES CorrespondenceProject Schedules, Agreements Contracts ADMINISTRATIVE FILES With Grant FundingProject Schedules, Capital Improvement Projects CIP Administration File NOTProject Schedules, Capital Improvement Projects CIP Water Administration FileProjects Programs Subject Issues Issues Projects will vary over timeProjects will vary over time, Economic Development Projects Programs SubjectProjects will vary over time, Projects Programs Subject Issues IssuesProofs of Publications, Notices Public Hearing NoticesProp. 218 proceedings PROPERTY AND EVIDENCE, POLICEProperty AuctionsProperty Evidence LogsPROPOSALS, Agreements UNSUCCESSFUL Bids / PropsalsProposed, Budgets PreliminaryProtest Letters Public Areas, Recordings Video Recordings Parking LotsPublic Areas, Recordings Video Recordings Public Activity Doors Hallways ParksPublic Areas, Recordings Video Recordings Public Activity ParksPublic Art Committee (Copies), Community Services Commission Public ArtPublic Art Committee, Community Services CommissionPublic Hearing Notices, Affidavits of PublicationsPublic Hearing Notices, NoticesPublic Notices Potable Water Tier 1Public Noticing, Planning Project Files Approved Permanent EntitlementsPublic Records Requests Information Requests Police Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 55972179983114477213438 57 ---------- ------------- 132013111314 ------ of RP PDPDPD HR CCCCCD CCCCCD FINFINFIN PWPWPWPW CWCWCWCWCW 40 . PD .. .. PWPW PWPWPW .... 1 .... 1 - Page No. - Page 9 ................ - 13 ..........RP - ........... ......................... PW .............. .............. PW ............................ ................. PW ................ ........... ...................... ................................................ ..................................... .................................................... ............................................. ................................ ................................................................................................ ................................ ................................ ................................................................ ......................................................... ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................ 166 941 Forms IRS -................................ ................................ ................................ 3 DE ................................ - ................................ ................................................................ ................................ ................................................................ 43 W 26 ................................ - - ................................ 9 DE all rights reserved - - ................................................................ FY_25 - ................................ 3516 ................................ - 7 DE ................................ - ................................ ................................ ................................................................ ................................ 6 DE - ................................................................ TUSTIN, CA ................................ ................................................................ ................................ ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 Public Records Requests Request for Records Subpoenas RecordsPublic Relations Press ReleasesPUBLIC WORKS ENGINEERINGPUBLIC WORKS FIELD SERVICESPUBLIC WORKS WATERPumpkin Lots, Temporary Entitlements Temporary Permits Approved UnapprovedPunch Lists, Capital Improvement Projects CIP Administration File NOT ScannedPunch Lists, Capital Improvement Projects CIP Water Administration FilePurchase Card, Accounts Payable Invoices Backup Includes InvoicesPurchase Orders Requisitions Q Qualification Documents, Training EMPLOYEE RECORDS If Records are CreatedQuarterly Payroll Tax Returns, DEQuestionnaires, Surveys R Racial, STOP Source Data Audit LogRadar Calibration Records, Traffic ControlRadio Communications Dispatch Tapes, Recordings Audio Recordings Tapes CAD RMSRamps, Capital Improvement Projects CIP Maintenance ProjectsRange QualificationsRating Sheets, Recruitment and Testing File Includes AdvertisementsReal Estate Appraisal Reports Property NOT purchased Loans not fundedReal Estate Appraisal Reports Purchased Property Funded LoansReal Estate Appraisals, Capital Improvement Projects CIP Administration File NOTReal Estate Appraisals, Capital Improvement Projects CIP Water AdministrationREAL PROPERTYRebates, Conservation Program GrantsRecall, Elections Petitions InitiativeRecall, Elections Petitions InitiativeReceipts, Investments Arbitrage Certificate of Deposit Investment BondsReclassifications, Zoning Ordinance Amendments Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 34541111191212655956244136 57 ------------ -------------- 1111111111 ----- PP of ITITIT PDPDPDPDPDPDPD HRHRHR CC CDCCCC CC FINFIN PWPW CWCW 41 .... . PDPDPDPDPD ...... ... ............. Page No. 5 Page - ........ .......... .............. ............. PD ................................ ................................ ................. ..... .................... ......................................... ............................................... ........................... ........................................................ ............................. ........................................................... .............................................................................................. ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ 8 ................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ 26 ................................................................ - ................................ ................................ ................................ all rights reserved ................................ - FY_25 - ................................................................ 3516 ................................ - ................................ ................................ ................................ Worn Cameras MAV Mobile Audio Videos ................................................................ - TRANSITORY / PRELIMINARY DRAFTS ................................................................ ................................ - TUSTIN, CA ................................ ................................ ................................ ................................ City CouncilCorrespondence -- ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 Reconciliations, Reports Finance Reports created from Database SubsidiaryRecord Drawings, Drawings Maps PlansRecordings Recordings Recordings Audio Recordings Tapes CAD RMS Recordings of TelephoneRecordings of Telephone, Recordings Audio Recordings Tapes CAD RMSRecordings Video Recordings Department ActivityRecordings Video Recordings Parking Lots Public AreasRecordings Video Recordings Police OperationsRecordings Video Recordings Public Activity Doors Hallways ParksRecordings Video Recordings Public Activity Parks Public AreasRecordings Video Recordings Temporary Holding FacilityRecordingsRecordings, Audit CommissionRecordings, Boards Commissions CommitteesRecordings, Community Services Commission Public Art CommitteeRecordings, Drone Unmanned Aerial VehicleRecordings, Planning Commission Building Board of Appeals Zoning AdministratorRecords Destruction Authorization FormsRecords Retention Schedules Amendments to Records Retention SchedulesRecords, Officer Recordings BodyRECORDS, POLICERecords, PublicRecords, SubpoenasRecovered Firearms, CRIME REPORTS INCIDENT REPORTS Firearms entered into CLETSRecreation Brochures, Season BrochuresRecruitment and Testing File Includes AdvertisementsRecruitment Database NeoGovRecruitment File, Background FileRecruitment File, Background FileRecycling, Solid Waste Reduction AB 939 Compliance Tonnage Reports Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 4511178834493125532445 57 --------- ------------- 101010101010121611 --------- PP of RPRP PD CCCCCC CCCC...CC CDCD FINFIN PW CWCWCWCWCWCW 42 PDPDPDPDPDPD PWPWPW ...... ...... .... Page No. ..............Page ........................ ...................................... ............... ............................................................ .................. ...................................... .................... ............................................................. ............................................. ........................... ........................... .............................................................................................. ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................................................................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................................................................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................ ................................................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ 26 - ................................ ................................................................ ................................ ................................ all rights reserved ................................ - FY_25 - ................................ ................................ 3516 - ................................ ................................ ................................ ................................ ................................ ................................ TUSTIN, CA MinutesResolutions ................................ -- Grants / CDBG / Reimbursable Claims / FEMA Claims / OES ................................ - ................................ Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims - 2023 Gladwell Governmental Services, Inc. (909) 337 Redevelopment Agency Redevelopment Agency Redevelopment Agency, Agenda Packets Includes Appeals City Council HousingRedevelopment PlansRedevelopment Projects Project AreasReference Materials Policies Procedures Brochures Flyers HandbooksReference Materials Policies Procedures Brochures Flyers HandbooksReference Working Files See CorrespondenceReferendum, Elections Petitions Initiative RecallReferendum, Elections Petitions Initiative RecallRefundable Deposits, Deposit Accounts Trust AccountsRegisters, Deferred Compensation 457 ReportsRegisters, Reports Finance Reports created from Database Subsidiary LedgersRegistrants Arson AdultsRegistrants ArsonRegistrants Gang Adults Shared Gang Databases CalGangRegistrants Gang Juveniles Shared Gang Databases CalGangRegistrants Sex Offenders AdultsRegistrants Sex Offenders JuvenilesRegistration Database CivicRec Class Active NetRegistration Forms Reservation Forms Classes Application Forms FeeRegistrations, Vehicle Equipment History Files AQMD Certifications MaintenanceRegistry of Public Agencies, Secretary of State Statement of FactsRegulations Regulatory Agencies Not Related to a CIPRegulatory Agency Compliance Correspondence Supporting DocumentationRegulatory Permits Backgrounds Solicitors Massage TaxiRehabilitation, Housing Programs Affordable Housing ProjectsRehabilitation, Loan Applications Potential Buyers Denied Cancelled WithdrawnReimbursable Claims Release Detection Systems, Underground Storage Tank City Owned UST Monitoring Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 2619184487423885297115429 57 --------- ---------------- 121116141116 ------ P of PD HR CDCCCD FINFINFINFINFIN PWPWPWPW CWCWCWCWCWCWCWCWCWCW 43 PDPD ... PWPWPWPW . ... ..... Page No. ............ .......Page ....... ..................... ........... ............ ......................... ............... ................ ............... ............................................................. ...................... ....................... ........................ .................................................... .................................................... .......................... ............................. ............................... ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ 26 - ................................ TRANSITORY / PRELIMINARY DRAFTS - all rights reserved - ................................................................ FY_25 ................................ - ................................ ................................ 3516 - ................................ ................................................................ Grants / CDBG / Reimbursable Claims / FEMA - ................................ TUSTIN, CA Correspondence - ................................ ................................ Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- 2023 Gladwell Governmental Services, Inc. (909) 337 Release of Liability Forms, Registration Forms Reservation Forms ClassesReleases, Solid Waste Liens Garbage LiensReorganization Studies, ClassificationRepairs, Aboveground CNG Storage Tanks Agency Owned Spill Prevention ControlRepairs, Capital Improvement Projects CIP Maintenance ProjectsRepairs, Underground Storage Tanks USTs City OwnedReport of Annual Discontinuations of Residential ServiceReport of data regarding the number TypeReport to the State Commission on Peace Officer Standards TrainingReport, Reports Annual State Federal State Controller'sReported to County Water Basin MasterReports Reports Reports Annual State Federal State Controller's ReportReports Building ActivityReports Finance Reports created from Database Subsidiary LedgersReports Studies Historically significant Zoning StudiesReports Studies Other than Historically significant Annual ReportsReports to grant funding agencies Reports, Capital Improvement Projects CIP Permanent File Scanned RecordsReports, Capital Improvement Projects CIP Water Permanent File Scanned RecordsReports, Deferred Compensation 457Reports, Reference Materials Policies Procedures Brochures Flyers HandbooksRepossession NoticesRequest for Proposals, Agreements UNSUCCESSFUL Bids / PropsalsRequest for Qualifications, Agreements UNSUCCESSFUL Bids / PropsalsRequest for Records, Public Records RequestsRequests for Meter Size ChangesRequests from other cities Requests Permissions to Receive Copies of Plans To From ArchitectsRequired Information by Employee for all Employee Training for Separat Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 71222653121547477112321113 57 ------------- ------------- 1716181313 ----- PP of RPRP PDPD HR CDCC CD CMFINFINFINFIN PWPWPW CWCWCWCWCWCWCWCW 44 . PWPWPWPWPW .. Page No. ................. Page ............. ........... .......... ........... ............... ............................... ...................... ....................................... ........................................... .............................................. .............................................................................. ..................................................... ........................................................ ............................... ................................................................................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................................................................................................................ ................................ - ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ 26 ................................................................ - ................................ all rights reserved ................................ - FY_25 - ................................ 3516 - ................................ ................................................................ ................................ TRANSITORY / PRELIMINARY DRAFTS - ................................ ................................................................ TUSTIN, CA ................................ ................................ ................................ ................................ Correspondence - Long Waivers - 2023 Gladwell Governmental Services, Inc. (909) 337 A - Roof, Capital Improvement Projects CIP Maintenance Projects - Requisitions, Purchase OrdersReReservation Forms, Registration FormsReservations of FacilitiesReservoirs Tanks Maintenance Flushing Disinfection CleaningReservoirs TanksResidents Advisory Bodies Formed by CITY COUNCILResiliency Assessment, Vulnerability Assessment Emergency Response Plan RiskRESOLUTIONS (Copies), Planning Commission Building Board of Appeals ZoningResolutions City Council City Council Housing AuthorityRespirator Fit Tests, Personnel Files Medical File All employeesRESPONSES to RFPs, Agreements UNSUCCESSFUL Bids / PropsalsResponses, Capital Improvement Projects CIP Administration File NOT ScannedResponses, Capital Improvement Projects CIP Water Administration FileResponses, Grand Jury ReportsRestrictions, CC and R Agreements Covenants ConditionsRetained for the purpose of preserving the informational content for f Returned Checks NSF ChecksReturned mail Returned with payment, Stubs Payment CouponsReturned, CRIME REPORTS INCIDENT REPORTS Missing PersonsReuse Records, MCAS Tustin Legacy Closure Reuse Tustin Base ClosureReuse, MCAS Tustin Legacy ClosureRevenue, BondsRevenue, Reports Finance Reports created from Database Subsidiary LedgersRFIs, Capital Improvement Projects CIP Administration File NOT ScannedRFIs, Capital Improvement Projects CIP Water Administration FileRFP, Agreements Contracts ADMINISTRATIVE FILES CorrespondenceRFP, Agreements Contracts ADMINISTRATIVE FILES With Grant FundingRFQs, Agreements UNSUCCESSFUL Bids / PropsalsRide Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 23651369436242168825213 57 --------- -------------- 11181217141112 ------- PPPP of PDPDPD HRHRHR CC CDCC CC CC PWPW PWPW CWCWCWCW 45 PD PWPWPWPWPWPW .. 5 ........... Page No. - ........Page ........ ...................... HR ......... ............. ............ .................. .................................. ................. .................................... ................. ........................................ ........................................ ........................................... ............................................ .................................................. ............................ ............................. ................................ ................................................................ ................................ ................................ ................................................................ ............................... ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ 26 - ................................................................ all rights reserved ................................ - ................................ FY_25 ................................ - ................................ ................................................................ 3516 - ................................ ................................................................ ................................ ................................ ................................ TUSTIN, CA ROUTINE - ................................ ................................ ................................ ................................ ................................ Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 Rights of Way, Deeds Easements LiensRights of Way, Deeds Easements LiensRights of Way, Private Land Development Projects Job Files Permanent FilesRIPA, STOP Source Data Audit Log Racial Identity Profiling ActRISK MANAGEMENT, HUMAN RESOURCESRisk, Vulnerability Assessment Emergency Response PlanRMS, Recordings Audio Recordings Tapes CADROUTINE S Safety Certifications, Vehicle Equipment History Files AQMD CertificationsSafety Data Sheet, MaterialSafety Training, Training Presented by Staff COURSE RECORDS Attendance RostersSafety, Loan Applications Potential Buyers Denied Cancelled WithdrawnSample ballot, Elections HISTORICALSB 1383 ComplianceSCADA DatabaseScanned Records, Capital Improvement Projects CIP Permanent FileScanned Records, Capital Improvement Projects CIP Water Permanent FileScantrons, Recruitment and Testing File Includes AdvertisementsScholarship ApplicationsScope of Work, Agreements Contracts Except Class Instructors AgreementSDS, Material Safety Data Sheet MSDS Safety Data SheetSealed Adult, CRIME REPORTS INCIDENT REPORTSSealed Juvenile Cases, CRIME REPORTS INCIDENT REPORTSSeason Brochures Recreation BrochuresSecretary of State Statement of Facts Registry of Public AgenciesSenior Advisory BoardSENIOR VEHICLES FUNDED BY THE OCTASeniors, Activity Special Programs Special Event Trips Children's ProgramsSeparation Agreements, Personnel Files Employee File Includes ApplicationService Requests CMMS DATABASE Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 6856143143931798142462 57 --------- ------------- 201213201010101214 --------- of PDPDPDPD HR CD CDCDCDCD PWPWPWPWPWPWPWPW CWCWCWCW 46 PDPDPD PWPWPWPWPWPW ..... 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Page ......... ............ ............. ............. ............... ............................................. .............................................. ................... ............................................ .......................................... ....................... ........................ .................................................... ............................ ....................................................................................................................... ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ Owned Location ................................................................................................ 26 - - ................................ ................................................................ all rights reserved - FY_25 ................................ - TRANSITORY / PRELIMINARY DRAFTS ................................ 3516 - - ................................................................ ................................................................................................ ROUTINE TUSTIN, CA - ................................................................ Correspondence - ................................ Correspondence - Planning - 2023 Gladwell Governmental Services, Inc. (909) 337 in Sheets, Training Presented by Staff COURSE RECORDS Attendance Rosters - Service Requests CMMS DATABASEService Requests, Work OrdersService Requests, Work OrdersService Requests, Work OrdersSevere Neglect, CRIME REPORTS INCIDENT REPORTS Juvenile Child AbuseSevere Neglect, CRIME REPORTS INCIDENT REPORTS Sealed Adult Juvenile Ward CasesSewer Sex Offenders, RegistrantsSexual Assault, CRIME REPORTS INCIDENT REPORTS IF IMAGED HomicideSFR, Building Plans Finalled SINGLE FAMILY RESIDENTIALShared Gang Databases, Registrants Gang AdultsShared Gang Databases, Registrants Gang JuvenilesSick Leave, Studies & Surveys Conducted on Behalf of the CitySIDEWALK BLOCKING, Code Enforcement Abatement Case Files AdministrativeSidewalk Repairs, Capital Improvement Projects CIP Maintenance ProjectsSidewalk Repairs, Encroachment Permits Excavation Permits Temporary StreetSignificant SignSIGNS, Code Enforcement Abatement Case Files Administrative CitationsSINGLE FAMILY RESIDENTIAL, Building Plans FinalledSite Plans, Planning Project Files Approved Permanent EntitlementsSkills, Training EMPLOYEE RECORDS If Records are CreatedSlots, Stormwater Operation Maintenance Catch Basins Field General CleaningSlurry Seals, Capital Improvement Projects CIP Maintenance ProjectsSocial media posting Soil Remediation, Underground Storage Tanks CitySoil Reports, Capital Improvement Projects CIP Permanent File Scanned RecordsSoil Reports, Capital Improvement Projects CIP Water Permanent File ScannedSoil Reports, GeotechnicalSoil Reports, Private Land Development Projects Job Files Permanent FilesSolicitors, Regulatory Permits Backgrounds Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 66877941171318756561219561572 57 ------------ ----------------- 1714 -- PPPP of PD CCCD CDCDCCCDCD FINCM PWPWPWPWPWPWPWPWPW CWCWCWCWCWCW 47 PWPW ... ...... Page No. ...................Page ......... ...................... ........................ ........................ ............................ ............................................. .................... ................. .................... ..................... ...................................................................... ......................................................................................................... .......................... ................................ ............................................................. ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................ ................................................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ 26 - wide - ................................ ................................ ................................................................ all rights reserved - ................................................................ FY_25 ................................ - ................................ ................................................................ 3516 ................................ - ................................ TRANSITORY / PRELIMINARY DRAFTS - ................................ ................................ TUSTIN, CA ................................ ................................................................ Correspondence Planning ................................ Agenda Packets - - - Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- 2023 Gladwell Governmental Services, Inc. (909) 337 Solid Waste Liens Garbage Liens ReleasesSolid Waste Reduction AB 939 Compliance Tonnage ReportsSOPs SOPs SOPs, Reference Materials Policies Procedures Brochures Flyers HandbooksSPCC, Aboveground CNG Storage Tanks Agency Owned Spill Prevention ControlSpeaker cards Speaker Slips Special District Assessment Rolls, Assessment Rolls Lighting Landscape DistrictsSpecial Event Permits Film Interim Use PermitsSpecial Event, Activity Special ProgramsSpecial Events Ops PlanSpecial Programs, ActivitySpecial Projects Subject Files Issue FilesSpecial StudiesSpecialized, GIS Database Data Layers Both CitySpecific Plans Specific Plans, Private Land Development Projects Job Files Administration FileSpecific Plans, Private Land Development Projects Job Files Permanent FilesSpecifications from Tustin Water Works TWW Job FilesSpecifications, Agreements Contracts Except Class Instructors AgreementSpecifications, Capital Improvement Projects CIP Permanent File Scanned RecordsSpecifications, Capital Improvement Projects CIP Water Permanent File ScannedSpeech Notes PowerPoint PresentationsSpill Prevention Control, Aboveground CNG Storage Tanks Agency OwnedSplit Lots, Private Land Development Projects Job Files Administration FileSplit Lots, Private Land Development Projects Job Files Permanent Files DrainageSports, Activity Special Programs Special Event Trips Children's ProgramsStaff notes that provide insight into the projectStaff Reports, Planning Project Files Approved Permanent EntitlementsStaff Schedules Work Schedules Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 8774326941777778886448278742 57 ------ ---------------------- 171511 --- of HRHR CC CDCD FINFINFINFIN PWPWPWPWPWPWPWPWPWPWPWPWPWPW CWCWCWCWCW 48 PD PWPW .. ...... .......... Page No. ............Page ................ ......... ........... ............. .............. ............. ................. .................. .................... ............................................................................................ ........................ ......................... .......................... ...................................................... ............................. ................................................................................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................ 26 ................................ - ................................ ................................ ................................ ................................ all rights reserved - FY_25 ................................ - 3516 - ................................................................ FPPC 700 Series Forms ................................ - Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- TUSTIN, CA ................................ ................................ ................................ ucted on Behalf of the City Sick Leave ................................ Produced by OTHER DepartmentsProduced by OUTSIDE ORGANIZATIONS -- 2023 Gladwell Governmental Services, Inc. (909) 337 Standard Operating Procedures Standard Operating Procedures Standard Operating Procedures, Reference Materials Policies Procedures BrochuresState Approvals of SystemState Controller's Report, Reports Annual State FederalState, Correspondence Regulatory Agencies Not Related to a CIPStatement of Economic Interests Statements, Collections Collection Agency Case FilesStationary Generators, Generator Operation Logs Inspections FixedStationary Generators, Generator Operation Logs Inspections FixedStatistical Metric, Recruitment and Testing File Includes AdvertisementsSTOP Source Data Audit Log Racial Identity Profiling Act RIPAStop work notices, Construction Notices Inspection Notices Correction noticesStormwater Business InspectionsStormwater Illicit DischargesStormwater Monitoring NPDES Monitoring InspectionStormwater NPDES Annual ReportsStormwater NPDES PermitsStormwater Operation Maintenance Catch Basins Field General CleaningStormwater TMDL Plan Total Maximum Daily Load PlanStormwater Treatment Measures, Stormwater Operation Maintenance Catch BasinsStormwater, Private Land Development Projects Job Files Permanent Files DrainageStreet Permits, Encroachment Permits Excavation Permits TemporaryStreet Report, Reports Annual State Federal State Controller's ReportStreet SweepingSTRUCTURAL, Code Enforcement Abatement Case Files Administrative CitationsStubs Payment Coupons Returned with paymentStudies Studies Studies & Surveys CondStudies, Capital Improvement Projects CIP Permanent File Scanned Records Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 1781568312536835312534515 57 ------ ------------------- 141413111114 ------ P of PDPD HR CCCDCC CC CCCCCCCC CMFIN PWPWPWPW CWCWCWCWCWCWCW 49 PDPD .. PWPWPWPW .... ... ... ........ Page No. ............. ..............Page ....... ............. ............................ ............... ................................. .................................................... .................................... ..................................................................... ......................................................... ........................................................... ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ 26 ................................ - ................................ ................................ ................................ ................................ ROUTINE all rights reserved - - FY_25 - 3516 - ................................ ................................ ................................................................ ................................ ................................ TUSTIN, CA ................................ ................................ Correspondence - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Volunteer - - ................................ MinutesResolutions -- ................................ Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims - 2023 Gladwell Governmental Services, Inc. (909) 337 Studies, Capital Improvement Projects CIP Water Permanent File Scanned RecordsStudies, Compensation Surveys &Studies, Reference Materials Policies Procedures Brochures Flyers HandbooksStudies, ReportsSubdivision Bonds, Bonds Performance BondsSubdivisions, Private Land Development Projects Job Files Administration FileSubdivisions, Private Land Development Projects Job Files Permanent FilesSubject Files, Special ProjectsSubject, Economic Development Projects ProgramsSubject, Projects ProgramsSubmittals, Capital Improvement Projects CIP Permanent File Scanned RecordsSubmittals, Capital Improvement Projects CIP Water Permanent File ScannedSubmitted to Basin Watermaster, Basin Equity Assessment ReportSubpoenas Personal Appearance Duces TecumSubpoenas RecordsSubpoenas, Public Records Requests Request for RecordsSubsidiary Ledgers, Reports Finance Reports created from DatabaseSubstance, Material Safety Data Sheet MSDS Safety Data Sheet SDSSubstantiated, CRIME REPORTS INCIDENT REPORTS Sealed Adult Juvenile Ward CasesSUBSTANTIVE synonyms Successful Successful Applicants Successful Proposal, Agreements Contracts Except Class Instructors AgreementSuccessful Proposal, Capital Improvement Projects CIP Permanent File ScannedSuccessful Proposal, Capital Improvement Projects CIP Water Permanent FileSUCCESSFUL Reports SUCCESSFUL, Background File Recruitment File Police Employees Police VolunteersSuccessor Agency Successor Agency Successor Agency, Agenda Packets Includes Appeals City Council Housing AuthoritySummons, Public Records Requests Request for Records Subpoenas Records Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 64414482412912444277 57 ------- ------------- 16171416171511131111 ---------- P of PDPD HR CC CD CDCD FIN PWPWPWPWPW CWCWCWCWCWCW 50 PDPD PWPWPWPWPWPWPWPW ....... ........... 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PD ..................................... .................. ................... .................................................................................................. ...................................... ....................... ..................... ........................ ............................... .............................................................. ................................................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ............................. ................................ ................................................................ ................................ ................................ ................................................................................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................................................................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ Format Drawings - ................................ ................................................................ ................................ ................................ ................................................................ ................................................................................................ ................................................................ ................................ ................................ ................................ TRANSITORY / PRELIMINARY DRAFTS 26 ................................ - - ................................ all rights reserved ................................................................ - ................................ FY_25 ................................ - TRANSITORY / PRELIMINARY DRAFTS 3516 ................................................................ - - TRANSITORY / PRELIMINARY DRAFTS ................................ - ................................................................ ................................ ................................ Correspondence - TUSTIN, CA ................................ ................................ Correspondence - ................................ Correspondence - ................................................................ 2023 Gladwell Governmental Services, Inc. (909) 337 Supervisor's Notes, Personnel FilesSupplements, Municipal Code HistorySupply inventories Supporting Data, Accounts Payable Invoices Backup Includes InvoicesSupporting Documentation, Regulatory Agency Compliance CorrespondenceSurvey Record Maps, Drawings Maps Plans Record Drawings LargeSurveys Conducted on Behalf of the CitySurveys of Water SystemSurveys Questionnaires That the City issuesSurveys, Capital Improvement Projects CIP Permanent File Scanned RecordsSurveys, Capital Improvement Projects CIP Water Permanent File Scanned RecordsSurveys, Engineering StudiesSurveys, EvaluationsSWIMMING POOLS, Code Enforcement Abatement Case Files Administrative Citations T Tailgates, Training Presented by Staff COURSE RECORDS Attendance RostersTanks, ReservoirsTanks, ReservoirsTapes, Recordings Audio RecordingsTaste, Customer Concerns Customer Complaints OdorTaxi, Regulatory Permits Backgrounds Solicitors MassageTDA Fiscal Audit, Transportation Audits DMV CHPTeams videoconference chats Telephone messages Temporary Construction, Encroachment Permits Excavation Permits Temporary StreetTemporary Easements, Capital Improvement Projects CIP Administration File NOTTemporary Easements, Capital Improvement Projects CIP Water Administration FileTemporary Entitlements Temporary Permits Approved UnapprovedTEMPORARY HOLDING FACILITY, POLICETemporary Holding Facility, Recordings Video RecordingsTemporary Permits, Temporary Entitlements Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 1451744544139598268656353488 57 --------- ------------------- 141717 --- P of PD HRHR CDCDCD CCCD FINFINFIN PWPWPWPWPWPWPWPWPWPWPWPWPW CWCWCW 51 PWPWPW .. ... Page No. .... ........Page .................. ......... .......... ........... ............. ............... ............................... ..................... .................................... ................... .................... ..................... ....................... ................................................. ................................................... ........................... ............................. .......................................................... ............................................................................................. ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................................................ ................................ FAMILY ................................ ................................ - ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ FPPC 400 Series Forms ................................ ................................ - ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ 26 - ................................ ................................ ................................ all rights reserved ................................ - ................................ FY_25 ................................ - ................................ ................................ 3516 - ................................ ................................ TRANSITORY / PRELIMINARY DRAFTS - ................................ TRANSITORY / PRELIMINARY DRAFTS ................................ - TUSTIN, CA ................................ ................................ ................................ ................................ ................................ ................................ Correspondence ................................ - ................................ Correspondence - Planning - 2023 Gladwell Governmental Services, Inc. (909) 337 TEMPORARY, Certificate of Occupancy CofOTemporary, Encroachment Permits Excavation PermitsTemporary, PermitsTENANT IMPROVEMENTS, Building Plans Finalled INDUSTRIAL COMMERCIAL MULTITentative Subdivisions, Planning Project Files Approved Permanent EntitlementsTest Data, Recruitment and Testing File Includes AdvertisementsTesting Analysis & statistical Metric, Recruitment and Testing File IncludesTesting Lab Final Reports, Private Land Development Projects Job FilesText messages Thank yous Theatre Programs etc., Activity Special Programs Special Event Trips Children'sTHOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK Time Cards Time SheetsTime Off Requests, Leave SlipsTime Sheets, Time CardsTMDL Plan, StormwaterTo, Requests PermissionsToilets, Conservation Program Grants RebatesTonnage Reports, Solid Waste Reduction AB 939 ComplianceTotal Maximum Daily Load, Stormwater TMDL PlanTPMs, Private Land Development Projects Job Files Permanent Files DrainageTract Files, Specifications from Tustin Water Works TWW Job FilesTract History Files Agreements Easements Main Extension AgreementsTracts, Private Land Development Projects Job Files Administration FileTracts, Private Land Development Projects Job Files Permanent Files DrainageTrade Tickets, Investments Arbitrage Certificate of Deposit Investment BondsTraffic Traffic Control Radar Calibration RecordsTraffic Control, Encroachment Permits Excavation Permits Temporary StreetTraffic CountsTraffic Speed Surveys Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 3942993248453435381141425 57 ------------- ------------ 111711111111 ------ PPPP of PDPD HR ... FINFINFINCMFINFINFIN PWPWPWPW CWCWCWCWCWCWCW 52 PD PWPWPWPWPW ......... ..... Page No. ...........Page ............ ......... ........... ........................ .............................. .................................. ................... .................... ....................... ...................................................... .......................... ...................................................... ............................. ............................... ............................................................... .............................. .............................................................................................. ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ 26 - ................................................................ ................................ ................................................................ ................................ Ride ................................ -................................ all rights reserved ................................ - a FY_25 - - 3516 - Ride Database TRANSITORY / PRELIMINARY DRAFTS - ................................ -a - ................................ TRANSITORY / PRELIMINARY DRAFTS ................................ - ................................ TUSTIN, CA ................................ ................................ ................................ ................................ ................................ ................................ Correspondence - Planning Correspondence - - ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 Training Certificates, Personnel Files Employee File Includes ApplicationTraining EMPLOYEE RECORDS If Records are CreatedTraining FileTraining Files, Canine Police Service Dogs Program FilesTraining Presented by Staff COURSE RECORDS Attendance RostersTraining, Report to the State Commission on Peace Officer StandardsTransaction Histories, Reports Finance Reports created from Database SubsidiaryTranscripts, Bonds Revenue Official StatementsTransfer Files, Specifications from Tustin Water Works TWW Job FilesTRANSITORY Transitory record, Surveys Questionnaires That the City issuesTransmittal letters Transportation Transportation Applications for Service DialTransportation Audits DMV CHP TDA Fiscal AuditTransportation Audits PERS AuditTransportation Dispatch System DialTransportation Permits, Permits Temporary Banner Obstruction Permits DumpsterTransportation SchedulesTrash Cleaning, Stormwater Operation Maintenance Catch Basins Field GeneralTravel Conferences (Copies)Travel Expense Reimbursements, Accounts Payable Invoices Backup IncludesTreasurer's Reports BackupTree Database Tree TrimmingTree Trimming, Tree DatabaseTriennial Performance Audit, Transportation Audits DMV CHP TDA Fiscal AuditTrips, Activity Special Programs Special EventTrust Accounts, Deposit AccountsTrustee Statements, Bank StatementsTSMs, Private Land Development Projects Job Files Administration File Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 677114722492233511959 57 -------------- ------- 171117111212121117 --------- PP of RPRP PDPDPDPD HR CDCD FINFINFINFIN PWPWPW CWCWCW 53 . .. PWPWPWPWPWPWPWPWPW ....... ........ Page No. ........... .......Page ............ ......... .......................... .............. ............... .................. ................................................................................ ...................... ....................................................................... ............................. .............................. ............................ ............................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................................................ ................................ ................................ 26 ................................ - ................................ ................................ ................................ ................................ ................................ all rights reserved TRANSITORY / PRELIMINARY DRAFTS - ................................ ................................ ................................ - FY_25 - ................................ 3516 - ................................ Worn Cameras MAV Mobile Audio Videos ................................................................................................ - ................................................................................................ ................................ Owned Location Soil Remediation - TUSTIN, CA Volunteer ................................ - Correspondence ................................ - ................................ ................................ Volunteer - 2023 Gladwell Governmental Services, Inc. (909) 337 TSMs, Private Land Development Projects Job Files Permanent Files DrainageTurn Offs, Turn OnsTurn Ons Turn OffsTustin Base Closure, MCAS Tustin Legacy Closure ReuseTustin Legacy Development Projects MCAS Original Records OnlyTWW, Specifications from Tustin Water WorksType, Report of data regarding the number U Unapproved, Temporary Entitlements Temporary Permits ApprovedUncashed checks, Escheat Unclaimed moneyUnclaimed money, EscheatUndeliverable envelopes Underground Service Alerts USA's Dig AlertsUnderground Service Alerts USA's Dig AlertsUnderground Service Alerts USA's Dig AlertsUnderground Storage Tank City Owned UST Monitoring InspectionsUnderground Storage Tanks CityUnderground Storage Tanks USTs City Owned Repairs Lining UpgradesUniform Building Codes California Building CodesUnmanned Aerial Vehicle, DroneUnpaid Intern Applications Unsuccessful UNSUCCESSFUL Applications, GrantsUNSUCCESSFUL BIDS, Agreements UNSUCCESSFUL Bids / PropsalsUNSUCCESSFUL, Background File Recruitment FileUpgrades, Underground Storage Tanks USTs City Owned Repairs LiningUSA's, Underground Service AlertsUSA's, Underground Service AlertsUSA's, Underground Service AlertsUse of Force Review Not as a result of a complaintUse of Force, Officer Recordings Body Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 787441398723354811514 57 -------------- ------- 121112181210111118 --------- of IT PDPDPD HR CC CDCDCDCDCC CC FINFINFINFINFINFINFIN PW CW 54 PD .... PWPWPWPWPWPWPWPW ....... ... 4 Page No. ...... - ......................Page .......................... FIN ................................... ............... .................. ................... .......................................... ................... ........................................................................................ ...................... ......................... ........................ ........................................................... ................................................................ ................................................................ ................................ ................................ ................................................................................................ ............................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................................................ ................................ ................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................ 4s ................................................................ - ................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................ ................................ ................................ 26 - ................................................................ ................................................................ all rights reserved - FY_25 ................................ - ................................................................................................ 3516 - ................................ ................................ ................................ reads Credits Debits to Accounts ................................ - TRANSITORY / PRELIMINARY DRAFTS - TUSTIN, CA ................................................................ Trip Inspections DOT Program CHP InspectionsTrip Inspections DOT Program CHP Inspections -- ................................ ................................................................................................ ................................ City Council Correspondence off requests, Payroll Benefit Files Administration Forms W - - - 2023 Gladwell Governmental Services, Inc. (909) 337 Used Oil DisposalUST Monitoring, Underground Storage Tank City OwnedUSTs, Underground Storage TanksUtility Adjustment Slips Meter MisUTILITY BILLING AND REVENUE, FINANCE BUSINESS LICENSEUtility Billing DatabaseUtility Billing, Accounts ReceivableUtility Cuts etc., Encroachment Permits Excavation Permits Temporary Street V Vacancy Notices, Board Commission Committee Maddy Act ListsVacation House Checks Extra Patrol requestsVacation payVacatur Relief Granted by Court, CRIME REPORTS INCIDENT REPORTSVariances ExemptionsVariances, Planning Project Files Approved Permanent EntitlementsVehicle Abatement, Code Enforcement Abatement Case Files AdministrativeVehicle Abatement, Code Enforcement Abatement Case Files AdministrativeVEHICLE ABATEMENT, Code Enforcement Abatement Case Files AdministrativeVehicle Equipment History Files AQMD Certifications MaintenanceVehicle Safety Checks, PreVehicle Safety Checks, PreVehicle Titles Pink Slips All VehiclesVerifications of Employment Child SupportVictim of Human Trafficking, CRIME REPORTS INCIDENT REPORTS Vacatur ReliefVIDEO RECORDINGS of Meetings, Audit Commission RecordingsVideo Recordings, RecordingsVideo Recordings, RecordingsVideo Tapes Video Tapes, Audit Commission Recordings VIDEO RECORDINGS of MeetingsViolations CorrectionsVisitors logs Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 433994386388888855 57 --------------- --- 151810181818161618181919 ------------ PPP of PDPD FINFINFINFINFINFINFINFINFINFIN PWPW CW 55 ..... FIN PWPWPWPWPWPWPWPWPWPWPW .. .. ... Page No. ..........Page ...... ................................................ ........... ............. ................ ....................... .......................................................... ..................... ................................................. .................................................................................................................. .......................................................... ............................. ................................ ................................................................................................ ................................ ................................................................ ................................ ................................................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................................................................................................................ ................................................................ ................................ ................................ ................................................................................................ ................................ ................................................................ ................................ ................................................................................................................................ ................................ ................................ ................................ ................................ ................................................................................................ ................................ ................................ ................................................................................................ ................................ 26 - ................................ ................................................................ ................................................................ ................................ all rights reserved ................................................................................................ - FY_25 ................................ - 3516 - ................................ ................................................................ ................................ ................................................................ TRANSITORY / PRELIMINARY DRAFTS ................................ - TUSTIN, CA ................................ Planning - ................................................................ ................................ ................................................................................................ ................................ Planning ................................ - ................................ payment Notices Notice of Payment Delinquency - Correspondence ................................................................ ................................ - ................................ 2023 Gladwell Governmental Services, Inc. (909) 337 ................................................................ ................................ 2's34s9s ---- Visual Complaints about Potable Water, Customer Concerns Customer ComplaintsVoice mails Volunteer Unpaid Intern Applications Agreements UnsuccessfulVolunteer Unpaid Intern Applications AgreementsVulnerability Assessment Emergency Response Plan Risk W WWWWWaivers of LiabilityWard Cases, CRIME REPORTS INCIDENT REPORTS Sealed Adult JuvenileWarrants, ChecksWatch Commander LogsWater AuditsWater Billing Appeals Payment Delinquency Impending DiscontinuationWater Billing Drought Compliance Includes AppealsWater Billing NonWater Billing NSF Checks Adjustments to Customer accountsWater Billing Payment Plans Amortization Alternative Payment PlansWater BillingWater LiensWater Main Break ReportsWater Master Plan Water Operations, NPDES Monitoring InspectionWater Operations, NPDES PermitsWater Production ReportsWater Quality Lab Reports Chains of Custody Bacteriological OrganicsWater Quality Lab Reports Chains of Custody ChemicalWater Quality Lab Reports Chains of Custody Lead CopperWater Quality Master Plans Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 43147244359287 57 ------- ------- 1919191314152019122012201320 -------------- P of IT HRHRHR CDCDCDCD CC CDCD CWCW 56 PW PWPWPWPWPWPWPWPWPWPWPWPWPW .... Page No. ................Page ........................ 13 ........ - ........................ ........................ ............. ................. PW ............... ...................... .............................................. ........................................................... .......................................................... ................................ .............................. .......................................................................................................................... ................................ ................................................................ ........................................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................ ................................................................ ................................................................................................................................ ................................ ................................................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................................................ ................................................................ ................................ ................................ ................................................................................................................................ ................................................................ ................................................................................................................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ 26 ................................................................................................ - all rights reserved ................................ - FY_25 - ................................................................ ................................ 3516 - ................................ ................................ ................................ ................................ TRANSITORY / PRELIMINARY DRAFTS ................................ TUSTIN, CA - ................................ Hazard identification Evaluation Correction ................................ Correspondence - 2023 Gladwell Governmental Services, Inc. (909) 337 Water Quality Reports Annual Consumer Confidence ReportsWater Rights Send final contracts Agreements to City ClerkWater Usage ReportsWater, Capital Improvement Projects CIPWater, Capital Improvement Projects CIPWater, Encroachment PermitsWATER, PUBLIC WORKSWebpages WEED ABATEMENT, Code Enforcement Abatement Case Files Administrative CitationsWells History Operations Includes Abandoned Destroyed WellsWithdrawn, Building Plans CancelledWithdrawn, Loan Applications Potential Buyers Denied CancelledWithdrawn, Planning Project Files Cancelled ExpiredWork Orders Service Requests All Information Entered in CMMS DatabaseWork Orders Service Requests All Information Entered in CMMS DatabaseWork Orders Service Requests CMMS DATABASEWork Orders Service Requests CMMS DATABASEWork Orders Service Requests NOT entered in CMMS DatabaseWork Orders Service Requests NOT entered in CMMS DatabaseWork Schedules, Staff SchedulesWorkers Compensation Claim Runs Monthly ReportsWorkers Compensation Claims Long Term Disability ClaimsWORKING, Elections GENERALWorkplace Violence Workplace Violence, Training Presented by Staff COURSE RECORDS AttendanceWORM Archival Storage System XYZ Zone Change, Zoning Ordinance Amendments ReclassificationsZone Changes, Planning Project Files Approved Permanent Entitlements Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent 665888 57 ---- -- of CDCDCCCDCD CW 57 Page No. Page ........... ................. ................................................. ......................... ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................ ................................................................ ................................ ................................ ................................ ................................................................ ................................ 26 - all rights reserved - FY_25 - 3516 - ................................................................ TUSTIN, CA 2023 Gladwell Governmental Services, Inc. (909) 337 Zoning Administrator (Copies), Planning Commission Building Board of AppealsZoning Administrator, Planning Commission Building Board of AppealsZoning Maps Historically SignificantZoning Maps Historically SignificantZoning Ordinance Amendments Reclassifications Zone ChangeZoning Studies, Reports Studies Historically significant Retention Schedule Index©1995 Do not duplicate or distribute without prior written consent Municipal Page CW-1 Adopted: 04-21-2026 Comments / Reference Statute of Limitations for someGovernment actions is 3 - 6 months; CCP§335 et seq; GC §§34090, 65009(c)(1)Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; 2 CFR 200.334; CCP §337 et. seq., 21 CFR 1403.36 & 1403.42(b); 24 CFR 91.105(h), 92.505, & 570.502(b), GC §34090; GC §8546.7 Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090The RFP / RFQ and the successful proposal becomes part of the agreement or contract; GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After S/IS/I S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Options Vital? CompletionCompletion Yes: Before Yes: Before Total longer 2 years2 years 10 years Retention if required, 10 years or whichever is Completion + Completion + After Funding Agency Audit, (Used by ALL Departments) CITY-WIDE (Used by ALL Departments) (Request for (Request for RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS RFQs Records Description Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of PostingAgreements / Contracts: ADMINISTRATIVE FILES (with Grant Funding)(Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Agreements / Contracts: ADMINISTRATIVE FILES(Correspondence, Project Administration, Project Schedules, Certified Payrolls, Invoices, Logs, RFP, etc.) Agreements / Contracts: UNSUCCESSFUL BIDS, PROPOSALS / RESPONSES to RFPs Proposals) / Qualifications) that don't result in a contractBids: See Agreements / Contracts ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-001CW-002CW-003CW-004CW-005 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Office of Contract)Contract)Contract) Lead Dept.Lead Dept. Lead Dept. Lead Dept. Agreement / Agreement / Agreement / (Managing the (Managing the (Managing the Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CW-2 Adopted: 04-21-2026 Comments / Reference All recommendations are presented to the City Council; GC §34090 et seq.Non-recordsBrown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)Department preference; State law only requires for 30 days; GC §54953.5(b)Department preference; GC §34090City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §340 et seq., 342, GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Options Vital? P Total yearsyears Longer 2 years2 years Required When No Retention Minimum 2 Minimum 2 (Used by ALL Departments) of RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS AUDIO RECORDINGS Records Description Organizations Boards, Commissions, / Committees: City Council Subcommittees(Composed solely of less than a quorum of the City Council)Boards, Commissions, / Committees: External(e.g. County Board of Supervisors)Boards, Commissions, / Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS.Boards, Commissions, / Committees: Residents Advisory Bodies Formed by CITY COUNCIL Recordings -Meetings / Audio TapesBoards, Commissions, / Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES / BYLAWS Complaints / Concerns from Citizens ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-006CW-007CW-008CW-009CW-010CW-011 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Lead Dept. Office of Responding Staffing Dept.Staffing Dept.Staffing Dept.Staffing Dept. Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CW-3 Adopted: 04-21-2026 Comments / Reference GC §34090.7ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (2017) 2 Cal.5th 608; GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPpr Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Options Vital? Total Longer 2 years Copies - Required When No Retention (Used by ALL Departments) ROUTINE RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Contracts: See AgreementsCopies / duplicates of any recordCorrespondence - (IF CONTENT relates in a SUBSTANTIVE way to the conduct of the public's business)(e.g. e-mail / email with SUBSTANTIVE content, Letters, Memorandums, Administrative Files, General Files, etc.) SUBSTANTIVE synonyms: Significant, Meaningful, Considerable, Essential ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-012CW-013CW-014 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 or Authors Office of Dept. that Document Document Lead Dept. Receives the City's Original Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: of CONTENT by placing them in Page CW-4 either the SAVED Adopted: 04-21-2026 are Comments / Reference Electronic and paper records are categorized, filed and retained based upon the the record. Records where CONTENT relates in a SUBSTANTIVE way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500,; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (2017) 2 Cal.5th 608. Department preference; meets auditing standards; GC §34090As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 after Paper QC'd? Destroy QC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPpr Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Options Vital? Total years Longer Longer RequiredRequired When No When No Close + 5 Retention (Used by ALL Departments) retained in , / NOT made / Interagency / not TRANSITORY / RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description Correspondence - PRELIMINARY DRAFTS,Intraagency Memoranda the ordinary course of business Content NOT Substantive retained for the purpose of preserving the informational content for future reference(e.g. calendars, checklists, e-mail / email, social media posting, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, Teams videoconference chats, notes / recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.)Deposit Accounts / Trust Accounts / Refundable DepositsDrafts / Notes: Drafts that are revised (retain final version) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-015CW-016CW-017 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 or Authors Office of Dept. that Document Document Lead Dept.Lead Dept. Receives the City's Original Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: GC Page CW-5 Adopted: 04-21-2026 Comments / Reference The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.GC §34090Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), §34090; GC §8546.7 Preliminary drafts not retained in the Regular Course of Business GC §34090GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Options Yes Vital? Total years Longer 2 years2 years Indefinite Required When No Retention if required - Minimum 5 (Permanent) After Funding Agency Audit, (Used by ALL Departments) Applications, RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Reports, other records Records Description (UNSUCCESSFUL GIS Database / Data / Layers (both City-wide / Specialized)Grants Correspondence)Grants / CDBG / Reimbursable Claims (SUCCESSFUL required to pass the funding agency's audit, if required)Applications (successful), grant agreement, program rules, regulations / procedures, reports to grant funding agencies, correspondence, audit records, completion recordsLeave Slips / Time Off RequestsLiability Waivers ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-018CW-019CW-020CW-021CW-022 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Grant)Grant) Office of Lead Dept.Lead Dept. Lead Dept. Lead Dept.Lead Dept. (Managing the (Managing the Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: ; Municipal Page CW-6 Adopted: 04-21-2026 Comments / Reference Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090Non-records - may be obtained from the newspaper company; GC §34090Statute of Limitations for someGovernment actions is 3 - 6 months; CCP§335 et seq; GC §§34090, 65009(c)(1)Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.Preliminary Drafts; destroy unnecessary photographs. GC §§34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes - After S / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Options Vital? Before Before Annual Evaluation Separation into Total Upon Longer Longer Human 2 years Send to Transfer 30 years RequiredRequired When No When No Discipline Retention Resources Shred After Documented Performance Evaluation or Incorporation Separation or (Used by ALL Departments) RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Department-level Files) (Supervisor's Notes) Records Description Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) / Chemical Use Report Form (/ records of the chemical / substance / agent, where / when it was used)Newspaper ClippingsNotices: Public Hearing Notices / Proofs of PublicationsPersonnel Files Except Police DepartmentSend all originals to Human ResourcesPersonnel Files Photographs ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-023CW-024CW-025CW-026CW-027CW-028 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Human Office of Resources Lead Dept.Lead Dept.Lead Dept.Lead Dept. Staffing Dept. Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CW-7 Adopted: 04-21-2026 Comments / Reference Department preference; GC §34090Not accessible to the public; GC §§34090, 7928.705Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090 7928.705Non-RecordsDepartment preference; GC §34090 after Paper QC'd? Destroy QC &ODQC &OD QC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Options Vital? Purchase Yes: Before Total yearsyears Longer 5 years2 years Required When No Retention Minimum 5 Minimum 2 (Used by ALL Departments) YOUR Department OUTSIDE (League of California RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Property, Funded Loans Records Description purchased, Loans not funded, etc. Purchase Orders / Requisitions Real Estate Appraisal Reports: Property NOT Real Estate Appraisal Reports: Purchased Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans (if not provided in the schedule), Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule), etc.: Produced by ORGANIZATIONS Cities, Chamber of Commerce, etc.)Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans (if not provided in the schedule), Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule), etc.: Produced by ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-029CW-030CW-031CW-032CW-033 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Office of Lead Dept.Lead Dept. Lead Dept. Lead Dept. the Appraisal)the Appraisal) (Who Ordered (Who Ordered Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CW-8 Adopted: 04-21-2026 Comments / Reference Copies; GC §34090.7Administratively and Historically significant, therefore retained permanently; GC §34090Department preference; Information is outdated after 10 years; GC §34090Department Preference; GC §34090 et seq.GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S/I S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Options Vital? P Total years When 2 years 10 years Retention Minimum 2 Superseded (Used by ALL Departments) OTHER Departments Historically significant other than Historically RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS - e.g. Annual Reports) Records Description Reference Materials: Policies, Procedures, Brochures, Flyers, Handbooks, Manuals, Newsletters, Plans (if not provided in the schedule), Standard Operating Procedures (SOPs), Studies, Reports (if not provided in the schedule), etc.: Produced by Reference / Working Files: See CorrespondenceReports, Studies (- e.g., Zoning Studies)Reports, Studies (significant Special Projects / Subject Files / Issue Files Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft / transitory record, / can be destroyed as drafts (When No Longer Required) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-034CW-035CW-036CW-037CW-038CW-039 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Office of Lead Dept.Lead Dept.Lead Dept.Lead Dept.Lead Dept. Record (OFR) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CW-9 Adopted: 04-21-2026 Comments / Reference LC §1198.5, 6401.9(f); 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b); 53238.3(b)Department preference; Ethics, Fiscal & Financial, Harassment & Workplace Violence Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), GC §§12946, 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) after Paper QC'd? Destroy QC & ODQC & OD Imaged & Yes: After Yes: After S / IS / I M=Mfr Image: S=Scan I=Import PprPpr Mag, Mag, Media Mfr, OD, Mfr, OD, Options Vital? Total 5 years5 years Retention Separation + (Used by ALL Departments) (If COURSE RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Records Description EMPLOYEE RECORDS TrainingRecords are Created - filed by Employee Name) Required Information by Employee for all Employee Training for Separation + 5 years: Employee Name Date Duration (length) Core Competencies / Skills Certifications / Qualification DocumentsTraining Presented by Staff -RECORDS (Attendance Rosters / Sign-in Sheets, Outlines / Materials; includes Ethics, Fiscal & Financial, Harassment, Workplace Violence, Safety Training, Tailgates) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CW-040 CW-039.5 Retention No. . Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 17.0 TUSTIN, CA Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Training) Office of Lead Dept.Lead Dept Record (OFR) (Presenting the If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CC-1 Adopted: 04-21-2026 Comments / Reference Department preference; GC §34090Preliminary drafts used to produce minutes; GC §34090 et seq.Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090GC §34090Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090Department preference; GC §34090Department preference; GC §34090GC §34090 QC'd? Destroy QC &OD QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I S / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Completion Yes: Before CITY CLERK (Elections) PPP Total 1 year 2 years3 years2 years of Credit Retention Release of Bond / Letter RECORDS RETENTION SCHEDULE: CITY CLERK ALL (Except Records Description Agenda Packets (includes Appeals): City Council, Housing Authority, Redevelopment Agency, Successor Agency, Oversight BoardAgenda Packets: Speaker SlipsAgreements / Contracts - Class Instructors)Agreement / Contract includes all contractual obligations (e.g. Specifications / Successful Proposal / Scope of Work) / Insurance Certificates / Notice of Completion Board / Commission / Committee Maddy Act Lists / Vacancy NoticesBonds (Performance Bonds, Subdivision Bonds, Letters of Credit)Citizen's Academy ApplicationsCity Council, Board / Commission Historical List of MembersClaim Forms ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CC-001CC-002CC-003CC-004CC-005CC-006CC-007CC-008 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 16.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of City ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity Clerk If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CC-2 Adopted: 04-21-2026 Comments / Reference Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.City maintains original statements; GC §81009(d)(e)(f)&(g)2 CCR 18615(f), GC §34090Must post on website; FPPC Opinion; GC §81009(e)Should post on website for 4 years; GC §81009(e)GC §81009eFPPC Regulation 18734(c); GC §81009eFPPC Regulation 18734(c); GC §81009eMust post on website; 2 CCR 18702.5; GC §34090; GC §81009(e) GC §53753(e)(2) Department Preference; as of January 1, 2025, the FPPC is the Filing Officer for 87200 filers; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) QCQCQCQCQCQCQCQCQC QC'd? Destroy QC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / I S / IS / IS / IS / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Yes (all) (Elections) PPPP Total CITY CLERK / ELECTIONS 7 years5 years7 years7 years7 years7 years2 years Retention RECORDS RETENTION SCHEDULE: CITY CLERK SUCCESSFUL (Elected Officials) Lobbyist Authorization ALL Records Description Deeds, Easements, Liens, Rights of WayEconomic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): Economic Interest Filings (FPPC Form 602 or 635) -Reporting FPPC Form 801 (Gift to Agency Report) FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)FPPC Form 803 (Behested Payment Report)FPPC Form 804 (Agency Report of New Positions)FPPC Form 805 (Agency Report of Consultants)FPPC Form 806 (Agency Report of Public Official Appointments)Assessment District Ballots, Protest Letters, / Envelopes - Prop. 218 proceedings Campaign Filings (FPPC 400 Series Forms / Form 501): CANDIDATES ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CC-009CC-010CC-011CC-012CC-013CC-014CC-015CC-016CC-017CC-018CC-019 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 16.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of ElectionsElections City ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity Clerk City Clerk / City Clerk / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CC-3 Adopted: 04-21-2026 Comments / Reference Candidates without committees are not required to file their statements, reports or copies online or electronically; ; GC §81009(b)&(g); GC §81009(f)&(g); GC §81009(c)&(g)CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100GC §34090Retained for Historical Value, GC §34090Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 QCQC QC QC'd? Destroy QC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import Ppr Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? (Elections) P Final Total years petition 5 years4 years7 years2 years + 4 years Retention 1 year after Election + 4 examination Term of Office Examination + (PACS - RECORDS RETENTION SCHEDULE: CITY CLERK (Sample ballot, UNSUCCESSFUL Files IF INSUFFICIENT - IF HISTORICAL GENERAL, WORKING / Records Description THOSE NOT REQUIRED TO OTHER COMMITTEES Campaign Filings (FPPC 400 Series Forms / Form 501): CANDIDATES Campaign Filings (FPPC 400 Series Forms): FILE ORIGINAL WITH CITY CLERK (copies)Campaign Filings (FPPC 400 Series Forms): not candidate-controlled)Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES Elections -ADMINISTRATION (Correspondence, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations / Precinct Board Members, Notices, Postings, etc.) Elections - copies of resolutions, final results; Certificate of Election, Oath of Office)Elections - Petitions (Initiative, Recall / Referendum) -Examined by Proponents ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CC-020CC-021CC-022CC-023CC-024CC-025CC-026CC-027 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 16.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of ElectionsElectionsElectionsElectionsElectionsElectionsElectionsElections City Clerk / City Clerk / City Clerk / City Clerk / City Clerk / City Clerk / City Clerk / City Clerk / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CC-4 Adopted: 04-21-2026 Comments / Reference Not accessible to the public; The 8 month retention applies after the City Clerk makes the determination of insufficiency / examines the petitions. unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400GC §53235.2(b); LC §1198.5City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090GC §34090Preliminary drafts not retained in the ordinary course of business; GC §34090Department preference (retain one of each supplement); GC §34090Department Preference; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After QC'd & ODQC'd & OD Paper after S / IS / I S / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPpr Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? (Elections) PPPP Total (End of Elections Section) years Longer months + 1 year Required When No Retention Results + 8 Determination Separation + 5 of Insufficiency RECORDS RETENTION SCHEDULE: CITY CLERK Administration, History / Supplements IF INSUFFICIENT - NOT IF SUFFICIENT Records Description Elections - Petitions (Initiative, Recall / Referendum) -Examined by Proponents Elections - Petitions (Initiative, Recall / Referendum) -Ethics Training CertificatesHistorical Records, Photographs, / Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.)Minutes: City Council, Housing Authority, Redevelopment Agency, Successor Agency, Oversight Board, Audit Commission, Community Services Commission, Planning CommissionMunicipal Code Distribution, etc.Municipal Code Oath of Office: City Council, Boards / Commission Members ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CC-028CC-029CC-030CC-031CC-032CC-033CC-034 CC-027.1 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 16.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of ElectionsElections City ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity Clerk City Clerk / City Clerk / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CC-5 Adopted: 04-21-2026 Comments / Reference GC §34090GC §34090Department preference; GC §34090GC §34090Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090Department preference; GC §34090GC §34090 et. seq.GC §34090GC §34090Department Preference; GC §34090Department Preference; GC §34090.7 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After QC'd & ODQC'd & ODQC'd & ODQC'd & OD Paper after S / IS / IS / I S / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Mag Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Yes (all) (Elections) PPPPP Total Sale or 2 years2 years2 years 10 years10 years Disposal Retention ) VIDEO RECORDS RETENTION SCHEDULE: CITY CLERK of Meetings / Video Tapes Historically Significant Records Description OrdinancesPublic Relations / Press ReleasesProclamations / CommendationsPublic Records Requests / Request for Records / Subpoenas (Records / Duces Tecum) / SummonsCity Council, Citizen's Finance Oversight Committee, Audit Commission, Planning Commission, / Community Services Commission: Recordings - RECORDINGS Records Destruction Authorization FormsRecords Retention Schedules / Amendments to Records Retention SchedulesResolutions: City Council, City Council, Housing Authority, Redevelopment Agency, Successor Agency, Planning CommissionSecretary of State Statement of Facts / Registry of Public AgenciesVehicle Titles (Pink Slips) - All Vehicles Zoning Maps ( ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CC-035CC-036CC-037CC-038CC-039CC-040CC-041CC-042CC-043CC-044 CC-035.5 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 16.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of City ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity ClerkCity Clerk If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CM-1 Adopted: 04-21-2026 Comments / Reference Department Preference; GC §34090Department Preference (the Grand Jury keeps their reports 5 years); GC §34090Department Preference; GC §34090Notes, drafts, or preliminary documents; GC §34090 et seq.Invoices are maintained by Finance; GC §34090.7 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? CITY MANAGER Total yearsyears Longer Longer 5 years Copies - RequiredRequired When No When No Retention Minimum 2 Minimum 2 RECORDS RETENTION SCHEDULE: CITY MANAGER Records Description City Council CorrespondenceGrand Jury Reports / Responses (Regarding City Operations)Projects, Programs, Subject / Issues (Issues / projects will vary over time)Speech Notes / PowerPoint PresentationsTravel / Conferences ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved CM-001CM-002CM-003CM-005CM-006 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 9.0 TUSTIN, CA Do not duplicate or distribute without prior written permission City City City City (OFR) Record Finance ManagerManagerManagerManager Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-1 Adopted: 04-21-2026 Comments / Reference CBC §§ 104.7 and 107.5; GC §34090CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S §19850; GC §34090CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S §19850; GC §34090CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S §19850; GC §34090CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S §19850; GC §34090Department Preference; GC §34090Department Preference; GC §34090The finalled permit is the final / official record; these are Preliminary Drafts; GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / I S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, YesYes Vital? expired) Yes (all)Yes (all)Yes (all) Yes (until PPPP or Total Upon 2 years or Project Retention Indefinite - Permanent Withdrawal Completion Expiration + Cancellation Until Cleared COMMUNITY DEVELOPMENT / BUILDING DIVISION INDUSTRIAL, SINGLE FAMILY - - Cancelled / WithdrawnFinalledFinalled Database Building Permits RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Records Description (Building, Code Enforcement, Economic Development, Housing, Planning) Address Files / Building Permit Building Plans - Building Plans - COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS Building Plans - RESIDENTIAL - SFR / APPURTENANCES Certificate of Occupancy (CofO)Certificate of Occupancy (CofO) - TEMPORARYConstruction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-001CED-002CED-003CED-004CED-005CED-006CED-007CED-008 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record BuildingBuildingBuildingBuildingBuildingBuildingBuildingBuilding Office of Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Community Community Community Community Community Community Community Community If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-2 Adopted: 04-21-2026 Comments / Reference Department Preference; GC §34090GC §34090Department preference; GC §34090GC §34090Department preference; GC §50022.6Department preference; GC §34090Department preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Yes: Until Yes: Until Yes: Until ResolutionResolutionResolution PP Total years While 2 years2 years2 years in Force Minimum Minimum Retention Minimum 2 Resolution + Ordinance is COMMUNITY DEVELOPMENT / CODE ENFORCEMENT RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Records Description Building Activity (Building, Code Enforcement, Economic Development, Housing, Planning) Grading Plans Reports: Hardship WaiversRequests / Permissions to Receive Copies of Plans (to / from Architects)Uniform Building Codes / California Building CodesAdministrative Citation Hearings Code Enforcement / Abatement Case Files / Administrative Citations / Vehicle Abatement (Includes appeals / Code Enforcement Complaint Letters) MAJOR: STRUCTURAL / ILLEGAL DUMPING, SWIMMING POOLS, ETC. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-009CED-010CED-011CED-012CED-013CED-014CED-015 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Code Code (OFR) Record BuildingBuildingBuildingBuildingBuilding Office of Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Community Community Community Community Community Community Community EnforcementEnforcement If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-3 Adopted: 04-21-2026 Comments / Reference Department preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090Data Fields / Records are interrelated; GC §34090Department Preference; GC §34090Preliminary drafts not retained in the ordinary course of business; GC §34090Required for 5 years; 24 CFR 91.105(h); 24 CFR 92.508(a); GC §3409 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Yes Vital? Yes: Until Resolution Total yearsyears Longer 2 years Minimum Required + 5 years When No Retention Indefinite - Minimum 2 Minimum 2 Superseded Resolution + COMMUNITY DEVELOPMENT / HOUSING DIVISION COMMUNITY DEVELOPMENT / ECONOMIC DEVELOPMENT Database RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Records Description (Building, Code Enforcement, Economic Development, Housing, Planning) Code Enforcement / Abatement Case Files / Administrative Citations / Vehicle Abatement (Includes appeals / Code Enforcement Complaint Letters) MINOR: WEED ABATEMENT, VEHICLE ABATEMENT, SIDEWALK BLOCKING, PARKING, BANNERS, SIGNS, ETC.Code EnforcementEconomic Development Projects, Programs, Subject / Issues (Issues / projects will vary over time)Foreclosure Notices / Notices of Defaults (NOD) - Not related to a City Loan / Case FileHousing Plans: Consolidated Annual Performance / Evaluation Review (CAPER) / Comprehensive Housing Affordability Strategy (CHAS) / Consolidated Action Plan / Analysis of Impediments to Fair Housing Choices / Citizen Participation Plan / Action Plans, etc. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-016CED-017CED-018 CED-017.5CED-018.5 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Code Code (OFR) Record HousingHousing Develop. Office of Economic Economic Economic Develop. / Develop. / Develop. / Develop. / Develop. / Community Community Community EnforcementEnforcement Community & Community & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-4 Adopted: 04-21-2026 92.508(a)&(c) & Comments / Reference HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR570.502(a)(16),, GC §34090HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16),, GC §34090GC §34090(Non-Records)Land Records; GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? P the OR Total Period LongerLonger 2 years Required + 5 years When No Retention Agreement Affordability Terminates, Terminates, Forgiveness 5 years after Loan Pay-off Whichever is or the Written COMMUNITY DEVELOPMENT / PLANNING (First Time RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Records Description (Building, Code Enforcement, Economic Development, Housing, Planning) Housing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITH a Recapture / Resale Restriction Deeds are sent to City ClerkHousing Programs: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc.WITHOUT a Recapture / Resale Restriction Deeds / Insurance are sent to City ClerkLoan Applications / Potential Buyers Denied, Cancelled / Withdrawn Home Buyers, Life/Safety, Rehabilitation, HOME, etc.)Alcohol Beverage Control License Applications (ABC Applications)Annexations / Boundaries / Consolidations / LAFCO ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-019CED-020CED-021CED-022CED-023 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record HousingHousingHousing PlanningPlanning Office of Economic Economic Economic Develop. / Develop. / Develop. / Develop. / Develop. / Community Community Community & Community & Community & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-5 Adopted: 04-21-2026 Comments / Reference Department Preference; GC §34090(Non-Records - Census Bureau is OFR)Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090Not all internal communications and notes are required to be saved; "E-mails that do not provide within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090Non-records; EIRs and Negative Declarations within the City Boundaries are with the project fileCity Clerk Maintains all Agenda Packets Permanently; GC §34090.7 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? PPP Total years Longer Project Longer RequiredRequired When No When No Denial + 2 Retention Approval or that provide RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Records Description (Building, Code Enforcement, Economic Development, Housing, Planning) CC and R Agreements / Covenants, Conditions / RestrictionsCensus, DemographicsEnvironmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundaries Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence / staff notes compliance with respect to the project Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.)Outside City boundaries General Plan, Elements / Amendments ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-024CED-025CED-026CED-027CED-028CED-029 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record PlanningPlanningPlanningPlanningPlanningPlanning Office of Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Community Community Community Community Community Community If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-6 Adopted: 04-21-2026 Comments / Reference Department Preference; GC §34090Department Preference; GC §34090Department Preference; GC §34090Preliminary drafts not retained in the ordinary course of business; GC §34090Department preference; State law only requires for 30 days; GC §54953.5(b)Send originals to the City Clerk; GC §34090.7Department preference; Original Staff Reports are filed in the project file; GC §34090Department Preference - Data is interrelated; GC §34090, H&S §19850 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPpr Mag Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, YesYes Vital? PPPP Total Longer Longer 2 years Copies - RequiredRequired When No When No Retention Indefinite - Permanent of RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT AUDIO RECORDINGS Records Description (Building, Code Enforcement, Economic Development, Housing, Planning) Historic Preservation Survey, Evaluations / DesignationsHome OccupationMaster Plans, Specific Plans, Land Use Plans, etc.Materials BoardsPlanning Commission, Building Board of Appeals, Zoning AdministratorRecordings - Meetings / Audio TapesPlanning Commission, Building Board of Appeals, Zoning Administrator MINUTES / BYLAWS / RESOLUTIONS Planning Commission, Building Board of Appeals, Zoning Administrator AGENDAS / AGENDA PACKETS Planning Project Log of Applications, Database ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-030CED-031CED-032CED-033CED-034CED-035CED-036CED-037 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record PlanningPlanningPlanningPlanningPlanningPlanningPlanning Office of City Clerk Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Develop. / Community Community Community Community Community Community Community If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-7 Adopted: 04-21-2026 Comments / Reference Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090GC §34090Department Preference; GC §34090Department preference; GC§§34090Department Preference; GC §34090.7 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / I S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, YesYes Yes: Event Vital? During Yes (all) PP Total yearsyearsyears 2 years Minimum Retention Minimum 2 Minimum 2 Minimum 2 Expiration or Cancellation, Withdrawal + ) : Cancelled / RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Historically Significant Records Description (Building, Code Enforcement, Economic Development, Housing, Planning) (Approved / Unapproved) Planning Project Files - Approved Permanent Entitlements(Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans / Maps) Examples: Conditional Use Permits (CUPs), Correspondence, Design Review, Lot Line Adjustments, Parcel Maps, Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc. Planning Project Files -Expired / Withdrawn Special Event Permits / Film Interim Use PermitsSpecial Studies Temporary Entitlements / Temporary Permits Christmas Tree Lots, Pumpkin Lots, Banner Permits, etc.Zoning Maps ( ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-038CED-039CED-040CED-041CED-042 CED-038.5 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record PlanningPlanningPlanningPlanningPlanning Office of City Clerk Develop. / Develop. / Develop. / Develop. / Develop. / Community Community Community Community Community If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page CD-8 Adopted: 04-21-2026 Comments / Reference Department Preference (copies); GC §34090.7 after Paper QC'd? Destroy QC & OD Imaged & Yes: After S / I M=Mfr Image: S=Scan I=Import Ppr Mag, Media Options Mfr, OD, Yes Vital? P Total Retention RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Records Description (Building, Code Enforcement, Economic Development, Housing, Planning) Zoning Ordinance Amendments, Reclassifications / Zone Change ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved CED-043 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 20.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Planning Office of Develop. / Community If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-1 Adopted: 04-21-2026 Comments / Reference Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Department Preference (meets municipal government auditing standards); GC §34090Department preference; Meets auditing standards; GC §34090 et seq.Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)Send originals to the City Clerk; GC §34090.7Department Preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090Department Preference (copies); GC §34090.7Department Preference; meets municipal government auditing standards; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import Mag Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Paid Vital? Yes: Until P Total years Longer FINANCE / ACCOUNTING 5 years5 years5 years5 years Copies - 10 years Required When No Retention Minimum 2 of RECORDS RETENTION SCHEDULE: FINANCE (Accounting, Business License, Utility Billing And Revenue, Payroll) VIDEO RECORDINGS Records Description 1099's / 1096's / DE542 (California Report of Independent Contractors)Accounts Payable / Invoices / Backup (Includes Invoices, Travel Expense Reimbursements, Check Request, Purchase CardSupporting Data, etc.)Assessment Rolls / Lighting / Landscape Districts / Special District Assessment Rolls (to Tax Assessor for Tax Rolls)Audit Commission AGENDAS, AGENDA PACKETS.Audit Commission MINUTES / BYLAWS Audit CommissionRecordings - Meetings / Video TapesAudit Reports / Annual Comprehensive Financial Report (ACFR) / related Audit Opinions Audit Work Papers ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-001FIN-002FIN-003FIN-004FIN-005FIN-006FIN-007FIN-008 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission (OFR) Record Office of City Clerk Finance / Finance / Finance / Finance / Finance / Finance / Finance / AccountingAccountingAccountingAccountingAccountingAccountingAccounting If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-2 Adopted: 04-21-2026 Comments / Reference Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001-1Department Preference; Statute of Limitations for bonds issued by local governments are 10 years; IRS bond auditing regulations state, for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds; There are specific requirements 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.Department preference; GC §34090 et seq.Preliminary drafts; GC §34090Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090Department Preference; GC §34090Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Yes: Vital? Current Maturity Yes: Until Fiscal Year P Fully Total years Longer 5 years 5 years 10 years 10 years Required When No Retention Indefinite - Minimum 5 Defeased + RECORDS RETENTION SCHEDULE: FINANCE Database (Accounting, Business License, Utility Billing And Revenue, Payroll) Records Description Bank Statements / Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal AdviceBonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure ReportsSee Bank Statements for statement retention.Budgets - Adopted / FinalBudgets - Preliminary, Proposed, Backup DocumentsEscheat (Unclaimed money / uncashed checks)FEMA Reimbursement / OES ReimbursementsFinancial Services ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-009FIN-010FIN-011FIN-012FIN-013FIN-014FIN-015 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission (OFR) Record Office of Finance / Finance / Finance / Finance / Finance / Finance / Finance / AccountingAccountingAccountingAccountingAccountingAccountingAccounting If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-3 Adopted: 04-21-2026 Comments / Reference Department Preference (bond auditing records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC §34090Department Preference; Meets auditing standards; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090Department Preference; Meets auditing standards; GC §34090Department Preference (meets municipal government auditing standards); GC §34090Department Preference; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Paid Vital? Yes: Until Total Longer 5 years5 years 5 years5 years5 years5 years Required When No Retention RECORDS RETENTION SCHEDULE: FINANCE ) (Accounting, Business License, Utility Billing And Revenue, Payroll) Records Description MONTHLY / PERIODIC Fixed AssetsInvestments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund))Journal Entries / Journal Vouchers Reports / Finance Reports created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue / Expenditure Reports, etc. (Reports: Annual State / Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc.Transportation Audits / PERS Audit, etc.Treasurer's Reports / Backup ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-016FIN-017FIN-018FIN-019FIN-020FIN-021FIN-022 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission (OFR) Record Office of Finance / Finance / Finance / Finance / Finance / Finance / Finance / AccountingAccountingAccountingAccountingAccountingAccountingAccounting If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-4 Adopted: 04-21-2026 Comments / Reference Department Preference (meets municipal government auditing standards); GC §34090Department preference; Meets auditing standards; GC §34090 et seq.Department preference; Meets auditing standards; GC §34090 et seq.Preliminary drafts not retained in the ordinary course of business; GC §34090Department Preference (negative information remains on credit ratings for 7 years); GC §34090Department preference (The Business License & Permit Database is the original; reports are considered drafts or copies); GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Paid Vital? Yes: Until Total years Longer Longer 5 years5 years 10 years RequiredRequired When No When No Retention Minimum 5 RECORDS RETENTION SCHEDULE: FINANCE FINANCE / BUSINESS LICENSE, UTILITY BILLING AND REVENUE - Miscellaneous - - Utility Billing, etc. pursued (Accounting, Business License, Utility Billing And Revenue, Payroll) NOTWhere a claim is filed Records Description W-9sAccounts ReceivableDamage to Public Property, Invoices to Outside Entities, etc.Accounts ReceivableBankruptcies - Bankruptcies - Billing Registers, Payment Registers, Adjustment Registers ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-023FIN-024FIN-025FIN-026FIN-027FIN-028 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission Utility Utility Utility Utility (OFR) Record Billing & Billing & Billing & Billing & License, License, License, License, Revenue Revenue Revenue Revenue Office of Business Business Business Business Finance / Finance / Finance / Finance / Finance / Finance / AccountingAccounting If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-5 Adopted: 04-21-2026 Comments / Reference Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090Department preference (used for zoning approvals and police approvals); GC §34090 et seq.Department preference; GC §34090.Department preference (Preliminary drafts); GC §34090Department preference; Meets auditing standards; GC §34090 et seq. QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Vital? P Total yearsyears Longer 5 years Required When No Close + 2 Retention Indefinite - Minimum 5 Changes RECORDS RETENTION SCHEDULE: FINANCE / Database Enforcement of Business ApplicationsRenewals Administrative Citations / (Accounting, Business License, Utility Billing And Revenue, Payroll) Records Description Business License / Permit Business License Business License Code Enforcement /LicenseCode (Includes Appeals / Code Enforcement Notices of Violation)Business License Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash Reports / Petty Cash ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-029FIN-030FIN-031FIN-032FIN-033 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission Utility Utility Utility Utility Utility (OFR) Record Billing & Billing & Billing & Billing & Billing & License, License, License, License, License, Revenue Revenue Revenue Revenue Revenue Office of Business Business Business Business Business Finance / Finance / Finance / Finance / Finance / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-6 Adopted: 04-21-2026 Comments / Reference Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337Department preference; Delinquencies remain on credit reports for 7 years; GC §34090 et seq.Department Preference; Meets auditing standards; GC §34090Preliminary drafts not retained in the ordinary course of business; GC §34090Preliminary drafts not retained in the ordinary course of business; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Total Longer Longer 7 years7 years5 years RequiredRequired When No When No Retention RECORDS RETENTION SCHEDULE: FINANCE (Accounting, Business License, Utility Billing And Revenue, Payroll) Records Description Checks / Warrants (Cashed / Paid)Collections / Collection Agency Case Files / Statements / Delinquent AccountsReturned Checks / NSF ChecksStubs / Payment Coupons (returned with payment)Turn Ons / Turn Offs ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-034FIN-035FIN-036FIN-037FIN-038 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission Utility Utility Utility Utility Utility (OFR) Record Billing & Billing & Billing & Billing & Billing & License, License, License, License, License, Revenue Revenue Revenue Revenue Revenue Office of Business Business Business Business Business Finance / Finance / Finance / Finance / Finance / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-7 Adopted: 04-21-2026 Comments / Reference Department preference; Meets auditing standards; GC §34090 et seq.Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090Documented or attached to Customer Record in database GC §34090; H&S §116908Documented or attached to Customer Record in database GC §34090; H&S §116908Documented or attached to Customer Record in database GC §34090; H&S §116908Documented or attached to Customer Record in database GC §34090; H&S §116908Documented or attached to Customer Record in database GC §34090; H&S §116910Must post to Website; H&S §116906; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / I S / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import ODODODODODOD Mag, Mag, Mag, Mag, Mag, Mag, Media OD, PprOD, Ppr Options Ppr, Mfr, Ppr, Mfr, Ppr, Mfr, Ppr, Mfr, Ppr, Mfr, Ppr, Mfr, Mag, Mfr, Mag, Mfr, Yes Vital? Plan Final Total yearsyearsyearsyears When Longer Longer 5 years RequiredRequired When No When No Close + 2 Retention Indefinite - Minimum 5 Minimum 2 Completion of Payment Decision + 2 Expiration or Superseded; RECORDS RETENTION SCHEDULE: FINANCE (Accounting, Business License, Utility Billing And Revenue, Payroll) Records Description Database Utility Adjustment Slips / Meter Mis-reads, Credits / Debits to AccountsUtility Billing Water Billing: Appeals - Payment Delinquency / Impending DiscontinuationWater Billing: Drought Compliance (Includes Appeals / Code Enforcement Notices of Violation)Water Billing: Non-payment Notices / Notice of Payment Delinquency / Impending Discontinuation (Initial, Final)Water Billing: NSF Checks / Adjustments to Customer accountsWater Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.Water Billing: Policy on Discontinuation of Residential Service for Nonpayment ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-039FIN-040FIN-041FIN-042FIN-043FIN-044FIN-045FIN-046 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission Utility Utility (OFR) Record Billing & Billing & License, License, Revenue Revenue Office of Business Business Finance / Finance / Finance / Finance / Finance / Finance / Finance / Finance / AccountingAccountingAccountingAccountingAccountingAccounting If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-8 Adopted: 04-21-2026 Comments / Reference Must post to Website; H&S §116918; GC §34090Department Preference; GC §34090Department Preference; GC §34090Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090Department preference; GC §34090Preliminary drafts not retained in the Regular Course of Business GC §34090Department preference; IRS Regulation for W-4s is four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31.6001-1; GC §34090Department preference for CalPERS buy-back purposes; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import OD Mag, Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Ppr, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Vital? FINANCE / PAYROLL Total years Longer 5 years 5 years5 years5 years5 years 50 years Required When No Retention Minimum 2 Separation + RECORDS RETENTION SCHEDULE: FINANCE (Accounting, Business License, Utility Billing And Revenue, Payroll) Records Description Water Billing: Report of Annual Discontinuations of Residential ServiceAuto Pay Authorization Forms / Direct Deposit AuthorizationsCalPERS Reports - Annual Valuation Reports, Actuarial Valuation ReportsDE-6, DE-7, DE-9, DE-43, W-3, / DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA / Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. Deferred Compensation (457) Reports, RegistersEmployment VerificationsPayroll Benefit Files / Administration Forms (W-4s, Changes, Personnel Action Form copies, Vacation pay-off requests, etc.)Payroll Journals / Payroll Registers / Pay Day Registers ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-047FIN-048FIN-049FIN-050FIN-051FIN-052FIN-053FIN-054 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission (OFR) PayrollPayrollPayrollPayrollPayrollPayrollPayroll Record Office of Finance / Finance / Finance / Finance / Finance / Finance / Finance / Finance / Accounting If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page FIN-9 Adopted: 04-21-2026 Comments / Reference Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide digital signatures when they submit their timecards, but some in Public Works and Community Services do not (another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 QC'd? Destroy QC & ODQC & OD Imaged & Yes: After Yes: After Paper after S / I S / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Vital? Total 5 years5 years Retention RECORDS RETENTION SCHEDULE: FINANCE (Accounting, Business License, Utility Billing And Revenue, Payroll) Records Description Time Cards / Time SheetsW-2's ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved FIN-055FIN-056 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 14.0 TUSTIN, CA Do not duplicate or distribute without prior written permission (OFR) PayrollPayroll Record Office of Finance / Finance / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: GC §§12946, Page HR-1 Adopted: 04-21-2026 29 USC 1027; (2); Comments / Reference ) 1 State law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(12960, 34090Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 11013 GC §§12946, 12960, 34090Department preference (Not City Records); GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Contract Yes: For Duration of HUMAN RESOURCES (Risk Management) Total yearsyears years Final Hiring When 4 years or Upon + 6 years Retention Separation Duration of Minimum 3 Minimum 3 the Contract Decision + 4 Superseded, Disposition + RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Records Description Background File / Recruitment File - Police Applicants & Police Volunteers (UNSUCCESSFUL)Benefit Plan Documents (CalPERS, Optical, Dental, etc.)Classification / Reorganization Studies (for employee classifications and department structures)Compensation Surveys & StudiesCalifornia Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment ClaimsDMV Pull Notices (Except Police) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved No. HR-001HR-002HR-003HR-004HR-005HR-006 Retention Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 21.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Human Human Human Human Human Human Record Office of ResourcesResourcesResourcesResourcesResourcesResources If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page HR-2 Adopted: 04-21-2026 Comments / Reference Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.7129 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090Department preference; GC §§12946, 12960, 34090Department Preference for consistency with Personnel Files; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; LC §1198.5State requires for at least 5 years for civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c) ; EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547Non-citizens must re-certify periodically; Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? (Risk Management) P Final Total 5 years3 years6 years5 years3 years Retention Separation + Separation + Disposition + RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Records Description Drug & Alcohol Test Results (All - Positives and Negatives)EEOC Reports, EEO-4 ReportsEmployee History Cards ("White Card")Employee Investigation Files(excludes Police)Employee Investigation and Disciplinary files involving Police Department personnel NOT as a result of a complaint from a Member of the Public(See Police Department schedules for complaints from a Member of the Public)I-9s ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved No. HR-007HR-008HR-009HR-010HR-011HR-012 Retention Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 21.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Human Human Human Human Human Human Record Office of ResourcesResourcesResourcesResourcesResourcesResources If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: et seq.2 CCR Page HR-3 Adopted: 04-21-2026 29 CFR 1602.14 (i), Comments / Reference ) 1 GC §§12946, 12960, 34090 1013(c); State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1Department Preference; GC §34090Department preference (Not City Records); GC §34090Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; LC §1198.5Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), 49 CFR §27.121(b); GC §§12946, 12960, 34090; LC §1198.5 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Yes: After Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / I S / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Yes: Until Separation (Risk Management) Total Upon years years 6 years Longer: Inactive Death of + 4 years Minimum Retention Termination 5 years; OR Superseded Minimum 10 of Benefits + Separation + Separation + Whichever is 30 years; OR Separation or Employee + 5 (all RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Medical File Employee File Records Description Job Descriptions / Classification SpecificationsLabor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.)Livescan Results for Contracted Course Instructors or Custodial StaffPersonnel Files -Includes Application, Evaluations, Policies, Oaths of Office, PAFs (Personnel Action Forms), 1095-C form, Separation Agreements, Background Investigation files, Training Certificates, etc.Personnel Files - employees) Pre-employment Medical Clearances, ADA Accommodations, Respirator Fit Tests, etc. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved No. HR-013HR-014HR-015HR-016HR-017 Retention Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 21.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Human Human Human Human Human Record Office of ResourcesResourcesResourcesResourcesResources If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page HR-4 Adopted: 04-21-2026 Comments / Reference Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c); 2 CCR 11013, GC §§12946, 12960, 34090Department preference to allow for successful selection and hiring;; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14;.2 CCR 11013(c); GC §§12946, 12960, 34090Preliminary drafts not retained in the ordinary course of business; GC §34090Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seqMeets auditing standards; GC §34090Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / I S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Vital? Yes: Until Separation (Risk Management) Total years years Hiring Longer Longer 5 years5 years Longer: Death of RequiredRequired When No When No Retention Termination 5 years; OR Decision + 4 of Benefits + Separation + Whichever is 30 years; OR Employee + 5 ) NeoGov RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Records Description Recruitment and Testing File(Includes Advertisements, Applications for Unsuccessful Candidates, Background Investigations (Unsuccessful Candidates), Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.)Recruitment Database (Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.)Verifications of Employment, Child Support, etc. (From lenders or other outside companies)Workers Compensation Claim Runs / Monthly ReportsWorkers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved No. HR-018HR-019HR-020HR-021HR-022HR-023 Retention Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 21.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Human Human Human Human Human Human Record Office of ResourcesResourcesResourcesResourcesResourcesResources If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page HR-5 Adopted: 04-21-2026 Comments / Reference Department preference; CCP §340.5, GC §34090Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b)Department Preference; GC §34090Department Preference; GC §34090Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33; 8 CCR §3203(b)(1), GC §34090.7; LC §6429cLC §6401.9(f), GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / I S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Yes: Until Resolution (Risk Management) P Total 2 years5 years5 years5 years5 years Retention Resolution + HUMAN RESOURCES / RISK MANAGEMENT RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Records Description Accident / Incident / Injury Reports (Potential Claims - medical and non-medical that do not result in a claim.) ClaimsInsurance Polices (City-owned policies)JPA / JPIA Reports / General Liability Claim RunsOSHA Logs - 200, 300, 301, 301A, OSHA Inspections, Citationsidentification, evaluation, correction, incident logs, investigations, etc. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved No. HR-024HR-025HR-026HR-027HR-028HR-029 Retention Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 21.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Human Human Human Human Human Human Record Office of Resources Resources / Resources / Resources / Resources / Resources / Risk Manag.Risk Manag.Risk Manag.Risk Manag.Risk Manag. If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page IT-1 Adopted: 04-21-2026 Comments / Reference Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; tapes are in autochangers and are overwritten; GC §34090 et seq.GC §34090Preliminary documents not retained in the ordinary course of business; GC §34090 et seq.GC §34090.6 et seq,Department preference; Does not record regular ongoing operations of the City; GC §34090.6(a)Department preference; Does not record regular ongoing operations of the City; GC §34090.6 et seq. QC'd? Destroy Imaged & Paper after M=Mfr Image: S=Scan I=Import MagMagMag Mag.Mag. Media Options Mag, Ppr YesYes Vital? Total 1 year1 year1 year INFORMATION TECHNOLOGY Longer Longer 2 years Required Required When No When No Retention Public Public (Employees RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Records Description (Doors, Hallways, Parks, Public (Parks, Public Areas, etc.) Backups / Computer Backups (ALL Disaster Recovery Computer Backups)Enterprise System Catalogue (posted on line)Network Configuration Maps / PlansRecordings - Video Recordings - Department Activity Performing Work, Cashiering, Building Security, etc.)See City Clerk's schedule for City Council Video RecordingsRecordings - Video Recordings -Activity Areas, etc.)See City Clerk's schedule for City Council Video RecordingsRecordings - Video Recordings -Activity See City Clerk's schedule for City Council Video Recordings ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved IT-001 IT-002IT-003IT-004IT-005IT-006 Retention No. Ver. 10.0 TUSTIN, CA Do not duplicate or distribute without prior written permission (OFR) Record Office of Information Information Information Information Information Information TechnologyTechnologyTechnologyTechnologyTechnologyTechnology If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page IT-2 Adopted: 04-21-2026 Comments / Reference For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, CCR 22620 et seq. QC'd? Destroy Imaged & Paper after M=Mfr Image: S=Scan I=Import OD Media Options Vital? Total Series Follows Retention the Record Retention of RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Records Description WORM Archival Storage System ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved IT-007 Retention No. Ver. 10.0 TUSTIN, CA Do not duplicate or distribute without prior written permission (OFR) Record Office of Information Technology If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). -1 Page P Adopted: 04-21-2026 Comments / Reference Department Preference; data is interrelated; GC §34090Department preference; GC §34090Department preference; GC §34090Department preference; State law only requires for 30 days; GC §54953.5(b)Send originals to the City Clerk; GC §34090.7Department Preference (Transitory record not retained in the ordinary course of business); GC §34090GC §34090GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, (Mag) Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, YesYes Yes: Event Vital? Before Total yearsyearsyears Longer Longer 2 years2 years2 years Copies - RequiredRequired When No When No Retention Indefinite - Minimum 2 Minimum 2 Minimum 2 Expiration + PARKS AND RECREATION SERVICES of (CivicRec / Class / Database AUDIO RECORDINGS Records Description RECORDS RETENTION SCHEDULE: PARKS AND RECREATION SERVICES Registration Active Net)Activity / Special Programs / Special Event / Trips Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc.Community Services Commission, Public Art Committee AGENDAS, AGENDA PACKETS.Community Services Commission, Public Art CommitteeRecordings - Meetings / Audio TapesCommunity Services Commission, Public Art Committee MINUTES / BYLAWS Evaluations / Surveys (Program Evaluations)Facility Use Permits / Field Use PermitsFirst Aid Reports / Minor Incident Reports ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved P&R-001P&R-002P&R-003P&R-004P&R-005P&R-006P&R-007P&R-008 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 11.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Parks & Parks & Parks & Parks & Parks & Parks & Parks & Office of City Clerk RecreationRecreationRecreationRecreationRecreationRecreationRecreation If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: -2 Page P Adopted: 04-21-2026 Comments / Reference GC §34090Department Preference; GC §34090Department Preference; GC §34090GC §34090GC §34090Department preference (meets municipal government auditing standards); GC §34090Department Preference; GC §34090GC §34090Preliminary Drafts; GC § 34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? PPP Total Longer 2 years2 years2 years5 years2 years Required When No Retention Records Description RECORDS RETENTION SCHEDULE: PARKS AND RECREATION SERVICES Food Distributions / Food Bank DistributionsMaster Plans: Parks Master Plans, etc.Park History FilesRegistration Forms / Reservation Forms / Classes / Application Forms / Fee / Charge / Liability Forms / Release of Liability Forms / Permissions / etc.: Camps, Field Trips, Authorization to give Medicine, etc.Reservations of FacilitiesScholarship ApplicationsSeason Brochures / Recreation BrochuresSenior Advisory Board - ALL RecordsStaff Schedules / Work Schedules ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved P&R-009P&R-010P&R-011P&R-012P&R-013P&R-014P&R-015P&R-016P&R-017 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 11.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Parks & Parks & Parks & Parks & Parks & Parks & Parks & Parks & Parks & Office of RecreationRecreationRecreationRecreationRecreationRecreationRecreationRecreationRecreation If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: -3 Page P Adopted: 04-21-2026 Comments / Reference GC § 34090Department preference; GC §§ 34090 & 26202Department Preference; GC § 34090Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090Courts treat volunteers as employees; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113GC §34090 after Paper QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After S / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Yes Vital? Total yearsyears Longer 3 years3 years2 years Inactive / Required When No Retention Indefinite - Minimum 2 Inactive + 2 Separation + / Pending Applicants Successful Unsuccessful Records Description RECORDS RETENTION SCHEDULE: PARKS AND RECREATION SERVICES Transportation Applications for Service (Dial-a-Ride, etc.)Transportation Dispatch System / Dial-a-Ride Database Transportation SchedulesVolunteer / Unpaid Intern Applications / Agreements - ApplicantsVolunteer / Unpaid Intern Applications / Agreements (includes emergency contact information) - Waivers of Liability ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved P&R-018P&R-019P&R-020P&R-021P&R-022P&R-023 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 11.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Parks & Parks & Parks & Parks & Parks & Parks & Office of RecreationRecreationRecreationRecreationRecreationRecreation If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-1 Adopted: 04-21-2026 Comments / Reference Department preference; GC §34090 et seq.Department preference; GC §34090 et seq.Department preference (Not City Records); GC §34090Department Preference; GC §34090GC §34090 et seq.City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113Department Preference; (legally mandated for 100 days); (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 QC QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import (Mag) Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Before Separation POLICE / CAD / DISPATCH Total When 2 years2 years2 years4 years or Upon 10 years 366 days Retention Separation Expiration + Superseded, Separation + POLICE / POLICE CHIEF / ADMINISTRATION RECORDS RETENTION SCHEDULE: POLICE Recordings of Telephone / Records Description APPROVEDDENIED Carry Concealed Weapon Permits (CCW Permits) - Carry Concealed Weapon Permits (CCW Permits) - DMV Pull Notices (Police Only)EOC Activations / DrillsNeighborhood WatchPersonnel Files - Police Department Employees (By Employee)Recordings - Audio Recordings / Tapes - (CAD/RMS) Radio Communications Dispatch Tapes (CAD) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-001PD-002PD-003PD-004PD-005PD-006PD-007 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Chief / Chief / Chief / Chief / Chief / Chief / Admin.Admin.Admin.Admin.Admin.Admin. Police / Police / Police / Police / Police / Police / Police / Record Office of Commun. If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-2 Adopted: 04-21-2026 Comments / Reference Department preference; Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq;Department preference; Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq;Informant information; Does not contain criminal intelligence information concerning individuals; Department preference GC §34090Files 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 information is relevant to that criminal conduct or 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 §34090Final reports and records are transferred to the case file stored in Records; GC §34090 et seq.GC §34090 et seq.Department preference; GC §34090 et seq.3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq. QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import (Mag)(Mag) Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? POLICE / PATROL Total years POLICE / DETECTIVE BUREAU Longer Longer 2 years2 years3 years Records RequiredRequired When No When No Retention No Longer Transfer to Minimum 5 Expiration + than 5 years Separation + RECORDS RETENTION SCHEDULE: POLICE Animal Files Records Description Automated License Plate Reader Data / ALPR Recordings Drone (Unmanned Aerial Vehicle) Recordings Informant Files (Gangs)Intelligence Files (Criminal Intelligence Files)Investigation Files / Arrest FilesNarcotics Buy Fund LogsRegulatory Permits / Backgrounds (Solicitors, Massage, Taxi, etc.Canine (Police Service Dogs) Program Files / Training Files: ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-008PD-009PD-010PD-011PD-012PD-013PD-014PD-015 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Patrol (OFR) Police / Police / Police / Police / Police / Police / Police / Police / Record Office of Investigat. Investigat. DetectivesDetectivesDetectivesDetectivesDetectives If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-3 Adopted: 04-21-2026 Comments / Reference Department preference; GC §34090 et seq.Department preference; GC §34090 et seq.GC §34090 et seq.Preliminary drafts not made or retained for the purpose of preserving the informational content for future reference; GC §34090, GC § 7920.530; 64 Ops. Cal. Atty. Gen. 317 (1981))GC §34090 et seq.Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113, 2 CCR 11013(c); Department preference; GC §34090 et seq.Department Preference; GC § 34090 et seq.PC §§832.5, 832.7; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, PprOD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Final Total yearsyears 5 years2 years2 years2 years2 years4 years4 years 15 years + 4 years Retention Minimum 2 Minimum 2 Superseded Separation + Separation + Disposition + Police RECORDS RETENTION SCHEDULE: POLICE POLICE / PROFESSIONAL STANDARDS AND TRAINING UNIT WITH Program Records Description : Action Reports, Monthly Reports Canine (Police Service Dogs) Files Citations - Parking / MovingRide-A-Long WaiversSpecial Events / Ops PlanTraffic Control: Radar Calibration RecordsVacation House Checks / Extra Patrol requestsWatch Commander LogsBackground File / Recruitment File -Employees / Police Volunteers (SUCCESSFUL)Daily Observation ReportsDepartment Policies / Procedures / Operation Directives / General Orders / Lexipol (Department Policies / Procedures) Internal Affairs Investigations - Involving Police Department Personnel Sustained Finding of Misconduct as defined in PC §832.7 ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-016PD-017PD-018PD-019PD-020PD-021PD-022PD-023PD-024PD-025PD-026 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 PatrolPatrol Patrol Patrol PatrolPatrol (OFR) PSD & PSD & PSD & PSD & Police / Police / Police / Police / Police / Police / Police / Police / Police / Police / Police / Record TrainingTrainingTrainingTraining Records Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-4 Adopted: 04-21-2026 Comments / Reference Consistent with Lexipol Policy; State requires for at least 5 years for civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c), 832.5 ; EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547Department preference; GC §34090 et seq.GC §34090GC §34090Department preference; GC §34090 et seq.GC §34090 et seq.City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; 29 USC 1113; LC §1198.5Department preference; GC §§12946, 12960, 34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Before Separation Final Total yearsyears 5 years2 years2 years2 years4 years + 2 years Retention Incident + 5 Incident + 2 4 years OR Expiration of CCW Permit Separation + Separation + Disposition + RECORDS RETENTION SCHEDULE: POLICE WITHOUT Records Description Internal Affairs Investigations - Involving Police Department Personnel Sustained Finding of Misconduct as defined in PC §832.7(May include criminal acts, moral turpitude, complaints generated from a civilian)Internal Pursuit Critiques (Not as a result of a complaint)Pitchess Motions NotificationsPress Releases (General Subjects. Those related to a case are in the case file)Range QualificationsReport of data regarding the number, type, / disposition of complaints made against its officers (optional)Training FileUse of Force Review (Not as a result of a complaint) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-027PD-028PD-029PD-030PD-031PD-032PD-033PD-034 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) PSD & PSD & PSD & PSD & PSD & PSD & PSD & PSD & Police / Police / Police / Police / Police / Police / Police / Police / Record TrainingTrainingTrainingTrainingTrainingTrainingTrainingTraining Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-5 Adopted: 04-21-2026 Comments / Reference GC §34090Department Preference; GC §34090GC §34090GC §34090GC §34090GC §34090Department Preference; Domestic Violence incident reports are required or a minimum of 5 years; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) QC'd? Destroy QC &OD QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options OD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Vital? POLICE / RECORDS Total 2 years2 years2 years2 years2 years 2 years 10 years Retention POLICE / PROPERTY AND EVIDENCE RECORDS RETENTION SCHEDULE: POLICE Records Description Forfeiture NotificationGun / Narcotics Destruction Log (Documents related to)Lost / Found Property (Documents related to)Property / Evidence LogsProperty AuctionsCitations - Marijuana / CannabisCRIME REPORTS / INCIDENT REPORTS: ALL FELONIES / MISDEMEANORS, Except Those Specifically Mentioned in the Schedule e.g., Domestic Violence, 5150, Detention Reports, etc. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-035PD-036PD-037PD-038PD-039PD-040PD-041 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Police / Police / Police / Police / Police / Police / Police / Record RecordsRecords Office of EvidenceEvidenceEvidenceEvidenceEvidence Property & Property & Property & Property & Property & If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-6 Adopted: 04-21-2026 Comments / Reference Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a)PC§ 11108.2(b); GC§ 34090Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; others have no limitations on commencement of action; Courts keep permanently PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290, 799, 803(h), 11169 et seq.; 11170(a); WIC 707(b)PC §§11169(i); 11170(a); GC §34090 QC'd? Destroy QC &ODQC &ODQC &ODQC &OD Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media Options OD, PprOD, PprOD, PprOD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, YesYes Vital? DispositionDisposition Yes: Before Yes: Before P If No Total years years years, Date of Date of Firearm Reports Found or Arrest + 3 Retention Minimum 2 Subsequent Recovered - Incident + 10 RECORDS RETENTION SCHEDULE: POLICE Records Description Sealed Pending Destruction - CRIME REPORTS / INCIDENT REPORTS:Factually Innocent Petition Accepted Records Except those with outstanding stolen property, including firearms, / lost firearmsCRIME REPORTS / INCIDENT REPORTS:Firearms entered into CLETS (if not Permanent Retention) - Found / Recovered Firearms CRIME REPORTS / INCIDENT REPORTS:IF IMAGED, Homicide, Embezzlement of Public Money, Fraud, Embezzlement / Falsification of public records, Kidnapping for Ransom, Fatal Traffic Accidents, Officer Involved Shootings, Aggravated / Sexual Assault, Others Deemed Appropriate to Maintain CRIME REPORTS / INCIDENT REPORTS:Juvenile Child Abuse / Severe Neglect ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-042PD-043PD-044PD-045 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Police / Police / Police / Police / Record RecordsRecordsRecordsRecords Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-7 Adopted: 04-21-2026 Comments / Reference ("Shall" Destroy); GC §§68152(c)(8), 34090; H&S §11361.5(Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090(Courts and other Agencies "Shall" Destroy); H&S §11361.5; GC §34090Department Preference; GC §34090 QC'd? Destroy QC &ODQC &ODQC &ODQC &OD Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / I S/M/I M=Mfr Image: S=Scan I=Import Media Options OD, PprOD, PprOD, PprOD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Yes Vital? DispositionDispositionDisposition Yes: Before Yes: Before Yes: Before No Old Total years Longer 2 yearsExists - Entry No 18 Years + 2 years Retention Conviction Offender is or Arrest (if Conviction) Minimum 2 Until CLETS RECORDS RETENTION SCHEDULE: POLICE (with / Active - HS - HS §11357 - Juvenile on School / Cannabis Records Description CRIME REPORTS / INCIDENT REPORTS:Misdemeanor / Infraction - Adult Marijuana / Cannabis §11357(b)(c)(d)(e) / HS §11360(b) (with procedure in HS §11361.5) - Except those with outstanding stolen property, including firearms, / lost firearmsCRIME REPORTS / INCIDENT REPORTS:Misdemeanor / Infraction - Juvenile Marijuana Except those with outstanding stolen property, including firearms, / lost firearmsCRIME REPORTS / INCIDENT REPORTS:Misdemeanor / Infraction Marijuana / Cannabis §11357(d) - Grounds during School Hours procedure in HS §11361.5)CRIME REPORTS / INCIDENT REPORTS:Missing Persons (Returned)CLETS Entries ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-046PD-047PD-048PD-049 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Police / Police / Police / Police / Record RecordsRecordsRecordsRecords Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-8 Adopted: 04-21-2026 Comments / Reference Sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d)Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §26202Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §26202Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k)Filed on line with the State; GC §34090Department preference; GC§ 34090 et seq.GC §34090 et seq. QC'd? Destroy QC &ODQC &OD QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / I S / IS / I S/M/I S/M/I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, Ppr Options OD, PprOD, PprOD, PprOD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, YesYes Vital? Disposition Yes: Before P Total yearsyears Age of 2 years2 years + 1 year Warrant + Retention Minimum 2 Court Order + 5 years (or Court Order) Sealing Date Majority + 22 Life of Active - RECORDS RETENTION SCHEDULE: POLICE Childhood Childhood January 1, 2024 Cases - Cases - After January 1, 2024Before Records Description CRIME REPORTS / INCIDENT REPORTS:Sealed Adult, Juvenile / Ward Cases Except those with Except Childhood Sexual Assault Child Abuse / Severe Neglect, (Substantiated), outstanding stolen property, including firearms, / lost firearmsCRIME REPORTS / INCIDENT REPORTS:Sealed Juvenile Sexual Assault CRIME REPORTS / INCIDENT REPORTS:Sealed Juvenile Sexual Assault CRIME REPORTS / INCIDENT REPORTS:Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes)Crime Statistics submitted to DOJDue Diligence Reports (for served warrants only)False Alarm Reports ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-050PD-051PD-052PD-053PD-054PD-055PD-056 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Police / Police / Police / Police / Police / Police / Police / Record RecordsRecordsRecordsRecordsRecordsRecordsRecords Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-9 Adopted: 04-21-2026 Comments / Reference Department preference; Preliminary Drafts; GC§ 34090 et seq.Preliminary Drafts; GC§ 34090 et seq.Department preference; GC§ 34090 et seq.Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.GC §34090Tustin Police Department General Orders §446.12; Department preference (only 60 days is required); PC§ 832.18(b)(5)(A); GC §34090.6 et seq.Tustin Police Department General Orders §446.12; PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.Tustin Police Department General Orders §446.12; PC§ 832.18(b)(5)(E); GC §34090.6 et seq.Department preference; consistent with Lexipol policies (review, supervisory authorization, and documentation required); PC§ 832.18 et seq. GC §34090.6 et seq. QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import (Mag)(Mag)(Mag)(Mag) Media OD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? P as seq. After Total yearsyears 1 yearby GC 2 years2 years2 years2 years Approval Retention 34090.6 et Minimum 5 Minimum 5 determined Minimum or RECORDS RETENTION SCHEDULE: POLICE Non-Detention / NOT Gangs - Records / Reviewed and Records Description After Entry into RMS Field Investigation Cards (FI's) GANGS - After Entry into RMS Field Investigation Cards (FI's) - Gang STEP NoticeLogs: Arrest Packet, JDICNCIC ValidationOfficer Recordings: Body-Worn Cameras / MAV (Mobile Audio Videos - 2 - Evidence Officer Recordings: Body-Worn Cameras / MAV (Mobile Audio Videos - 3 - Arrest, Use of Force Officer Recordings: Body-Worn Cameras / Logs of Access / Deletion of Data Recordings: Accidental Recordings Approved for Deletion (Non-evidentiary)l ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-057PD-058PD-059PD-060PD-061PD-062PD-063PD-064 PD-064.5 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Police / Police / Police / Police / Police / Police / Police / Police / Police / Record RecordsRecordsRecordsRecordsRecordsRecordsRecordsRecordsRecords Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-10 Adopted: 04-21-2026 Comments / Reference Data Fields / Records are interrelated; GC §34090GC §34090Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from DOJJ, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7Pursuant to PC §457.1 et seq.; If released from DOJJ records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7Department Preference (registration pursuant to PC 186.30(a));11 CCR 773.8; GC §34090Department Preference (registration pursuant to PC 186.30(a)); Records are destroyed pursuant to W&I §781;GC §34090Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.Department preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I §781(d) QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / I S / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, Ppr Options OD, PprOD, PprOD, PprOD, Ppr Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, YesYesYes Vital? PP Total Report 2 years5 years Follows Date + 5 years (or + 5 years the Crime Age 25 or or Sealing Retention Indefinite - Last Reset years After Last Reset Minimum 5 Retention of Court Order) 3 years After Sealing Date RECORDS RETENTION SCHEDULE: POLICE - - Shared AdultsJuveniles - - Shared Gang Adults Adults Juveniles Records Description RMS Database PolicePublic Records Requests / Information Requests - PoliceRegistrants: Arson - Registrants: Arson - Juveniles released from Division of Juvenile JusticeRegistrants: Gang Databases / CalGangRegistrants: GangGang Databases / CalGangRegistrants: Sex Offenders - Registrants: Sex Offenders - ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-065PD-066PD-067PD-068PD-069PD-070PD-072PD-073 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Police / Police / Police / Police / Police / Police / Police / Police / Record RecordsRecordsRecordsRecordsRecordsRecordsRecordsRecords Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PD-11 Adopted: 04-21-2026 Comments / Reference GC §34090Preliminary drafts not retained in the ordinary course of business; GC §3409011 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090GC §34090GC §34090Does not record "regular and ongoing operations"; GC §34090.6 Records "regular and ongoing operations"; GC §34090.6 GC §34090GC §34090GC §34090.6(a) QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import (Mag)(Mag)(Mag) Media OD, PprOD, PprOD, PprOD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? Total 1 year1 year Longer Longer 2 years3 years2 years2 years2 years2 years RequiredRequired When No When No Retention POLICE / TEMPORARY HOLDING FACILITY Parking Police RECORDS RETENTION SCHEDULE: POLICE - - Video RecordingsVideo RecordingsVideo Recordings Records Description Report to the State Commission on Peace Officer Standards / Training (POST Commission) of peace officer employment, compliant, finding, disposition, / judgement pursuant to §PC 13510.9Repossession NoticesSTOP Source Data, Audit Log / Racial / Identity Profiling Act (RIPA) Annual ReportSubpoenas (Personal Appearance / Duces Tecum)Subpoenas (Records)Recordings - Lots, Public Areas Recordings - Operations Daily Inspection Log, Juvenile Log Monthly Counts, Official CountsRecordings - (Temporary Holding Facility) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved (Chief, Admin., Comms., Detective, PSD / Training, Property And Evidence, Records, Temp. Holding) PD-074PD-075PD-076PD-077PD-078PD-079PD-080PD-081PD-082PD-083 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 24.0 TUSTIN, CA. Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Police / Police / Police / Police / Police / Police / Police / Record RecordsRecordsRecordsRecordsRecordsRecordsRecords Office of Police / JailPolice / JailPolice / Jail If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Page PW-1 Comments / Reference Department preference; GC §34090Department Preference (Economic Development also keeps aerial maps); GC §34090Department Preference; GC §34090Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is not applicable; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPpr Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Yes: Until Completed PPP Total Retention / Disposition longer Agency Audit, if required, Retention 10 years or whichever is Completion + After Funding After longer Agency Audit, if Center) Funding Inactive required, (Records 10 years or whichever is PUBLIC WORKS / ENGINEERING PPP Upon Active (in office) Completion (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Maintenance Projects Records Description Address AssignmentsAerial Maps (Analog / Historical)BenchmarksCapital Improvement Projects (CIP): (All Records)Examples of Maintenance Projects: Painting, Pavement Overlays, Repairs, Ramps, Re-Roof, Sidewalk Repairs, Slurry Seals, etc. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-001PW-002PW-003PW-004 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of EngineeringEngineeringEngineeringEngineering Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-2 Comments / Reference Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090Department preference; retained for disaster preparedness purposes; GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & OD QC & OD Yes: After Imaged & Yes: After Paper after S / IS / I M=Mfr Image: S=Scan I=Import PprPpr Mag, Mag, Media Options Mfr, OD, Mfr, OD, Vital? Yes: Until Yes: Until CompletedCompleted P Total Retention / Disposition longer Agency Audit, if required, Retention 10 years or whichever is Completion + After Funding P After longer Agency Audit, if Center) Funding Inactive required, (Records 10 years or whichever is Upon Upon Active (in office) CompletionCompletion (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Administration File / Permanent File / Records Description Capital Improvement Projects (CIP): NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs / Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc.Capital Improvement Projects (CIP): Scanned Records Specifications / Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Geotechnical Studies / Reports, Operations / Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-005PW-006 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of EngineeringEngineering Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-3 Comments / Reference Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090Data Fields / Records are interrelated (Meets Statute of Limitations for Errors & Omissions is 10 years); GC §34090; CCP §337 et. seq.Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090Department preference; Finals are maintained by City Clerk; Department file may include correspondence; GC §34090 et seq.Department Preference; GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC &OD QC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Yes Vital?Active Issues Yes (all) Yes: Until Completed Yes: While PP Total yearsyears Retention / Disposition longer Agency Audit, if required, Retention Indefinite - Minimum 2 10 years or Minimum 10 whichever is Completion + After Funding After longer Agency Audit, if Center) Funding Inactive required, (Records 10 years or whichever is PP Upon yearsyears Active (in office) Indefinite - Minimum 2 Completion Minimum 10 (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Regulatory Records Description Construction InspectionConstruction Inspection Database Correspondence - Agencies Not Related to a CIP (State / Federal Agencies, EPA, Health Department, etc.)Deeds, Easements, Liens, Rights of WaySend all originals to the City ClerkDesign / Construction Standards - Authored by the City ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-007PW-008PW-009PW-010PW-011 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of City Clerk EngineeringEngineeringEngineeringEngineering Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-4 Comments / Reference Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7GC § 34090Department Preference; GC §34090Data Fields / Records are interrelated; some encroachment permits are permanent; GC §34090Department Preference; GC §34090Department Preference; GC §34090 Adopted: 04-21-2026 QC'd? Destroy Disaster QC & ODQC & ODQC & ODQC & ODQC & OD Yes: After Imaged & QC & OD; Response Yes: After Yes: After Yes: After Yes: After Yes: After Depending on Value in Paper after S / I S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Yes Vital? Yes (all) Yes: Until Completion PPPP Total Retention / Disposition Final / 2 years Retention Indefinite - Permanent Completion + Center) Inactive (Records PPPP Final / Active 2 years (in office) Indefinite - Permanent Completion + (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Temporary Database Permanent Records Description Drawings, Maps, Plans / Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built"Encroachment Permits / Excavation Permits: (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Utility Cuts etc.)Includes Insurance CertificatesEncroachments - (Permanent structures in the City's Right of Way)Engineering Permits Engineering Studies / Surveys - Preliminary Studies / Project AssessmentsGeotechnical / Soil Reports; Hydrology Reports (Authored on behalf of the City) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-012PW-013PW-014PW-015PW-016PW-017 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of EngineeringEngineeringEngineeringEngineeringEngineeringEngineering Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-5 Comments / Reference Department preference; Drafts should be destroyed; GC §34090GC § 34090CBC §§ 104.7 and 107.5; GC §34090Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / I S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPpr Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Yes: Until Yes: Until Completed Completion P Total Retention / Disposition Longer 2 years 10 years Required When No Retention Expiration + Completion + Center) Inactive 10 years (Records P Upon years Active Longer Required When No (in office) Completion (Engineering, Field Services, Water) Expiration + 2 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Master Plans: Bikeway, Park, Pavement, Sewer, Traffic, Transportation, Water Master Plan, Water Quality Master Plans, etc.Permits (Temporary): Banner Obstruction Permits, Dumpster Permits, Transportation Permits, Bicycle Locker Rental AgreementsPlan Checks for Building PermitsPrivate Land Development Projects / Job Files: Administration File Construction Inspections, Correspondence, Photos, Private Lab Verifications, Testing Lab Final Reports, etc.Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-018PW-019PW-020PW-021 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Building Office of EngineeringEngineeringEngineering Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-6 Comments / Reference Department preference; retained for disaster preparedness purposes; GC §34090 GC §34090 et seq.Department preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 GC §34090 et seq. Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Paper after S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPpr Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Vital? Yes: Until Completed PP Total Retention / Disposition 10 years Retention P Center) Inactive (Records P Active 10 years10 years (in office) (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Permanent Records Description Private Land Development Projects / Job Files: Files Drainage, Driveway, Rights of Way, Soil Reports, Stormwater, etc.Dedications, Easements, Abandonments (City Clerk is OFR)Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs, TSMs Solid Waste Liens / Garbage Liens / ReleasesSolid Waste Reduction / AB 939 Compliance / Tonnage Reports / SB 1383 Compliance (Organic Waste Collection / Recycling) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-022PW-023PW-024 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of EngineeringEngineeringEngineering Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-7 Comments / Reference Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & OD QC & OD Yes: After Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Expiration Yes: Until Total Retention / Disposition 5 years5 years5 years5 years5 years Retention Expiration + Center) Inactive (Records years Active 5 years5 years5 years5 years (in office) (Engineering, Field Services, Water) Expiration + 5 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Permits Records Description Stormwater Illicit DischargesStormwater Monitoring / NPDES Monitoring / InspectionStormwater: Business InspectionsStormwater: NPDES Annual Reports Stormwater: NPDES ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-025PW-026PW-027PW-028PW-029 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of EngineeringEngineeringEngineeringEngineeringEngineering Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-8 Comments / Reference Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090Department preference; plans must be updated every 5 years, audits are required every 2 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.Department preference; GC §34090Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Total Retention / Disposition 5 years5 years5 years 15 years15 years Retention Center) Inactive (Records Active 5 years5 years5 years 15 years15 years (in office) (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Stormwater: Operation / Maintenance (Catch Basins, Field, General Cleaning, Open Channels, Slots, Stormwater Treatment Measures / Trash Cleaning)Stormwater: TMDL Plan (Total Maximum Daily Load) PlanStreet SweepingTraffic CountsTraffic Speed Surveys ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-030PW-031PW-032PW-033PW-034 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of EngineeringEngineeringEngineeringEngineeringEngineering Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-9 Comments / Reference Department Preference; EPA FAQs recommend Life of the Tank; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090Department Preference; EPA FAQs recommend Life of the Tank; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §3409040 CFR 70.6; GC §34090GC §34090Department preference (meets municipal government auditing requirements); GC § 34090AQMD Rule 1470; GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Tank Total Retention / Disposition 3 years5 years2 years5 years3 years Retention Life of the Center) Inactive (Records PUBLIC WORKS / FIELD SERVICES Tank Active 3 years5 years2 years5 years3 years (in office) Life of the (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Fixed / Stationary Records Description Underground Service Alerts (USA's) / Dig AlertsAboveground CNG Storage Tanks (Agency Owned) Spill Prevention Control / Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, RepairsAQMD Permits (Generators, etc.)Facility InspectionsFuel InventoriesGenerator Operation Logs / Inspections - Generators ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-035PW-036PW-037PW-038PW-039PW-040 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of Lead Dept.Lead Dept. Field ServicesField ServicesField ServicesField Services Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-10 Comments / Reference AQMD Rule 1470; Form §34090Department Preference (City has "cradle to grave" liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40; GC §34090Department Preference; GC §34090 et. seq.Department preference; GC §3409013 CCR 1234(e); GC §34090; VC 34505.5(c)13 CCR 1234(e); GC §34090; VC 34505.5(c) Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? P Total Retention / Disposition When Life of 5 years2 years2 years Facility or Retention Equipment Superseded P Center) Inactive (Records When Active 5 years5 years2 years2 years (in office) Superseded or Equipment (Engineering, Field Services, Water) Life of Facility RECORDS RETENTION SCHEDULE: PUBLIC WORKS OTHER Portable / Records Description Generator Operation Logs / Inspections -Emergency Generators Hazardous Waste Manifests / Certificates of DisposalOperations / Maintenance Manuals (O&M Manuals)Permits: Pressure Vessels, Boilers, etc.Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks -THAN SENIOR VEHICLES FUNDED BY THE OCTA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-041PW-042PW-043PW-044PW-045PW-046 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Office of Lead Dept.Lead Dept.Lead Dept. Field ServicesField ServicesField Services Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-11 Comments / Reference OCTA requirement; 13 CCR 1234(e); GC §34090; VC 34505.5(c)Consistent with CHP requirements; OSHA requires 1 year; 8 Ca. Code Reg. § 3203(b)(1); GC § 34090Data is interrelated; GC §34090Department Preference; EPA FAQs recommend Life of the Tank; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.2(i) Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Yes Vital? Total years years Retention / Disposition 5 years3 years7 years Vehicle - Life of the Retention Indefinite - Minimum 5 Minimum 2 Center) Inactive (Records - years years Active 5 years3 years7 years Vehicle Life of the (in office) Indefinite - Minimum 5 Minimum 2 (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS SENIOR Records Description Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks -VEHICLES FUNDED BY THE OCTA Transportation Audits: DMV / CHP, TDA Fiscal Audit, Triennial Performance AuditTree Database / Tree TrimmingUnderground Service Alerts (USA's) / Dig AlertsUnderground Storage Tank (City Owned) UST Monitoring, Inspections / Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-047PW-048PW-049PW-050PW-051 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Division Office of Providing Field ServicesField ServicesField ServicesField Services Public Works / Public Works / Public Works / Public Works / Service / Work If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-12 Comments / Reference 23 CCR 2712(b), H&S §25284.2(i)Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq.22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. Seq., GC §34090Data is interrelated; GC §34090Preliminary drafts (the database is the original); GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / I S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, YesYes Vital? P Total years years Retention / Disposition Tank - Longer 3 years2 years Required When No Life of the Vehicle or Retention Indefinite - Minimum 5 Disposal of Minimum 2 Equipment + P Center) Inactive (Records years years Tank - Active Longer 2 years 3 years 10 years Required When No Life of the Vehicle or (in office) Indefinite - Minimum 5 Disposal of Minimum 2 Equipment + (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Underground Storage Tanks - USTs (City Owned)Repairs, Lining, Upgrades Underground Storage Tanks (City-Owned) Location, Soil Remediation, Monitoring Well Records Used Oil DisposalVehicle / Equipment History Files, AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc.Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System)Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-052PW-053PW-054PW-055PW-056PW-057 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 (OFR) Record Division Division Office of Providing Providing Field ServicesField ServicesField ServicesField Services Public Works / Public Works / Public Works / Public Works / Service / WorkService / Work If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-13 Comments / Reference City Preference; CCP §§338 et seq., 340 et seq., 342, GC §3409040 CFR 70.6; GC §34090Department Preference; GC §34090Department preference; Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPpr Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Yes Vital? Yes: Until Completed Total Retention / Disposition longer 5 years5 years5 years Agency Audit, if required, Retention 10 years or whichever is Completion + After Funding After longer Agency Audit, if Center) Funding Inactive required, (Records 10 years or whichever is PUBLIC WORKS / WATER Upon Active 5 years5 years5 years (in office) Completion (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Administration : (/ partial information Water Records Description Work Orders / Service Requests - NOT entered in CMMS Database entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy)AQMD Permits (Generators, etc.)Basin Equity Assessment Report (submitted to Basin Watermaster)Capital Improvement Projects (CIP) - File / NOT Scanned Project Administration, Certified Payrolls, Community Outreach / Notifications, Project Schedules, Progress meetings, Punch Lists, Real Estate Appraisals, RFIs / Responses, Temporary Easements, Construction Manager's Logs, Daily Inspections, Daily Logs, etc. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-058PW-059PW-060PW-061 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water (OFR) Record Division Office of Providing Public Works / Public Works / Public Works / Service / Work If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-14 Comments / Reference Department preference; retained for disaster preparedness purposes; GC §340908 CCR 5157(d)(14) & (e)(6); GC §34090Department preference - meets auditing standards; GC §34090Department Preference; GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & OD QC & OD Yes: After Imaged & Yes: After Yes: After Yes: After Paper after S/I S / IS / I S / I M=Mfr Image: S=Scan I=Import PprPprPprPpr Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Yes: Until Completed P Total Retention / Disposition 2 years5 years 10 years Retention P 3 years Center) Inactive (Records Upon Active 2 years2 years 10 years (in office) Completion (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Permanent File / Water: Records Description Capital Improvement Projects (CIP) - Scanned Records Specifications / Addenda, Agreement / Contract (copy), Successful Proposal, Change Orders, Environmental / EIR, etc., Geotechnical Studies / Reports, Operations / Maintenance Manuals (O&M Manuals,) Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports, Studies, Submittals, Surveys, etc.Confined Space EntriesConservation Program Grants / Rebates (Toilets, etc.)Construction Hydrant Meter Application / Approvals ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-062PW-063PW-064PW-065 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water Water (OFR) Record Office of Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-15 Comments / Reference Department Preference; exceeds SWRCB Cross-Connection Control Policy Handbook Section 3.5.1 requires records be retained for the previous three calendar years,; GC §340905 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470(a)Department Preference; GC §34090Department Preference; GC §34090Department Preference; GC §34090Department Preference; GC §34090AQMD Rule 1470; GC §34090AQMD Rule 1470; Form §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? PP Total Retention / Disposition 5 years5 years3 years5 years 10 years10 years Retention Center) Inactive (Records PP Active 5 years5 years3 years5 years 10 years10 years (in office) (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Fixed / Stationary Portable / Records Description Cross Connection / BackflowCustomer Concerns / Customer Complaints: Odor / Taste / Visual Complaints about Potable WaterDepartment ReportsEncroachment Permits - WaterFire Flow (OCFA)Fire Hydrant Flow / Pressure Tests (Development / Maintenance)Generator Operation Logs / Inspections - Generators Generator Operation Logs / Inspections -Emergency Generators ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-066PW-067PW-068PW-069PW-070PW-071PW-072PW-073 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water Water Water Water (OFR) Record Office of Lead Dept.Lead Dept. Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-16 Comments / Reference Department Preference; GC §34090Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq.Department Preference; GC §34090 et. seq.22 CCR §64470; GC §34090Department Preference; GC §34090Department Preference; GC §34090Department Preference; GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / IS / IS / I S / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Expiration Yes: Until P Total years Retention / Disposition Life of 5 years5 years5 years3 years5 years Facility or Retention Equipment Minimum 5 Expiration + Center) Inactive (Records P yearsyears Active 5 years5 years3 years5 years (in office) Minimum 5 or Equipment (Engineering, Field Services, Water) Expiration + 5 Life of Facility RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Groundwater Extraction (Reported to County Water Basin Master)NPDES Monitoring / Inspection - Water OperationsNPDES Permits - Water OperationsOperations / Maintenance Manuals (O&M Manuals)Public Notices - Potable Water (Tier 1, 2, / 3)Regulatory Agency Compliance - Correspondence, Supporting Documentation (DPH, EPA, etc.)Requests for Meter Size ChangesReservoirs / Tanks ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-074PW-075PW-076PW-077PW-078PW-079PW-080PW-081 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water Water Water Water Water Water (OFR) Record Office of Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-17 Comments / Reference Flushing, Disinfection, Inspection and Cleaning is required for 3 years; 22 CCR §64604(c); GC §34090Data Fields / Records are interrelated; GC §34090Department Preference; GC §34090Department Preference; GC §3409022 CCR §64470; GC §34090Department Preference; GC §34090Department Preference; EPA FAQs recommend Life of the Tank; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / IS / I S / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Yes Vital? PPP Total years Retention / Disposition 3 years 10 years10 years Retention Indefinite - Minimum 5 Center) Inactive (Records PPP years Active 3 years 10 years10 years (in office) Indefinite - Minimum 5 (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Database Records Description Reservoirs / Tanks - Maintenance: Flushing, Disinfection / CleaningSCADA Specifications from Tustin Water Works (TWW): Job Files (handwritten labor costs), Tract Files, Transfer FilesState Approvals of SystemSurveys of Water SystemTract History Files (Agreements, Easements, Main Extension Agreements)Underground Service Alerts (USA's) / Dig Alerts ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-082PW-083PW-084PW-085PW-086PW-087PW-088 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water Water Water Water Water (OFR) Record Office of Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-18 Comments / Reference Department Preference; (5 years is required); 22 CCR §64470; 40 CFR 141.33(d); GC §34090Department Preference; 40 CFR 141.33(b)(3)Department Preference (highly confidential); 42 USC 300i-2(c); GC §34090Department Preference; GC §34090Liens are good for 10 years from recording date, and may be extended by re-recording lien; WC 36729; 37212(b)Department Preference; GC §34090Department Preference; GC §3409040 CFR 141.33(a) Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Yes: After Yes: After Yes - After Yes - After Paper after S / IS / IS / IS / IS / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? Total years Retention / Disposition 5 years3 years5 years5 years5 years5 years 10 years Retention Minimum 5 Expiration + Correction + Superseded - Center) Inactive (Records yearsyears Active 3 years5 years5 years5 years5 years 10 years (in office) Minimum 5 Correction + (Engineering, Field Services, Water) Superseded - Expiration + 5 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Records Description Variances / ExemptionsViolations / CorrectionsVulnerability Assessment / Emergency Response Plan / Risk / Resiliency Assessment / Hazard Mitigation PlanWater AuditsWater LiensWater Main Break ReportsWater Production ReportsWater Quality - Lab Reports / Chains of Custody: Bacteriological / Organics ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-089PW-090PW-091PW-092PW-093PW-094PW-095PW-096 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water Water Water Water Water Water (OFR) Record Office of Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-19 Comments / Reference 40 CFR 141.33(a); 22 CCR §§64470, 64537 64692Required for 12 years or 2 compliance cycles; 22 CCR 64400.25; 22 CCR §64470; 22 CCR 64690.80; 40 CFR 141.33(a); 40 CFR 141.91Department Preference;40 CFR 141.33(a); 40 CFR 141.155. 22 CCR §64470; 22 CCR §64483(g); GC §34090Department Preference; GC §34090 et seq.Department Preference; GC §34090Department Preference; GC §34090 et seq. Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & ODQC & OD QC & ODQC & OD Yes: After Yes: After Imaged & Yes: After Yes: After Yes - After Yes - After Paper after S / IS / I S / IS / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPprPprPprPpr Mag, Mag, Mag, Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Mfr, OD, Vital? PPP Total Retention / Disposition 10 years12 years10 years Retention Center) Inactive (Records PPP Active 10 years12 years10 years (in office) (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS Chemical Lead / Records Description Water Quality - Lab Reports / Chains of Custody: (Includes Chlorine Residuals, Disinfectant Residuals, Disinfection Byproducts, / Disinfection Byproduct Precursors))Water Quality - Lab Reports / Chains of Custody: Copper Water Quality Reports / Annual Consumer Confidence ReportsWater Rights(Send final contracts / agreements to City Clerk)Water Usage ReportsWells: History / Operations (Includes Abandoned / Destroyed Wells) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-097PW-098PW-099PW-100PW-101PW-102 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water Water Water (OFR) Record Water & Office of City Clerk Public Works / Public Works / Public Works / Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page PW-20 Comments / Reference Data is interrelated; GC §34090Preliminary drafts (the database is the original); GC §34090City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 Adopted: 04-21-2026 QC'd? Destroy QC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Paper after S / IS / IS / I M=Mfr Image: S=Scan I=Import PprPprPpr Mag, Mag, Mag, Media Options Mfr, OD, Mfr, OD, Mfr, OD, YesYesYes Vital? Total years Retention / Disposition Longer 5 years Required When No Retention Indefinite - Minimum 5 Center) Inactive (Records years Active Longer 5 years Required When No (in office) Indefinite - Minimum 5 (Engineering, Field Services, Water) RECORDS RETENTION SCHEDULE: PUBLIC WORKS (/ partial information Records Description Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System)Work Orders / Service Requests - All Information Entered in CMMS Database(Paper drafts)Work Orders / Service Requests - NOT entered in CMMS Database entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved PW-103PW-104PW-105 Retention No. Ver. 14.0 TUSTIN, CA.Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Water Water Water (OFR) Record Office of Public Works / Public Works / Public Works / If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Page RP-1 Adopted: 04-21-2026 Comments / Reference Department Preference for Historical Purposes; GC §34090Department Preference for Historical Purposes; GC §34090Planning, Building and Engineering retains final documents of construction projects (transfer any CIP project files to Engineering); Covers various Statute of Limitations; CCP §337 et seq.; GC §34090Department Preference for Historical Purposes; GC §34090 QC'd? Destroy QC & ODQC & ODQC & ODQC & OD Imaged & Yes: After Yes: After Yes: After Yes: After Paper after S / IS / IS / IS / I M=Mfr Image: S=Scan I=Import Media OD, PprOD, PprOD, PprOD, Ppr Options Mag, Mfr, Mag, Mfr, Mag, Mfr, Mag, Mfr, Vital? REAL PROPERTY PPP Total Retention + 10 years Completion (MCAS, Tustin Legacy, Former Redevelopment) RECORDS RETENTION SCHEDULE: REAL PROPERTY Records Description - Original Records Only (Final MCAS Tustin Legacy Closure / Reuse / Tustin Base Closure / Reuse Records (Historically Significant) Studies / Environmental Documents, etc.)Redevelopment PlansRedevelopment Projects / Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, / City Clerk has all Real Property records for Permanent retention)Tustin Legacy Development Projects (MCAS) - Original Records Only ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved RP-002RP-003RP-004RP-005 Retention No. Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ver. 10.0 TUSTIN, CA Do not duplicate or distribute without prior written permission Real Real Real Real (OFR) Record PropertyPropertyPropertyProperty Office of If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: