resolution no. 2021-xxx a resolution of the city …
Post on 03-Apr-2022
3 Views
Preview:
TRANSCRIPT
RESOLUTION NO. 2021-XXX- Page 1 of 1
RESOLUTION NO. 2021-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION, AND RESCINDING PREVIOUS RECORDS RETENTION SCHEDULES
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval,
and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Rancho Cucamonga; and
WHEREAS, California Government Code Section 34090 provides a procedure whereby any
City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted records retention guidelines for various
government records; and WHEREAS, the City Council of the City of Rancho Cucamonga has previously adopted
records retention schedules, the most recent in 2020. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA
DOES FIND AND RESOLVE AS FOLLOWS: Section 1. The facts set forth in the Recitals, above, are true and correct.
Section 2. All Resolutions previously adopting City records retention schedules, and those schedules, are hereby rescinded and replaced with the Records Retention Schedules adopted herein.
Section 3. The City Council hereby adopts the revised City-wide Records Retention
Schedules set forth in Exhibit “A”, attached hereto and incorporated herein by this reference, as the City’s Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provisions of the Schedules, upon the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga.
Section 4. The term “records” as used herein shall include records, documents, instructions,
books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or papers, regardless of media, as defined by the California Public Records Act, and as those terms are used in Government Code Section 34090, et seq.
Section 5. The City Clerk shall certify to the passage and adoption of this resolution and
enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and
adoption. PASSED, APPROVED AND ADOPTED this ____ day of __________, 2021.
APPROVED AS TO FORM: City Attorney
HOW TO USE RETENTION SCHEDULES ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.
Copies or duplicates of records should never be retained longer than the prescribed period for the original record.
STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures• Free filing cabinet and office space• Reduce the cost of records storage• Eliminate duplication of effort within the City• Find records faster• Easier purging of file folders• Determine what media should be used to store records
For questions, please contact the City Clerk.
AUTHORIZATION TO DESTROY RECORDS:
Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must beauthorized before it is destroyed, as it is an original record.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to beauthorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”
EXHIBIT A
RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission
OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained
For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) – the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by All Departments)
Human
Resources /
Risk
Management
CW-001
Accident, Incident, Injury
reports: PUBLIC &
EMPLOYEES, with associated
MSDS, if a chemical was
involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §§34090.7, 60200
Finance CW-002
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
etc.
ALL backup is forwarded to
Finance
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§§34090.7, 60200
Lead Dept. CW-003
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; GC
§§34090, 54960.1(c)(1)
City Clerk CW-004Agenda Packets / Staff
Reports: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
SYes: After
QC &ODGC §§34090.7, 60200
City Clerk CW-005Agreements & Contracts ALL
ORIGINALS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
Ensure the City Clerk receives
all original agreements; GC
§§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-006
Agreements & Contracts:
ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Insurance
Certificates, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Some Grants require audits;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h),
92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular
A-110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
Lead Dept. CW-007
Agreements & Contracts:
ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations; Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §§34090,
60201 et seq.
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-008
Agreements & Contracts:
UNSUCCESSFUL BIDS,
UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 yearsMag,
PprGC §§34090, 60201 et seq.
Finance CW-009
Audits / Audit Reports / CAFR -
Comprehensive Annual
Financial Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
PprCopies; GC §§34090.7, 60200
CW-010Bids: See Agreements &
Contracts
Staffing Dept. CW-011
Department Staff Meetings
(all Records, including
Minutes and Recordings,
Department Awards)
2 years 2 yearsMag,
Ppr
GC §§34090 et seq., 60201 et
seq.
CW-012
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
PprNon-records
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Staffing Dept. CW-013
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by
CITY COUNCIL
AGENDAS, AGENDA
PACKETS
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by
CITY COUNCIL
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 yearsMag,
OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Staffing Dept. CW-015
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by
CITY COUNCIL
VIDEO RECORDINGS of
Meetings / Audio Tapes
Minimum 3
years
Minimum 3
years
Mag,
OD
Department Preference; Video
recording of meetings are only
required for 90 days if audio or
another record is made; GC
§§34090.7, 34090
Staffing Dept. CW-016
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by
CITY COUNCIL
MINUTES & BYLAWS
P P
Mag,
Mfr, OD,
Ppr
S No GC §§34090, 60201 et seq.
Finance CW-017 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/IYes: After
5 years
Final must be filed with County
Auditor; GC §§34090.7, 60200,
40802, 53901
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance CW-018
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
PprGC §§34090.7, 60200
Lead
(Requesting)
Dept.
CW-019 City Attorney OpinionsMinimum 2
years
Minimum 2
years
Mag,
Ppr
City preference; GC §§34090,
60201 et seq.
Human
Resources /
Risk
Management
CW-020 Claims
Copies -
When No
Longer
Required
(Final
Disposition)
Copies -
When No
Longer
Required
(Final
Disposition)
Yes: Before
Final
Disposition
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
Final
Disposition
GC §§34090.7, 34090.6
Lead
(Responding)
Dept.
CW-021Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years
Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed within 6
months; CCP §340 et seq.,
342, GC §§ 911.2, 34090,
60201 et seq.
Human
ResourcesCW-022 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
PprGC §§34090.7, 60200
CW-023 Contracts: See Agreements
Lead Dept. CW-024Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-025
Correspondence - ROUTINE
(e.g. Administrative, Chronological,
General Files, Letters,
Memorandums, Reading File,
Working Files, etc.)
2 years 2 yearsMag,
PprGC §§34090, 60201 et seq.
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence -
TRANSITORY /
PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda NOT retained in
the ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(e.g. calendars, checklists, e-mail
or social media posting, flyers,
invitations, instant messaging,
inventories, logs, mailing lists,
meeting room registrations,
speaker cards, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text
messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records
are filed and retained based
upon their CONTENT.
Records, e-mails, electronic
records, or social media
postings where the Content
relates in a substantive way to
the conduct of the public's
business, or that ARE made or
retained for the purpose of
preserving the informational
content for future reference are
saved by printing them out and
placing in a file folder, or
saving them electronically in a
folder outside the e-mail
system; If not mentioned here,
or if in question, consult the
City Attorney to determine if a
record is considered transitory
/ preliminary drafts. GC
§§34090, 60201 et seq., GC
§6252; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose
v. Superior Court (Smith).
S218066. Supreme Court of
California, 2017
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516
Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CW-027
Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City
Clerk; GC §§34090.7, 60200
Lead Dept. CW-028
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets
auditing standards; GC
§§34090, 60201 et seq.
Lead Dept. CW-029 DMV Pull Notices
2 years After
Superseded or
Separated
2 years After
Superseded
or Separated
Mag Ppr
Transitory or source records
not retained in the ordinary
course of business; CHP
audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC
§§34090, 60201 et seq.
Lead Dept. CW-030Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §§34090, 6252,
6254(a)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§§34090, 60201 et seq. et seq.
Lead Dept. CW-032Grants (UNSUCCESSFUL
Applications, Correspondence)2 years 2 years
Mag,
PprGC §§34090, 60201 et seq.
Lead Dept. CW-033
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h),
92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular A-
110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesCW-034
Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Lead Dept. CW-035
Litigation Files / Lawsuits /
Court Case Files
Send Final Settlement Agreements
to the City Clerk
Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP
§§ 337 et seq.; GC §§ 911.2,
34090, 34090.6
Lead Dept. CW-036Leave Slips / Time Off
Requests
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary drafts not retained
in the Regular Course of
Business GC §§34090, 60201
et seq.
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-037
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
SYes - After
QC & OD
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as a
record of the chemical /
substance / agent, where &
when it was used is maintained
for 30 years; Applies to
qualified employers; Claims
can be made for 30 years for
toxic substance exposures; 8
CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(i), GC
§§34090, 60201 et seq.
City Clerk CW-038 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
City Clerk CW-039Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.
Lead Dept. CW-040 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §§34090, 60201 et seq.
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Staffing Dept. CW-041
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 yearsMag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §§34090,
60201 et seq.
City Clerk CW-042 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.
Human
Resources /
Risk
Management
CW-043 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Ppr GC §§34090.7, 60200
Human
ResourcesCW-044
Personnel Files (Department-
level Files)
Do Not Retain
in
Departments
Do Not Retain
in
Departments
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources);
GC §§34090.7, 60200
Lead Dept. CW-045Personnel Files (Supervisor's
Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §§34090 et seq.,
60201 et seq.
Lead Dept. CW-046 Unused Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy
unnecessary photographs. GC
§§34090, 6252, 6254(a)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-047Public Relations / Press
Releases2 years 2 years
Mag,
PprGC §§34090, 60201 et seq.
Lead Dept. CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
SYes: After
QC &OD
Department preference; GC
§§34090, 60201 et seq.
Lead Dept.
(Who Ordered
the Appraisal)
CW-049
Real Estate Appraisal Reports:
Property NOT purchased,
Loans not funded, etc.
2 years 2 yearsMag,
Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-050
Real Estate Appraisal Reports:
Purchased Property, Funded
Loans
2 yearsMinimum 3
years
Minimum 5
years
Mag,
Mfr, OD,
Ppr
SYes: After
QC &OD
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b); 29 CFR 97.42, GC
§§34090, 60201 et seq.; GC
§8546.7
City Clerk CW-051
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
PprGC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CW-052
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:
Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
PprNon-Records
Lead Dept. CW-053
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:
Produced by YOUR
Department
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§§34090, 60201 et seq.
Lead Dept. CW-054
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:
Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
PprCopies; GC §§34090.7, 60200
CW-055Reference or Working Files:
See Correspondence
Lead Dept. CW-056
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/IYes: After
10 years
Administratively and
Historically significant,
therefore retained
permanently; GC §§34090,
60201 et seq.
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-057
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 yearsMag,
Ppr
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §§34090, 60201 et seq.
City Clerk CW-058 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
Lead Dept. CW-059Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§§34090, 60201 et seq. et seq.
Lead Dept. CW-060
Surveys / Questionnaires (that
the City issues)
If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 yearsMag,
PprGC §§34090, 60201 et seq.
Finance /
PayrollCW-061
Time Cards / Time Sheets
(Finance keeps the originals
with employee signatures)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & ODGC §§34090.7, 60200 et seq.
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-062 Time Off Requests
When No
Longer
Required
When No
Longer
Required
Ppr
Preliminary drafts (the time
card is the final record); GC
§§34090, 60201 et seq.
Lead Dept. CW-063
Training - ALL COURSE
RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics,
Harassment Prevention &
Safety Training & Tailgates)
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
SYes: When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ANIMAL SERVICES
Animal
ServicesAS-001 Animal Registration Database
Indefinite
(Minimum 3
years)
Indefinite
(Minimum 3
years)
MagDepartment preference; Data is
interrelated; GC §34090
Animal
ServicesAS-002 Animal Registration Report
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Considered transitory /
preliminary draft (the database is
the original); GC §34090, GC
§6252
Animal
ServicesAS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC §34090 et seq.
Animal
ServicesAS-004
Bite Reports / Rabies Control
Records3 years 3 years Yes Mag, Ppr
Department Preference; GC
§34090 et seq.
Animal
ServicesAS-005 Clinics: Spay and Neuter 3 years 3 years Ppr
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
ServicesAS-006 Drug Logs 3 years 3 years Ppr
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
ServicesAS-007
Investigations / Problem Files
(barking, loose dogs, dangerous
dog reports, etc.)
Resolution +
4 years
Resolution +
4 yearsMag, Ppr
Department Preference; GC
§34090 et seq.
Animal
ServicesAS-008
Medical Records, Surgical
Records, X-rays3 years 3 years Ppr
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
ServicesAS-009
Meet and Greet / Animal
Adoption Contracts 3 years 3 years Ppr
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
ServicesAS-010
Notices to Comply, Warning
Letters / Notices / Citation Books
(Off leash, etc.)
3 years 3 years Mag, PprDepartment preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights
reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Animal
ServicesAS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252
Animal
ServicesAS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag
3 years is required for animal
treatment records; FA §32003(e),
PC §597.1(d); CCP §§336(a),
337 et. seq., GC §34090
Animal
ServicesAS-013
Rescue Partnerships / Foster
Care Partnerships3 years 3 years Mag, Ppr
3 years is required; FA
§32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq., GC
§34090
Animal
ServicesAS-014 Ride-a-Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq.
Animal
ServicesAS-015
Strays / Incoming Animals /
Impound Records / Impound
Cards / "Relinquishments"
3 years 3 years Mag, Ppr
3 years is required; FA
§32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq., GC
§34090
Animal
ServicesAS-016 Volunteer Hours 2 years 2 years Mag, Ppr GC §34090 et seq.
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights
reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING & SAFETY
Building &
SafetyBL-001
Address Assignments / Changes /
CorrectionsP P
Mag,
Mfr, OD,
Ppr
S / I NoDepartment Preference; GC
§34090
Building &
SafetyBL-002 Address Files / Building Permits P P Yes (all)
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
Statewide guidelines propose
permanent; GC §34090, H&S
§19850
Building &
SafetyBL-003 Building Permit Database Indefinite Indefinite Yes (all) Mag
Department Preference - Data
is interrelated; GC §34090, H&S
§19850
Building &
SafetyBL-004
Building Plans - Cancelled,
Expired or Withdrawn
Upon
Expiration,
Cancellation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
Preliminary drafts not retained
in the ordinary course of
business; CBC §104.7;
H&S§19850, GC §34090
Building &
SafetyBL-005
Building Plans - Finalled -
INDUSTRIAL, COMMERCIAL,
MULTI-FAMILY DWELLINGS,
PLACES OF PUBLIC
ACCOMMODATION, TENANT
IMPROVEMENTS
P P Yes (all)
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference; Law
requires for the life of the
building for commercial and
common interest dwellings only;
Statewide guidelines propose 2
years for blueprints &
specifications; CBC 104.7 &
107.5, H&S§19850, GC §34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights
reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building &
SafetyBL-006
Building Plans - Finalled -
SINGLE FAMILY RESIDENTIAL -
SFR and APPURTENANCES
P P Yes
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference; Plans
need not be filed for: (a) Single
or multiple dwellings not more
than two stories and basement
in height.(b) Garages and other
structures appurtenant to
buildings described under
subdivision (a).(c) Farm or
ranch buildings.
(d) Any one-story building
where the span between
bearing walls does not exceed
25 feet. The exemption in this
subdivision does not, however,
apply to a steel frame or
concrete building. CBC requires
180 days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
Building &
SafetyBL-007
California Building Code /
California Standard Code (12
Parts)
When
SupersededP P Mag, Ppr
Attorney preference for
reconstruction issues; GC
§50022.6
Building &
SafetyBL-008 Certificate of Occupancy (CofO) P P Yes (all)
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building &
SafetyBL-009
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
2 years 2 years Mag, Ppr GC §34090
Building &
SafetyBL-010 Plan Check Comments
When
Finalled
When
FinalledMag, Ppr Preliminary Drafts; GC §34090
Building &
SafetyBL-011 Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag, PprPreliminary Drafts (the database
is the original); GC §34090
Building &
SafetyBL-012
Requests & Permissions to
Receive Copies of Plans (to and
from Architects)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-001
Agenda Packets: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission, All
Subcommittees of the City
Council (Public Works
Subcommittee, etc.)
2 years P PMag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference;
Includes final budget and final
audit reports / CAFR; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-002
Agreements & Contracts - ALL
(INFRASTRUCTURE, OR IF
IMAGED, JPAs, MOUs,
FRANCHISES)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Infrastructure:
Architects, Buildings, bridges,
covenants, development,
environmental, Joint Powers,
MOUs, park improvements,
property & property restrictions,
redevelopment, reservoirs, sewers,
sidewalks, street & alley
improvements, settlement,
subdivisions, utilities, water, etc
Completion P PYes: Before
Completion
Mag, Mfr,
OD, PprS
Yes: Upon
Completion
Department Preference; All
infrastructure contracts
should be permanent for
emergency preparedness;
Statute of Limitations is 4
years; 10 years for Errors &
Omissions; land records are
permanent by law; CCP §337
et. seq., GC §34090;
Contractor has retention
requirements in 48 CFR
4.703
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-003
Agreements & Contracts - ALL
(NON-INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Non-Infrastructure:
Consultants, Landscaping,
Painting, Slurry Seals (Paving),
Tree Trimming, Leases, Personnel,
Professional Services, etc.
Completion 10 years Completion +
10 years
Yes: Before
CompletionMag, Ppr
Department Preference;
Statute of Limitations is 4
years; 10 years for Errors &
Omissions; land records are
permanent by law; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090, Contractor has
retention requirements in 48
CFR 4.703(a)
City Clerk CC-004 Articles of Incorporation P PMag, Mfr,
OD, PprS / I
Yes: After
QC &OD
Department preference; GC
§34090
City Clerk CC-005
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-006
Board & Commission
Applications (Successful and
Unsuccessful)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-007
Bonds (Performance Bonds,
Subdivision Bonds, Letters of
Credit)
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr
Securities (Performance
Bonds, Letters of Credit,
CD's, etc.) are normally
released after the Notice of
Completion is filed. Bond /
letter may be replaced with a
Warranty Bond, which is
usually released 1 year after
the Notice of Completion
date. GC §34090
City Clerk CC-008
City Council Subcommittees:
Agendas, Minutes
(Composed solely of less than
a quorum of the City Council)
2 years 2 years Mag, Ppr
All recommendations are
presented to the City Council;
GC §§34090, 60201 et seq.
City Clerk CC-009
City Council, Board &
Commission Historical List of
Members
P PMag, Mfr,
OD, PprS / I
Yes: After
QC &OD
Department preference; GC
§34090
City Clerk CC-044
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):
ELECTRONICALLY FILED
10 years 10 yearsMag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Statements filed electronically
are required for 10 years;
City maintains copies only;
original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-010
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL FILED N
PAPER FORMAT
7 years 7 yearsMag, Mfr,
OD, PprS / I
Yes: After 2
years
City maintains original
statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-011
Economic Interest Filings
(FPPC Form 602/635) -
Lobbyist Authorization
Reporting
2 years 5 years 7 years Mag, Ppr 2 CCR 18615(d), GC §34090
City Clerk CC-012FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Ppr S / I
Yes: After 2
years
Must post on website; FPPC
Opinion; GC §81009(e
City Clerk CC-013
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr S / IYes: After 2
years
Should post on website for 4
years; GC §81009(e)
City Clerk CC-014FPPC Form 803 (Behested
Payment Report)7 years 7 years Mag, Ppr S / I
Yes: After 2
yearsGC §81009e
City Clerk CC-015FPPC Form 804 (Agency
Report of New Positions)P P
Mag, Mfr,
OD, PprS / I
Yes: After 2
years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-016FPPC Form 805 (Agency
Report of Consultants)P P
Mag, Mfr,
OD, PprS / I
Yes: After 2
years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-017
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Ppr S / IYes: After 2
years
Must post on website GC
§34090; GC §81009(e)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ELECTIONS - CONSOLIDATED
City Clerk CC-018
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-019
Campaign Filings (FPPC 400
Series Forms & Form 501):
SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
2 years P PMag, Mfr,
OD, PprS
Yes: After 2
years
For Electronic Filings, Data
that has been maintained for
at least 10 years may then be
archived in a secure format;
Paper must be retained for at
least 2 years; GC
§81009(b)&(g); GC §84615(i)
City Clerk CC-020
Campaign Filings (FPPC 400
Series Forms & Form 501):
UNSUCCESSFUL
CANDIDATES
Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
5 years 5 yearsMag, Mfr,
OD, PprS
Yes: After 2
years
Candidates without
committees are not required
to file their statements,
reports or copies online or
electronically; Paper must be
retained for at least 2 years;
GC §81009(b)&(g); GC
§84615
City Clerk CC-020.1
Campaign Filings (FPPC 400
Series Forms, 501 Form):
UNSUCCESSFUL
CANDIDATES,
ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Ppr S/I
Statements filed electronically
are required for 10 years; GC
§81009(b)&(g); GC §84615
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-021
Campaign Filings (FPPC 400
Series Forms): THOSE NOT
REQUIRED TO FILE
ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-022
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
City Clerk CC-023
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL
CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
Department Preference;
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100
City Clerk CC-024
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -
UNSUCCESSFUL
CANDIDATES
Election + 4
years
Election + 4
yearsMag, Ppr
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-025
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings,
etc.)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-026
Elections - HISTORICAL
(copies of resolutions, final
results; Certificate of Election)
2 years P PMag, Mfr,
OD, PprS No
Retained for Historical Value,
GC §34090
City Clerk CC-027Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination
if insufficient
Results + 8
months or
Final
Examination
+ 1 year
after petition
examination if
insufficient
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-028
Historical Records,
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P PMag, Mfr,
OD, PprS No
City Clerk determines
historical significance;
records can address a variety
of subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life
expectancy; GC §34090
City Clerk CC-029
Minutes: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission
P PMag, Mfr,
OD, PprS / I No GC §34090
City Clerk CC-030
Municipal Code
Administration, Distribution,
etc.
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-031Municipal Code History /
Supplements P P
Mag, Mfr,
OD, PprS / I
Yes: After
QC'd & OD
Department preference
(retain one of each
supplement); GC §34090
City Clerk CC-032
Oath of Office: City Council,
Boards & Commission
Members
Term of
Office + 4
years
P PMag, Mfr,
OD, PprS / I
Yes: After
QC'd & OD
Department Preference; GC
§34090
City Clerk CC-033 Ordinances P PMag, Mfr,
OD, PprS / I
Yes: After
QC'd & ODGC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-034
Petitions (submitted to Council
on any subject - Dog Parks,
Parking, Traffic Calming, etc.)
See Elections for Initiative,
Recall or Referendum Petitions
2 years 2 yearsMag, Mfr,
OD, PprS / I
Yes: After
QC'd & OD
Department preference; only
1 year is required; GC
§50115
City Clerk CC-035Public Records Requests /
Request for Records 2 years 2 years
Mag, Mfr,
OD, PprS / I
Yes: After
QC'd & ODGC §34090
City Clerk CC-036
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way,
Notices of Completion,
Recorded Agreements /
Contracts, Certificate of
Compliance, etc.
P P Yes (all)Mag, Mfr,
OD, PprS No
Department preference; GC
§34090 et seq.
City Clerk CC-037
Recordings - AUDIO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-038
Recordings - VIDEO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
Minimum 3
years
Minimum 3
years Mag, OD
Department Preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.7, 34090
City Clerk CC-039Records Destruction
Authorization Forms, TransfersP P
Mag, Mfr,
OD, PprS / I
Yes: After
QC'd & OD
Department preference; GC
§34090
City Clerk CC-040
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P PMag, Mfr,
OD, PprS / I No GC §34090 et. seq.
City Clerk CC-046
Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
10 years 10 years Mag, Ppr EC §21608(g); GC §34090
City Clerk CC-041
Resolutions: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission
P PMag, Mfr,
OD, PprS / I No GC §34090
City Clerk CC-045
Secretary of State Statement
of Facts / Registry of Public
Agencies
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-042 Speaker Cards
When No
Longer
Required
When No
Longer
Required
PprPreliminary drafts used to
produce minutes; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER
City
ManagerCM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC §34090
City
ManagerCM-001 Annual Reports / Strategic Plans P P
Mag, Mfr,
OD, PprS / I
Yes: After
QC'd & OD
Department Preference; GC
§34090
City
ManagerCM-015
Art in Public Places (City Projects,
not Developer Projects)5 years P P
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference; GC
§34090
City
ManagerCM-016
Art In Public Places Committee
AGENDAS, AGENDA PACKETS
Minimum 2
years
Minimum 2
years Mag, Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
City
ManagerCM-017
Art In Public Places Committee
MINUTES & BYLAWSP P
Mag, Mfr,
OD, PprS No GC §§34090
City
ManagerCM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC §34090
City
ManagerCM-003 City Council Correspondence
Minimum 2
years
Minimum 2
yearsMag, Ppr
Department Preference; GC
§34090
City
ManagerCM-004
Council / Commission Contact
Forms
When No
Longer
Required
When No
Longer
Required
Mag, PprPreliminary documents; GC
§34090 et seq.
City
ManagerCM-005
Grand Jury Reports and
Responses (Regarding City
Operations)
5 years 5 years Mag, Ppr
Department Preference (the
Grand Jury keeps their reports 5
years); GC §34090
City
ManagerCM-006 Proclamations / Commendations 2 years 2 years
Mag, Mfr,
OD, PprS / I
Yes: After
QC'd & ODGC §34090
City
ManagerCM-007
Projects, Programs, Subject &
Issues (Issues and/or projects will
vary over time)
Minimum 2
years
Minimum 2
yearsMag, Ppr
Department Preference; GC
§34090
City
ManagerCM-008 Public Comment Cards 2 years 2 years
Mag, Mfr,
OD, PprS / I
Yes: After
QC'd & ODGC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
ManagerCM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq.
City
ManagerCM-010
Speech Notes / PowerPoint
Presentations2 years 2 years Mag, Ppr GC §34090 et seq.
Finance CM-011 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, PprInvoices are maintained by
Finance; GC §34090.7
City
ManagerCM-012
Videos (Public activity, etc. Not
City Council or Advisory Body
Videos, nor regular, ongoing
operations of the City)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Content does not relate in a
substantive way to the conduct
of the public's business; GC
§34090 et seq.
City
ManagerCM-013 Weekly Reports (News & Notes) 2 years 2 years
Mag, Mfr,
OD, PprS / I
Yes: After
QC'd & ODGC §34090
COMMUNITY IMPROVEMENT
Community
Improve.CI-001 Citations
Minimum 2
years
Minimum 2
yearsMag, Ppr
Department Preference; GC
§34090
Community
Improve.CI-002
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
ResolutionMag, Ppr
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
COMMUNITY SERVICES
Risk
ManagementCS-001
Accident / Incident Reports
(Members of the Public)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Community
ServicesCS-002
Activity / Special Programs /
Special Event Files & Reports /
ABC Permits, where required
After School, Children's Programs,
Cultural Arts, Sports, Seniors,
Filming, Theatre Programs etc.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, PprDepartment preference; GC
§34090
Community
ServicesCS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090
Community
ServicesCS-004
Art in Public Places / Artists in
Residence - Successful
Placements
P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; GC
§34090
Community
ServicesCS-005
Art in Public Places / Artists in
Residence - Unsuccessful
Proposals
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, PprDepartment preference; GC
§34090
Community
ServicesCS-006
Artist Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Upon
Completio
n
Department preference;
Statute of Limitations:
Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
ServicesCS-007 Attendance Tracking 2 years 2 years Mag, Ppr
2 years, unless it is a
preliminary draft; GC §34090
Community
ServicesCS-008
Capital Improvement Projects (CIP -
where Community Services is the
Lead): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary Easements,
Construction Manager's Logs, Daily
Inspections, Daily Logs, etc.
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
CompletedMag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations
for Errors & Omissions is 10
years; Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
ServicesCS-009
Capital Improvement Projects (CIP -
where Community Services is the
Lead): Permanent File / Scanned
Records
Specifications / RFP & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations & Maintenance
Manuals (O&M Manuals,) Materials
Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.
Upon
CompletionP P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Community
ServicesCS-010
Class Instructors Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Upon
Completio
n
Department preference;
Statute of Limitations:
Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
Community
ServicesCS-011 Client / Provider Agreements Completion 5 years
Completion +
5 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Upon
Completio
n
Department preference;
Statute of Limitations:
Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
ServicesCS-012
Community & Arts Foundation
AGENDA PACKETS & AGENDAS
P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
2 years
The Foundation obtained
operational independence as
of June 2019; Original Staff
Reports are filed in the project
file; Brown Act challenges must
be filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Community
ServicesCS-013
Community & Arts Foundation
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; The
Foundation obtained
operational independence as
of June 2019 State law only
requires for 30 days; GC
§54953.5(b)
Community
ServicesCS-014
Community & Arts Foundation
MINUTES RESOLUTIONS &
BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S No
The Foundation obtained
operational independence as
of June 2019; GC §34090
Lead Dept. &
FinanceCS-015 Credit Card Receipts 2 years 2 years Mag, Ppr
City preference (not all detail is
sent to Finance); GC §34090
Community
ServicesCS-016
Customer Relations / Member
DatabaseIndefinite Indefinite Mag, Ppr
Data fields are inter-related;
GC §34090 et seq.
Lead Dept. &
FinanceCS-017
Deposits / Cash Receipts Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, PprCity preference (not all detail is
sent to Finance); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
ServicesCS-018 Donations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, PprDepartment Preference; GC
§34090
Community
ServicesCS-019 Evaluations / Surveys (of programs)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Content does not relate in a
substantive way to the conduct
of the public's business; GC
§34090
Community
ServicesCS-020
Event Service Agreements / ESS
Contracts / Special Event Contacts
/ Professional Service Agreements
(PSAs)
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Upon
Completio
n
Department preference;
Statute of Limitations:
Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
Community
ServicesCS-021
Facility Use Rental Contracts / Field
Use Contracts / Facility Use
Requests
2 years 2 years
Yes:
Before
Event
Mag, Ppr GC §34090
Community
ServicesCS-022 Fundraising Events 2 years 2 years Mag, Ppr GC §34090
Lead Dept. &
FinanceCS-023 Gift Shop Sale Receipts 2 years 2 years Mag, Ppr
City preference (not all detail is
sent to Finance); GC §34090
Community
ServicesCS-024
House Reports / Program Files /
Event Files / Sponsored Vouchers /
Coupons (Theatre)
Includes Contract Billing
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, PprDepartment Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
ServicesCS-025
Lewis Family Playhouse
Memberships
Inactive + 5
years
Inactive + 5
yearsMag, Ppr
Department preference (meets
auditing standards); GC
§34090
Community
ServicesCS-026
Park and Recreation Commission
AGENDA PACKETS & AGENDAS
P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
2 years
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Community
ServicesCS-027
Park and Recreation Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
Community
ServicesCS-028
Park and Recreation Commission
MINUTES RESOLUTIONS &
BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090
Community
ServicesCS-029
Performance Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Upon
Completio
n
Department preference;
Statute of Limitations:
Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
Community
ServicesCS-030 Photo Waivers 2 years 2 years
Yes:
Before
Event
Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
ServicesCS-031 Recreation Database (Active Net) Indefinite Indefinite Mag
Department Preference; data is
interrelated; GC §34090
Community
ServicesCS-032
Registration / Applications /
Liability Forms / Release of Liability
Forms / Permissions: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years
Yes:
During
Class or
Program
Mag, Ppr GC §34090
Community
ServicesCS-033 Safety Inspections 2 years 2 years
Yes:
Before
Event
Mag, Ppr GC §34090
Community
ServicesCS-034 Schedules / Hours
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
ServicesCS-035 Scholarships 5 years 5 years Mag, Ppr
Department Preference (meets
auditing standards); GC
§34090
Community
ServicesCS-037
Senior Advisory Committee - All
Records (Members are not
Appointed by the City Council)
2 years 2 years Mag, Ppr GC §34090
Community
ServicesCS-039
Sign-in / Sign-Out Sheets for
classes and programs2 years 2 years Mag, Ppr GC §34090
Community
ServicesCS-040
Sports Advisory Committee - All
Records (Member are not
Appointed by the City Council)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
ServicesCS-041
Sports Organizations / Non-Profit
Organizations (Little League, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
ServicesCS-042 Sports Score Sheets, Schedules
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts / Transitory
records - NOT made or
retained for the purpose of
preserving the informational
content for future reference,
GC §34090; 64 Ops. Cal. Atty.
Gen. 317 (1981))
Community
ServicesCS-043
Theatre Member Files / Patron Files
(Gym, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:
Before
Event
Mag, PprDepartment Preference; GC
§34090
Community
ServicesCS-044 Ticket Stubs
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CS-045
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Lead Dept. CS-046
Volunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
SYes: 1
year
Courts treat volunteers as
employees;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; State Law
requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090; 29
USC 1113
Community
ServicesCS-047 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
DEPARTMENT OF INNOVATION & TECHNOLOGY
Depart. of
Innovation
&
Technology
DOIT-001 Backups - DAILY
When No
Longer
Required
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery
Purposes Only; Considered a
copy and can be destroyed
when no longer required; tapes
are in autochangers and are
overwritten; GC §34090 et seq.
Depart. of
Innovation
&
Technology
DOIT-002 Backups - WEEKLY
When No
Longer
Required
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery
Purposes Only; Store off-site in
commercial storage for disaster
recovery; Considered a copy
and can be destroyed when no
longer required; retention based
on administrative value; recycle
tapes; GC §34090 et seq.
Depart. of
Innovation
&
Technology
DOIT-003Network Configuration Maps &
Plans2 years 2 years Yes Mag. GC §34090 et seq.
Depart. of
Innovation
&
Technology
DOIT-004
WORM / DVD-r / CD-r / Blue Ray-
R or other UNALTERABLE
MEDIA that does not permit
additions, deletions, or changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record); GC
60200, 12168.7, EVC 1550, 2
CCR 22620 et seq..
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,
HOUSING, RDA, SUCCESSOR AGENCY
Page ED-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY
Economic
Develop. /
RDA /
Successor
Agency
ED-001
Economic Development Projects,
Programs, Subject & Issues
(Issues and/or projects will vary
over time)
Minimum 2
years
Minimum 2
yearsMag, Ppr
Department Preference; GC
§34090
Economic
Develop. /
RDA /
Successor
Agency
ED-002 Mobile Home Accords P P Mag, PprDepartment Preference; GC
§34090
Economic
Develop. /
RDA /
Successor
Agency
ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr
Department preference, meets
municipal auditing standards;
GC §34090
City Clerk ED-004
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, etc.
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)Mag, Mfr,
OD, PprS No
Finals are maintained by City
Clerk; GC §34090 et seq.
Economic
Develop. /
RDA /
Successor
Agency
ED-005
Redevelopment Long Range
Property Management Plans,
Oversight Plans
Completion
+ 10 years
Completion
+ 10 yearsMag, Ppr
Department preference; GC
§34090
Economic
Develop. /
RDA /
Successor
Agency
ED-006 Redevelopment Plans P P Mag, PprDepartment Preference for
Historical Purposes; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,
HOUSING, RDA, SUCCESSOR AGENCY
Page ED-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Economic
Develop. /
RDA /
Successor
Agency
ED-007
Redevelopment Projects & Project
Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP Projects,
and City Clerk has all Real
Property records for Permanent
retention)
Completion
+ 10 years
Completion
+ 10 yearsMag, Ppr
Planning, Building and
Engineering retains final
documents of construction
projects (transfer any CIP
project files to Engineering);
Covers various Statute of
Limitations; CCP §337 et seq.;
GC §34090
Economic
Develop. /
RDA /
Successor
Agency
ED-008 RelocationsCompletion
+ 5 years
Completion
+ 5 yearsMag, Ppr
Department preference, meets
municipal auditing standards;
CCP §337 et seq.; GC §34090
HOUSING
Housing ED-009Foreclosure Notices / Notices of
Defaults (NOD)
Disposition
+ 5 years
Disposition
+ 5 yearsMag, Ppr
City Attorney preference; GC
§34090
Housing ED-010
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.
WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
Mag, Mfr,
OD, PprS / I
Yes: When
Inactive
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local Governments
is 3 years from expenditure
report; 2 CFR 200.333; 24 CFR
92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR
97.42, GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,
HOUSING, RDA, SUCCESSOR AGENCY
Page ED-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Housing ED-011
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.
WITHOUT a Recapture / Resale
Restriction
Deeds and Insurance are sent to
City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required for
3-4 years from expenditure or
performance report; 2 CFR
200.333; 24 CFR 92.508(a)&(c)
& 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC
§34090
Housing ED-012
Loan Applications / Potential
Buyers Denied, Cancelled or
Withdrawn (First Time Home
Buyers, Life/Safety, Rehabilitation,
HOME, etc.)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ENGINEERING ADMINISTRATION (SEE CITY-WIDE)
CAPITAL PROJECTS
Engineering
Services /
Capital
Projects
ENG-001
Capital Improvement Projects
(CIP): Maintenance Projects -
Not Involving Professional
Design Professional Services
(All Records)
Examples of Maintenance
Projects: Painting, Pavement
Overlays, Repairs, Ramps, Re-
Roof, Sidewalk Repairs, Slurry
Seals, etc.
Upon
Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
CompletedMag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is not
applicable; Statute of
Limitations: Contracts &
Spec's=4 years; Statewide
guidelines propose termination
+ 5 years; CCP §337 et. seq.,
GC §34090
Engineering
Services /
Capital
Projects
ENG-002
Capital Improvement Projects
(CIP): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, Photos, etc.
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
CompletedMag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
Capital
Projects
ENG-003
Capital Improvement Projects
(CIP): Permanent File / Scanned
Records
Specifications & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations &
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Soil Reports,
Studies, Submittals, Surveys, etc.
Upon
CompletionP P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Engineering
Services /
Capital
Projects
ENG-004Construction Inspection
DatabasesIndefinite Indefinite Yes Mag
Data Fields / Records are
interrelated; GC §34090
Engineering
Services /
Capital
Projects
ENG-005Design & Construction Standards -
Authored by the CityP P
Mag,
Mfr, OD,
Ppr
S/IYes: After
QC & OD
Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
Capital
Projects
ENG-006
Drawings, Maps, Plans and
Record Drawings, Large-Format
Drawings, Capital Improvement
Project "As-Built", Base Maps
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7
ENVIRONMENTAL PROGRAMS
Engineering
Services /
Environment
al Programs
ENG-007 CCTV - Storm Drains 2 years 2 years Mag, PprDepartment preference
(Preliminary drafts); GC §34090
Engineering
Services /
Environment
al Programs
ENG-008Construction Diversion / Deposit,
Reimbursement, etc.10 years 10 years Mag, Ppr
Department preference; GC
§34090
Engineering
Services /
Environment
al Programs
ENG-009
FOG (Fats, Oil & Grease) / Source
Control / Pretreatment Annual /
Semi-Annual Reports
3 years 3 years Mag, Ppr
Department preference;
Monitoring records required for
3 years; POTW reports are
required for 3 years; 40 CFR
403.12; GC §34090
Engineering
Services /
Environment
al Programs
ENG-010
Household Hazardous Waste /
Recycling/Disposal / Participant
Logs
3 years 3 years Mag, Ppr14 CCR 18813.4; 22 CCR
66262.40 et seq.; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
Environment
al Programs
ENG-011Sanitary Spills and Overflows
(SSOs)5 years 5 years
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR 122.41(j)(2); GC §34090
Engineering
Services /
Environment
al Programs
ENG-012
Solid Waste Reduction /
Recycling / AB 939 Compliance /
Tonnage Reports
10 years 10 years Mag, PprDepartment preference; GC
§34090 et seq.
Engineering
Services /
Environment
al Programs
ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years Mag, PprDepartment preference; GC
§34090
Engineering
Services /
Environment
al Programs
ENG-014 Stormwater Illicit Discharges 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / IYes (after
2 years)
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Engineering
Services /
Environment
al Programs
ENG-015Stormwater Monitoring / NPDES
Monitoring and Inspection5 years 5 years Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
Environment
al Programs
ENG-016 Stormwater: Business Inspections 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Engineering
Services /
Environment
al Programs
ENG-017Stormwater: NPDES Annual
Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44
Engineering
Services /
Environment
al Programs
ENG-018 Stormwater: NPDES Permits Expiration + 5
years
Expiration +
5 years
Yes: Until
ExpirationMag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.
Engineering
Services /
Environment
al Programs
ENG-019Stormwater: TMDL Plan (Total
Maximum Daily Load) Plan5 years 5 years
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC
§34090
Engineering
Services /
Environment
al Programs
ENG-020
Water Quality Management Plans
(Commercial, Private
Development)
P
Land Use No
Longer
Applicable
P
Land Use No
Longer
Applicable
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
GENERAL ENGINEERING
Engineering
Services /
General
Engineering
ENG-021 Aerial Maps (Analog / Historical) P P
Mag,
Mfr, OD,
Ppr
S / I NoDepartment Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-022 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/IYes: After
QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-023
Correspondence - Regulatory
Agencies Not Related to a CIP
(State & Federal Agencies, EPA,
Health Department, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
SYes: After
QC
Department preference; Some
correspondence from
Regulatory Agencies need to be
retained for long periods of
time; GC §34090
Engineering
Services /
General
Engineering
ENG-024
Encroachment Permits /
Excavation Permits: Temporary
(Street Permits, Temporary
Construction, Sidewalk Repairs,
Traffic Control, Utility Cuts etc.)
Includes Insurance Certificates
Final /
Completion +
2 years
Final /
Completion +
2 years
Yes: Until
CompletionMag, Ppr GC § 34090
Engineering
Services /
General
Engineering
ENG-025
Encroachments - Permanent
(Permanent structures in the City's
Right of Way)
P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-026 Engineering Permits Database Indefinite Indefinite Yes MagData Fields / Records are
interrelated; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
General
Engineering
ENG-027
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments
P P
Mag,
Mfr, OD,
Ppr
S/IYes: After
QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-028
Geotechnical and Soil Reports;
Hydrology Reports (Authored on
behalf of the City)
P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-029Grading Plans, Grading Plans &
Grading CertificatesP P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-030Lighting and Landscape Districts -
Formation and BoundariesP P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-031
Master Plans: Bikeway, Park,
Pavement, Sewer, Traffic,
Transportation, Water Master
Plan, etc.
P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference; Drafts
should be destroyed; GC
§34090
City Clerk ENG-032 Public Works Subcommittee
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk ENG-033
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, Certificate
of Compliance, etc.
Send all originals to City Clerk,
even if they are e-recorded.
Copies -
When No
Longer
Required
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Even if documents are e-
recorded, send all finals to the
City Clerk; GC §34090 et seq.
LAND DEVELOPMENT AND TRANSPORTATION
Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC §34090 et seq.
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-035
Private Land Development
Projects / Job Files:
Administration File
Construction Inspections,
Correspondence, Photos, Private
Lab Verifications, Testing Lab
Final Reports, etc.
Examples of Development
Projects: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans,
Subdivisions, Tract Maps, Tracts,.
TPMs, TSMs
Upon
Completion10 years
Completion +
10 years
Yes: Until
CompletedMag, Ppr
Statute of Limitations for Errors
& Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-036
Private Land Development
Projects / Job Files: Permanent
Files
Drainage, Driveway, Grading
Plans, Rights of Way, Soil
Reports, Stormwater, etc.
Dedications, Easements,
Abandonments (City Clerk is OFR)
Examples of Development
Projects: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans,
Subdivisions, Tract Maps, Tracts,.
TPMs, TSMs
Upon
CompletionP P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/IYes: After
QC & OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
Police ENG-037 Traffic Collision Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-038Traffic Congestion Management
Plans / Transportation Plans10 years 10 years Mag Ppr
Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-039 Traffic Counts 10 years 10 years Mag PprDepartment preference; GC
§34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-041 Self-Haul Permits 2 years 2 years Mag Ppr GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr
Department preference
(required every 5 years, but can
be extended to 7 or 10 years);
GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-043
Transportation Studies / Traffic
Studies / Warrants: Signals, Stop
Signs, Crossing Guards, etc.
P P
Mag,
Mfr, OD,
Ppr
S/IYes: After
QC & OD
Department preference; GC
§34090
RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES
Engineering
Services /
RCMU
RCMU-001 Applications for Service 2 years 2 years Mag, PprDepartment Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. RCMU-002 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090
Engineering
Services /
RCMU
RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090
Engineering
Services /
RCMU
RCMU-004
Bulk Power Log Sheets /
Purchasing / Suppliers
(Evaluations, Financial Data.
Reports or Studies)
10 years 10 years Mag, PprDepartment Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-005
Capital Improvement Projects (CIP
- RCMU): Administration File /
NOT Scanned (Electricity, Fiber or
Street Lights Only)
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
CompletedMag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
RCMU
RCMU-006
Capital Improvement Projects (CIP
- RCMU): Permanent File /
Scanned Records (Electricity,
Fiber or Street Lights Only
Specifications / RFP & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations &
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.
Upon
CompletionP P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:
Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Engineering
Services /
RCMU
RCMU-007Customer Information Service
(CIS) DatabaseIndefinite Indefinite Mag Data is interrelated; GC §34090
Engineering
Services /
RCMU
RCMU-008
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Licenses and
Regulatory Correspondence
P P
Mag,
Mfr, OD,
Ppr
S / IYes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-009
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Reports
P P Mag, PprDepartment Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk RCMU-010 Easements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
SYes: After
QC(copies); GC §34090.7
Engineering
Services /
RCMU
RCMU-011Electricity Drawings / As-Builts /
Record DrawingsP P
Mag,
Mfr, OD,
Ppr
S / IYes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Engineering
Services /
RCMU
RCMU-012
Equipment Records (Manuals,
Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, PprDepartment Preference; CCP
§337 et. Seq., GC §34090
Engineering
Services /
RCMU
RCMU-013Facility Histories / Infrastructure
DesignP P
Mag,
Mfr, OD,
Ppr
S / IYes (after
QC)
Department Preference; GC
§34090
Lead Dept. RCMU-014
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Lead Dept. RCMU-015
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Engineering
Services /
RCMU
RCMU-016Joint Pole Agreements, History,
Maintenance (Card Files) P P
Mag,
Mfr, OD,
Ppr
S / IYes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-017Joint Pole Invoices / Accounts
Receivable5 years 5 years
Mag,
Mfr, OD,
Ppr
S / IYes (after
QC)
Department Preference (meets
municipal government auditing
requirements); GC §34090
Engineering
Services /
RCMU
RCMU-018 Load Records 10 years 10 years Mag, PprDepartment Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
RCMU
RCMU-019Payments / Credit Card Receipts -
RCMU 5 years 5 years Mag, Ppr
Department preference (meets
auditing standards); GC §34090
Engineering
Services /
RCMU
RCMU-020Power Operations Reports /
Outage Reports10 years 10 years Mag, Ppr
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090
Engineering
Services /
RCMU
RCMU-022Power Trading / Power Scheduling
(Check Out Worksheets)
Completion +
3 years2 years
Completion +
5 yearsMag, Ppr
Department Preference
(auditing standards are 5
years); GC §34090
Engineering
Services /
RCMU
RCMU-023Power Trading / Power Scheduling
(Confirmations, Invoices) 3 years 4 years 5 years Mag, Ppr
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-024Power Trading / Power Scheduling
(Pathing Sheets)3 years 4 years 5 years Mag, Ppr
Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-025
Regulatory Agency Audits:
CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
10 years 10 years Mag, PprDepartment Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-026
Regulatory Agency Compliance
Reports & Confirmations:
CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
10 years 10 years Mag, PprDepartment Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Engineering
Services /
RCMU & Gas
RCMU-027
Regulatory Agency
Correspondence: CEC,CFTC,
CPUC, EPA, FERC, NERC,
NPDES, WECC, etc..
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag, PprDepartment Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-028
Regulatory Agency Inspections:
CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / IYes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-029
Regulatory Agency Licenses:
CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
P P
Mag,
Mfr, OD,
Ppr
S / IYes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-030
SCADA Database (Electricity)
(Supervisory Control and Data
Acquisition)
Indefinite Indefinite Yes Mag
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
Engineering
Services /
RCMU
RCMU-031SCADA Printouts / Reports / Log
Books
When No
Longer
Required
When No
Longer
Required
Mag, PprPreliminary drafts - if not drafts,
then 2 years; GC §34090
Engineering
Services /
RCMU
RCMU-032Solar Power Production Operating
Data Logs / Diaries 10 years 10 years Mag, Ppr
Department Preference; GC
§34090
Lead Dept. RCMU-033Underground Service Alerts
(USA's) 3 years 3 years Mag, Ppr
Department Preference
(required for 3 years); GC
§§4216.2(d) & 4216.3(d), 34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Division
Providing
Service /
Work
RCMU-034
Work Orders / Service Requests
CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
RCMU-035
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag PprPreliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
RCMU-036
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ACCOUNTING AND FINANCIAL REPORTING
Finance /
Accounting
& Financial
Reporting
FIN-001 1099's / 1096's 2 years 3 years 5 years Mag, Ppr
Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530, GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-002
Accounts Payable / Invoices and
Backup
(Includes Invoices, Travel
Expense Reimbursements,
Warrant Request, etc.)
2 years 5 years 7 yearsYes: Until
Paid
Mag, Mfr,
OD, PprS / I
Yes: After 1
year
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §§60201(d)(12),
34090
Finance /
Accounting
& Financial
Reporting
FIN-003
Accounts Receivable -
Miscellaneous - Damage to
Public Property, Invoices to
Outside Entities, etc.
2 years 3 years 5 yearsMag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.
Finance /
Accounting
& Financial
Reporting
FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounting
& Financial
Reporting
FIN-005
Audits - Single Audits, Grant
Audits, IRS Audits,
Transportation Audits, PERS
Audit, etc.
2 years3 years after
Audit
5 years after
AuditMag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-006
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
2 years 5 years 7 years Mag, Ppr
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR
31.6001-1
Finance /
Accounting
& Financial
Reporting
FIN-007
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
See Bank Statements for
statement retention.
Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
MaturityMag, Ppr
Department Preference; Statute
of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP §§336 et
seq. 337.5(a); 26 CFR 1.6001-
1(e): GC §43900 et seq.
Finance /
Accounting
& Financial
Reporting
FIN-007.1Budget Appropriation Transfer
Requests2 years 5 years 7 years Mag, Ppr
Department Preference; meets
auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-008
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 2 years 7 years Mag, PprDepartment Preference; GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounting
& Financial
Reporting
FIN-009
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports / Petty Cash
2 years 3 years 5 yearsMag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.
Finance /
Accounting
& Financial
Reporting
FIN-010 Checks / Warrants (Cashed) 3 years 4 years 7 yearsMag, Mfr,
OD, PprS
Yes: After
QC
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §§ 34090,
60201(d)(12)
Finance /
Accounting
& Financial
Reporting
FIN-011
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years Mag, Ppr
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.
Finance /
Accounting
& Financial
Reporting
FIN-012
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years 2 years 7 years Mag, Ppr
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.
FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-013Deferred Compensation (City
Statements)2 years 5 years 7 years Mag, Ppr
Produced by Deferred Comp.
Provider; consistent with
proposed statewide guidelines;
published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounting
& Financial
Reporting
FIN-014Escheat (Unclaimed money /
uncashed checks)5 years 5 years Mag, Ppr
Department preference; All
tangible property held by
government agencies escheats
after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-015FEMA Reimbursement / OES
Reimbursements1 year 9 years 10 years Mag, Ppr
Department Preference; GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-016 Financial Services Database Indefinite Indefinite Yes MagData Fields / Records are
interrelated; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr
Department Preference (bond
auditing purposes; IRS
regulations state, "…material
records should generally be kept
for as long as the bonds are
outstanding, plus 3 years after
the final redemption date of the
bonds"); 26 CFR 1.6001-1(e);
GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-018Journal Entries / Journal
Vouchers 2 years 5 years 7 years Mag, Ppr
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR
31.6001-1
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounting
& Financial
Reporting
FIN-019
Payroll File (By Employee Name)
Includes W-4, other payroll forms
Separation +
2 years5 years
Separation +
7 yearsMag, Ppr
Department preference; W-4s
are required four years after the
due date of such tax for the
return period to which the
records relate, or the date such
tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC
§60201(d)(12); GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-020 Payroll Reports - Annual Detail P PMag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference for
SBCERA Buy-backs; GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-021
Payroll Reports - Periodic
(includes Deduction Registers,
Leave Registers, Time
Transaction Reports, etc.)
2 years 5 years 7 years Mag, Ppr
Department preference for Grant
Auditing Purposes; May contain
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §60201(d)(12); GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-022
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR
PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounting
& Financial
Reporting
FIN-023
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.
2 years 3 years 5 yearsMag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, PprDepartment Preference; Meets
auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-025
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
2 years 5 years 7 yearsMag, Mfr,
OD, PprS
Yes: After 2
years
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
§60201(d)(12); GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-025.1Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
DisposalMag, Ppr
Department Preference; GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
§60201(d)(12); GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounting
& Financial
Reporting
FIN-027 W-9sMinimum 5
years
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
BUDGET MANAGEMENT
Finance /
Budget
Manage.
FIN-028
Budgets - Preliminary, Proposed,
Backup Documents
(The Final Budget is maintained
by the City Clerk)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUSINESS LICENSE & REVENUE
Finance /
Business
License &
Revenue
FIN-029Business License & Permit
DatabaseIndefinite Indefinite Yes Mag
Data Fields / Records are
interrelated; GC §34090
Finance /
Business
License &
Revenue
FIN-030Business License & Permit
Applications and ChangesP P
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference (Used by
Planning for Zoning
Clearances); GC §34090 et seq.
Finance /
Business
License &
Revenue
FIN-031Business License & Permit
Renewals 5 years 5 years Mag, Ppr
Department preference (meets
municipal government auditing
requirements); GC §34090 et
seq.
SPECIAL DISTRICTS
Finance /
Special
Districts
FIN-032
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years Mag, Ppr
Department preference; Meets
auditing standards; GC §34090
et seq.
Finance /
Special
Districts
FIN-033
Community Parks and
Landscape Citizens’ Oversight
Committee (Landscape
Maintenance Districts / Special
Districts)
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
State law only requires for 30
days; GC §54953.5(b)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Special
Districts
FIN-034
Community Parks and
Landscape Citizens’ Oversight
Committee (Landscape
Maintenance Districts / Special
Districts)
MINUTES
P P YesMag, Mfr,
OD, PprS No
Formerly Planned Communities
Citizens' Oversight Committee;
Send originals to the City Clerk;
GC §34090.7
Finance /
Special
Districts
FIN-035
Community Parks and
Landscape Citizens’ Oversight
Committee and Landscape
Maintenance Districts Citizens'
Oversight Committee
AGENDAS & AGENDA
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
Original Staff Reports are filed in
the project file; GC §34090
TREASURY MANAGEMENT
Finance /
Treasury
Manage.
FIN-036 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Finance /
Treasury
Manage.
FIN-037Bankruptcies - Where a claim is
filed10 years 10 years Mag, Ppr
Department Preference
(negative information remains on
credit ratings for 7 years); GC
§34090
Finance /
Treasury
Manage.
FIN-038Investment Reports & Backup /
Treasury Reports2 years 3 years 5 years Mag, Ppr
Department Preference; GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Treasury
Manage.
FIN-039
Investments / Arbitrage /
Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade Tickets /
LAIF (Local Agency Investment
Fund))
5 years 5 years Yes: Until
PaidMag, Ppr
Department Preference; Meets
auditing standards; Published
articles show disposal + 7 years
for security brokerage slips;
statewide guidelines propose
permanent; FTC Reg's rely on
"self-enforcement";
GC§§ 34090, 43900
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
FIRE ADMINISTRATION
Human
ResourcesFR-001
Career File: Equipment
Assignments (Turnouts, etc.)
Shred Upon
Separation
or Transfer
Shred Upon
Separation
or Transfer
Mag,
Ppr
City / District Preference (copies);
GC § 60200
Finance FR-002Billings - Fire Alarm Permits, Fire
Inspections, Fire Permits
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Finance keeps originals; GC §
§60201 60201
City Clerk FR-003
Fire District Board Agendas, Audio
or Video Recordings, Minutes,
Resolutions, Notices
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
City Clerk keeps originals; GC §
§60201 60201
Fire /
Admin.FR-004 ISO Insurance Ratings 15 years 15 years
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference (rated
every 10 years); GC §60201
Fire /
Admin.FR-005
Monthly Statistical Reports / Run
Statistics
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft /
copy (the Fire database is the
original); GC §60201 et seq.
City Clerk FR-006Mutual Aid Agreements, Joint
Power Authorities
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §60201.7
Fire /
Admin.FR-007
Programs and Projects (e.g.
Explorer, CPR Program, Fire
Service Day, etc.)
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §
60201 et seq.
Fire /
Admin.FR-008
Requests for Fire Incident Reports
and Fire Investigation Reports2 years 2 years
Mag,
PprGC §60201
Fire /
Admin.FR-009 Ride-A-Long Waivers 2 years 2 years
Mag,
PprGC §60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire /
Admin.FR-010
Standard Operating Procedures /
Policy & Procedure Manual
Superseded
+ 2 years
Superseded
+ 2 years
Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§60201
Fire /
Admin.FR-011
Subpoenas (Personal Appearance -
Fire Personnel)2 years 2 years
Mag,
PprGC §60201
Fire /
Admin.FR-012 Telestaff Database Indefinite Indefinite Yes
Mag,
Ppr
Data is interrelated; GC §60201 et
seq.
Fire /
Admin.FR-013
Training Course Records / EMS
Continuing Education Training
(Attendance Rosters, Outlines and
Materials)
5 years Indefinite
Mag,
Mfr, OD,
Ppr
S
Yes:
When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years; Calif.
Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2 -3 years for
personnel actions; 8 CCR §3203
et seq., 29 CFR 1627.3(b)(1), LC
§6429(c); GC §§12946, 60201,
53235.2(b), 53237.2(b)
Fire /
Admin.FR-014
Training Database / Log (Target
Solutions)Indefinite Indefinite
Mag,
Ppr
Data is interrelated; GC §60201 et
seq.
Fire /
Admin.FR-015
Underground Storage Tanks - ALL -
City or Privately owned)
Location, Soil Remediation,
Monitoring Well Records
10 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After 1
year
Department Preference (required
for the life of the tank); 23 CCR
2712(b), H&S §25284.2(i); GC
§60201 et. seq.
COMMUNITY AFFAIRS
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire /
Community
Affairs
FR-016 Community Outreach
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Community
Affairs
FR-017Public Information / Education
(when produced internally)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Lead Dept. FR-018Volunteer Applications &
Agreements - Unsuccessful 3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 60201
Lead Dept. FR-019
Volunteer Applications &
Agreements (includes emergency
contact information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
SYes: 1
year
Courts treat volunteers as
employees; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 60201; 29 USC 1113
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire /
Community
Affairs
FR-020
Volunteer Historical Lists /
Extractions from Volunteer
Database
Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§60201
COMMUNITY RISK
Fire /
Community
Risk
FR-021
Fire Construction Documents
(Submittals, Approved Plans,
Drawings, Applications, Alternate
Means & Methods, and Similar
Documents Necessary for Ongoing
Fire Code Compliance
Not Less
Than 180
days from
the date of
completion
of the
permitted
work
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
CFC §105.4 et seq. , 104.6 et
seq.; H&S §19850
Fire / Fire
Marshal &
Fire
Prevention
FR-022
Fire Inspections - Business
Inspection Files / Occupancy
Inspections (Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Required for the Life of the
Structure or Activity, or Minimum 5
years CFC §§ 104.6 – 104.6.4
Fire / Fire
Marshal &
Fire
Prevention
FR-023Fire Inspections - Citations /
Notice of Violations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:
Before
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; GC §
60201 et seq.
Fire /
Community
Risk
FR-024
Approved Fire Suppression, Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans.
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference (Building
keeps original); CFC 104.6 et seq.;
GC §§60200, H&S §19850
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire /
Community
Risk
FR-025 Juvenile Fire Setter Program 15 years 15 yearsMag,
Ppr
Department Preference; GC
§60201 et seq.
Building FR-026 New Construction Plan Review
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Building keeps originals; GC
§§34090.7, 60201
Fire /
Community
Risk
FR-027Public Information / Education
(when produced internally)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Community
Risk
FR-028Weed Abatement / Vegetation
Abatement / Brush Clearance
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
EMERGENCY MANAGEMENT
Fire /
Emergency
Manage.
FR-029Community & Business Emergency
Response Training
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Emergency
Manage.
FR-030
Emergency Management Programs
(Ready RC, Mitigation,
Preparedness, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire /
Emergency
Manage.
FR-031
Emergency Response & Recovery
/ FEMA / OES Reimbursement
Claims / Strike Team
Reimbursements
10 years 10 years Yes (all)
Mag,
Mfr, OD,
Ppr
S/I NoDepartment Preference; GC
§60201
Fire /
Emergency
Manage.
FR-032EOC Activations, After Incident
Reports
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I NoDepartment Preference; GC
§60201
EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES
Fire / EMS FR-033
Controlled Substance Logs,
Inventories / Medic Monthly
Inventory Logs
3 years 3 years YesMag,
Ppr
Department Preference -
Controlled substances are
required for 2 years after inventory
or transaction; 21 CFR §1304.04,
1310.04
Fire / EMS FR-034Emergency Medical PCR
DatabaseIndefinite Indefinite Yes Mag
Data is interrelated; GC §60201,
60201 et seq.
Fire / EMS FR-035
EMS Complaints / CQI (Continuous
Quality Improvement) / Quality
Assurance
3 years 3 yearsMag,
Ppr
Statute of Limitations for health
providers is 3 years; 13 CCR
1100.7, UFC §104.3.2, §104.3.4,
GC §60201, 60201 et seq.
Fire / EMS FR-036
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes:
After 1
year
24 CFR 164.530(j)
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / EMS FR-037Paramedic Continuing Education
Rosters and Certificates
Separation +
4 years
Separation +
4 years
Mag,
Mfr, OD,
Ppr
S
Yes:
When
Inactive
Department preference;
Paramedic Continuing Education
is required for 4 years by DPH; 8
CCR §3204(d)(1) et seq., 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 60201
Fire / EMS FR-038
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits: ADULTS
7 years 7 years
Mag,
Mfr, OD,
Ppr
S
Yes:
After 1
year
Department Preference; adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years; 10 years is recommended
by AHIMA for "healthcare
providers"; Statute of Limitations
for health providers is 3 years;
CCP §340.5, GC §60201; H&S
§§1797.98(e) 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / EMS FR-039
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits:
JUVENILES
Age of
Majority,
Minimum 7
years,
whichever is
longer
Age of
Majority,
Minimum 7
years,
whichever is
longer
Mag,
Mfr, OD,
Ppr
S
Yes:
After 1
year
Department Preference; adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years; 10 years is recommended
by AHIMA for "healthcare
providers"; Statute of Limitations
for health providers is 3 years;
CCP §340.5, GC §60201; H&S
§§1797.98(e) 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
EMERGENCY RESPONSE / FIRE MARSHAL
Fire /
Emergency
Response /
Fire
Marshal
FR-040Alarm Installation Waiver Forms:
Smoke and Carbon MonoxideP P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference; CFC §§
104.6 – 104.6.4; GC §60201 et
seq.
Fire /
Emergency
Response /
Fire
Marshal
FR-041 Fire Incident RMS Database Indefinite Indefinite YesMag,
Ppr
Data is interrelated; GC §60201 et
seq.
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire /
Emergency
Response /
Fire
Marshal
FR-042Fire Investigations - Arson &
Capital Crimes OnlyP P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference (Capital
Crimes have no statute of
limitations); GC §60201 et seq.
Fire /
Emergency
Response /
Fire
Marshal
FR-043Fire Investigations - OTHER Than
Arson & Capital Crimes
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Ppr
Department preference; GC
§60201 et seq.
Fire /
Emergency
Response /
Fire
Marshal
FR-044
Approved Fire Suppression , Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference (Building
keeps original); CFC 104.6 et seq.;
GC §§60200, H&S §19850
Fire /
Emergency
Response /
Fire
Marshal
FR-045Fireflow Testing (CVWD does
testing)
Life of the
Structure
Life of the
Structure or
Activity
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department preference; GC
§60201
Fire /
Emergency
Response /
Fire
Marshal
FR-046Hazardous Waste Manifests /
Certificates of Disposal5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference (City has
"cradle to grave" liability); 40 CFR
262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
Fire /
Emergency
Response /
Fire
Marshal
FR-047 Response Planning
When No
Longer
Required
When No
Longer
Required
Mag,
PprPreliminary drafts; GC §60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire /
Emergency
Response /
Fire
Marshal
FR-048
Special Event Permits / Fire Code
Permits / Operating Permits /
Explosives Permits / Fireworks
Permits / Burn Permits (assembly
permits, candle permits, tent
permits, open flame, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:
Before
Event
Mag,
Ppr
Department preference; GC
§60201 CFC §§ 104.6 – 104.6.4
STATION OPERATIONS / SUPPRESSION
Lead Dept. FR-049 AQMD Permits (Generators, etc.) 5 years 5 yearsMag,
Ppr40 CFR 70.6; GC §60201
Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years
Mag,
Mfr, OD,
Ppr
S
Yes:
When
Inactive
GC §60201
Fire / Ops FR-051
Daily Vehicle Inspections / Daily
Equipment Checks / Safety
Equipment Inspections
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Ppr GC §60201
Fire / Ops FR-052
Fire Vehicle, Apparatus, &
Equipment History Files, Ladders,
etc.
Certifications, Maintenance,
Registrations, Safety Certifications,
etc.
Disposal of
Vehicle,
Apparatus,
or
Equipment +
2 years
Disposal of
Vehicle,
Apparatus,
or
Equipment +
2 years
Mag,
Ppr
Department Preference; If a motor
carrier, required for 18 months
after vehicle is sold; CHP requires
life of vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §60201
Lead Dept. FR-053
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag,
PprAQMD Rule 1470; GC §60201
Lead Dept. FR-054
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag,
Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11
Office of
Record
Records
Series #Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / Ops FR-055 Pre-plan SheetsWhen
Superseded
When
Superseded
Yes:
Before
Event
Mag,
Ppr
Preliminary drafts; GC §60201 et
seq.
Fire / Ops FR-056Station Log Books / Red Books /
Log Books
Minimum 2
years
Minimum 2
years
Yes:
Before
Event
Mag,
Ppr
Department preference; GC
§60201 et seq.
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved
Do not duplicate or distribute without prior written permissionRev. Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HUMAN RESOURCES
Human
ResourcesHR-001
Benefit Plan Documents
(CalPERS, Optical, Dental,
etc.)
Duration of
the Contract
and/or
disposition of
any
enforcement
action + 2 6
years
Duration of
the Contract
and/or
disposition of
any
enforcement
action + 2 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires
1 year after benefit plan
termination; Federal law
requires 6 years after filing
date for retirement; State Law
requires 2 years after action;
29 CFR 1627.3(b)(2); 29 USC
1027; GC §§12946, 12960,
34090, 60201
Human
ResourcesHR-002
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum 3
years
Minimum 3
yearsMag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946,
12960, 34090, 60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-003
Compensation Surveys &
Studies
Minimum 3
years
Minimum 3
yearsMag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946,
12960, 34090, 60201
Human
ResourcesHR-027
COVID-19 Notifications to
Employees3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090
Human
ResourcesHR-004
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
Department preference; All
State and Federal laws
require retention until final
disposition of formal
complaint; State requires 2
years after "fully and finally
disposed"; 2 CCR 7287.0; GC
§§12946, 12960, 34090,
60201
Human
ResourcesHR-005 DMV Pull Notices
2 years After
Superseded,
or Upon
Separation
2 years After
Superseded,
or Upon
Separation
Mag, PprDepartment Preference; GC
§§34090, 60201 et seq.
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-006
Drug & Alcohol Test Results
(All - Positives and Negatives)6 years 6 years Mag Ppr
Department preference;
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090, 60201; 49
CFR 655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR
653.71
Human
ResourcesHR-007 Employee Investigations
Minimum
Final
Disposition +
3 years
Minimum
Final
Disposition +
3 years
Mag, Ppr
Department preference; All
State and Federal laws
require retention until final
disposition of formal
complaint; State requires 2
years after "fully and finally
disposed"; 2 CCR 7287.0; GC
§§12946, 12960, 34090,
60201
Human
ResourcesHR-008
Ethics Training Certificates /
Harassment Prevention
Training Certificates
5 years 5 years Mag, PprGC §§53235.2(b),
53237.2(b), 34090, 60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-009 I-9s
Separation +
3 years
Separation +
3 yearsMag Ppr
Required for 1 year from
termination or 3 years from
hiring, whichever is later;
EEOC / FLSA / ADEA (Age)
requires 3 years for "any
other forms of employment
inquiry"; State Law requires 2 -
3 years; 8 CFR 274a.2; 29
CFR 1627.3(b)(1); GC
§§12946, 12960, 34090,
60201
Human
ResourcesHR-010
Job Descriptions /
Classification Specifications
Minimum
Superseded
+ 6 years
Minimum
Superseded
+ 6 years
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 -3 years; retirement benefits
is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1),
8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090,
60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-011
Labor Relations Files
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Documentation, etc.)
5 yearsMinimum 5
years
Minimum 10
years
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department Preference; GC
§§34090, 60201 et seq.
Human
ResourcesHR-012
Personnel Files - Background
Files (Fire, Executives,
Information Technology)
Separation +
3 years3 years
Separation +
6 yearsMag, Ppr
Department Preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 -3 years; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-013
Personnel Files - Benefit File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.
Separation +
3 years3 years
Separation +
6 yearsMag, Ppr
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 -3 years; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
Human
ResourcesHR-014
Personnel Files - Employee
File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.
Separation +
3 years3 years
Separation +
6 yearsMag, Ppr
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 -3 years; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-015
Personnel Files - Medical File
(all employees)
Pre-employment Medical
Clearances, ADA
Accommodations, Respirator
Fit Tests, etc.
Separation +
6 years
Whichever
is Longer:
24 years, or
Termination
of Benefits
+ 5 years,
or Death of
Employee +
5 years
Whichever is
Longer:
Separation +
30 years, or
Termination
of Benefits +
5 years, or
Death of
Employee + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, PprS
Yes: After
Separation +
1 year
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090,
60201
Human
ResourcesHR-016
Personnel Files - Training File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.
Separation +
3 years3 years
Separation +
6 yearsMag, Ppr
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 -3 years; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-027
Recruitment Database
(NeoGov)5 years 5 years Mag, Ppr
Department preference; Per
NeoGov Policy; 29 CFR
1627.3(b)(1), 29 CFR
1602.14; 2 CCR 11013(c);
GC §§12946, 12960, 34090,
60201
Human
ResourcesHR-017
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes,
Job Brochures, Test Data,
Testing Analysis & statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 3
years
Hiring
Decision + 3
years
Mag, Ppr
Department preference;
EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR
1627.3(b)(1), 29 CFR
1602.14; 2 CCR 7287.0(c)(2),
GC §§12946, 12960, 34090,
60201
Human
ResourcesHR-018
Studies & Surveys Conducted
on Behalf of the City (Sick
Leave, Attrition, Benefits, etc.)
2 years 2 years Mag, Ppr
2 years, unless it is a
preliminary draft; GC
§§34090, 60201 et seq.
RISK MANAGEMENT
Risk Manag. HR-019
Accident / Incident Reports /
Injury Reports (Potential
Claims - medical and non-
medical that do not result in a
claim.)
2 years 2 years Mag, Ppr
Department preference; CCP
§340.5, GC §§34090, 60201
et seq.
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Risk Manag. HR-020 Claim Runs 5 years 5 years PprDepartment Preference; GC
§§34090, 60201 et seq.
Risk Manag. HR-021Claims (Includes Litigated
Claims)Resolution 5 years
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, PprS
Yes: After
Settled
Claim must be filed within 6
months, lawsuit within 2
years; complaints against
peace officers within 5 years;
Statute of Limitations for
contracts is 4 years; wrongful
death for construction is
completion + 5 years; CCP §§
337 et seq.; GC §§ 911.2,
34090, 34090.6, 60201
Risk Manag. HR-022Insurance Polices (City-owned
policies)P P
Mag, Mfr,
OD, PprS / I
Yes: After
QC & OD
Department Preference; GC
§§34090, 60201 et seq.
Risk Manag. HR-023
OSHA Logs - 200, 300, 301,
301A, OSHA Inspections or
Citations
5 years 5 yearsMag, Mfr,
OD, PprS
Yes: After
QC & OD
Calif. Labor Division is
required to keep their records
7 years; OSHA requires 5
years; State law requires 2
years; 8 CCR §3203(b)(1),
GC §§34090.7, 60200; LC
§6429c
Risk Manag. HR-024 Subpoenas / Summons 2 years 2 yearsMag, Mfr,
OD, PprS / I
Yes: After
QC'd & ODGC §§34090, 60201 et seq.
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 13.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-10
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
ResourcesHR-025
Workers Compensation Claim
Runs / Monthly Reports5 years 5 years Mag Ppr
Meets auditing standards; GC
§§34090, 60201 et seq.
Human
ResourcesHR-026
Workers Compensation Claims
/ Long Term Disability Claims
(Includes all Accident, Incident,
or Injury Reports from
Employees)
Separation +
10 years
Whichever
is Longer:
20 years, or
Termination
of Benefits
+ 5 years,
or Death of
Employee +
5 years
Whichever is
Longer:
Separation +
30 years, or
Termination
of Benefits +
5 years, or
Death of
Employee + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, PprS
Yes: After
QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090,
60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
LIBRARY
Library LIB-001
Board of Library Trustees
AGENDA PACKETS & AGENDAS
P P YesMag, Mfr,
OD, PprS
Yes:
After 10
years
Brown Act challenges must be
filed within 30 or 90 days of action;
GC §§34090, 54960.1(c)(1)
Library LIB-002
Board of Library Trustees
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years MagCity Clerk maintains these
Permanently; GC §34090.7
Library LIB-003
Board of Library Trustees
MINUTES
P P YesMag, Mfr,
OD, PprS
Yes:
After 10
years
GC §34090
Lead
Dept. &
Finance
LIB-004
Cash Receipts Report / Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, PprCity preference (not all detail is
sent to Finance); GC §34090
Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090
Library LIB-006 Flyers for Library Programs
When No
Longer
Required
When No
Longer
Required
Ppr Preliminary Drafts; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Library LIB-007
Grants: LSCA (Library Services
and Construction), LSTA (Library
Services and Technology), SLRC
(State Literacy Resource Centers),
CLLS (California Library Literacy
Services); CLSA (California Library
Services Act) and PLF (Public
Library Foundation) ONLY. For all
others, follow City-wide Schedule.
(SUCCESSFUL Reports, and
Financial Information) Send copy
of application and award to Finance
2 years
Final
Expenditure
+ 3 years
Final
Expenditure
+ 5 years
Mag, Ppr
Per California State Library
Records Management Program
Requirements (April 27, 1998); GC
§34090
Library LIB-008 Library Card Applications
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, PprS
Yes:
When
Inactive
Department preference (the
database is the original record);
GC §34090
Library LIB-009 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090
Library LIB-010
Library Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Waiting
2 years 2 years Ppr GC §34090
Library LIB-011Library Volunteer / Unpaid Intern
Logs (Hours)2 years 2 years Ppr GC §34090
Library LIB-012
Library Volunteers / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 and
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Library LIB-013 Passport Transmittals 2 years 2 years Mag, Ppr GC §34090
Library LIB-014 Problem Patron FileMinimum 2
years
Minimum 2
years Mag, Ppr
Department preference; GC
§§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PLANNING
Planning PL-002Alcohol Beverage Control License
Applications (ABC Applications)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records)
Planning PL-003Annexations / Boundaries /
Consolidations / LAFCO1 year P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & ODLand Records; GC §34090
Planning PL-006
Design Review Committee
(Subcommittee of Planning
Commission)
AGENDAS, AGENDA PACKETS,
MINUTES
Minimum 2
yearsP P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Planning PL-031Entertainment Permits / Massage
Business Permits
Expiration + 2
years
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
GC§§34090
Planning PL-009
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries, Non-
Development Projects
1 year P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
Planning PL-010
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and
Negative Declarations within the
City Boundaries are with the
project file
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning PL-011General Plan, Elements and
Amendments1 year P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
Planning PL-012Historic Preservation Survey,
Evaluations and Designations1 year P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department Preference; GC
§34090
Planning PL-024 Historic Property Files 1 year P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
GC§§34090
Planning PL-025 Large Family Day Care PermitsExpiration + 2
years
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
GC§§34090
Planning PL-013Master Plans, Specific Plans, Land
Use Plans, etc.1 year P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department Preference; GC
§34090
Planning PL-014 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Planning PL-026 Mills Act Contracts 1 year P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
GC§§34090
Planning PL-015
Planning and Historic Preservation
Commission
AGENDAS & AGENDA
PACKETS
1 year P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning PL-016
Planning and Historic Preservation
Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Planning PL-017
Planning and Historic Preservation
Commission
MINUTES, BYLAWS &
RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090
Planning PL-001 Planning Director Approvals 1 year P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; GC
§34090
Planning PL-018Planning Project Log of
Applications, Database Indefinite Indefinite Yes (all) Mag
Department Preference - Data
is interrelated; GC §34090, H&S
§19850
Planning PL-019
Planning Project Files -
Approved Entitlements
(Includes Associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps)
Examples: Conditional Use Permits
(CUPs), Design Review, Parcel Maps,
Site Plans, Tentative Subdivisions,
Variances, Zone Changes, etc.
Project
Approved /
Final
Decision, or 1
year if Not
Approved /
No Final
Decision
P P Yes
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning PL-027
Preliminary Review / Courtesy
Review - PLANS, PROPOSALS,
other Documents belonging to
Applicant
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Applicant's proposals / plans
can be destroyed When No
Longer Required, as no
application has been submitted,
and they are not City records;
GC §34090
Planning PL-020
Preliminary Review / Courtesy
Review - APPLICATIONS, other
City Records
2 years 2 years Mag, Ppr
Applicant's proposals / plans
can be destroyed When No
Longer Required, as no
application has been submitted,
and they are not City records;
GC §34090
Planning PL-028 Sign Permits
Life of Sign,
Minimum 2
years
Life of Sign,
Minimum 2
years
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
GC§§34090
Planning PL-022 Special StudiesMinimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference; GC
§34090
Planning PL-029Street Name Assignments and
Changes1 year P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
GC§§34090
Planning PL-021
Temporary Permits / Special Event
Permits / Temporary Entitlements
(Approved & Unapproved):
Christmas Tree Lots, Pumpkin
Lots, Banner Permits, Tree
Removal Permits, etc.
Minimum 2
years
Minimum 2
years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department preference;
GC§§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 12.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Planning PL-030
Trails Committee (Subcommittee
of Planning Commission)
AGENDAS, & AGENDA
PACKETS, MINUTES
Minimum 2
yearsP P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Planning PL-024Zoning Maps (Historically
Significant)1 year P P Yes (all)
Mag,
Mfr, OD,
Ppr
S NoDepartment Preference; GC
§34090.7
Planning PL-025Zoning Ordinance Amendments,
Reclassifications / Zone Change1 year P P Yes
Mag,
Mfr, OD,
Ppr
S / IYes: After
1 year
Department Preference
(copies); GC §34090.7
Planning PL-023 Zoning Verification Letters 1 years P P
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PROCUREMENT
Procure-
mentPUR-001
Procurement Database (Planet
Bids)Indefinite Indefinite Yes Mag
Data Fields / Records are
interrelated; GC §34090
Procure-
mentPUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years
Mag, Mfr,
OD, PprS / I No
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Procure-
mentPUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr
Department Preference; GC
§34090
Procure-
mentPUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years
Mag, Mfr,
OD, PprS / I No
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Procure-
mentPUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute without prior written permission Revision Adopted: 3/18/2020
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / MAINTENANCE / FACILITIES
Lead Dept. PW-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works
/ Maint. /
Facilities
PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090
Lead Dept. PW-003
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Lead Dept. PW-004
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Lead Dept. PW-005Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, PprDepartment Preference; GC
§34090 et. seq.
Division
Providing
Service /
Work
PW-006
Work Orders / Service Requests
CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
PW-007
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag PprPreliminary drafts (the database
is the original); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Division
Providing
Service /
Work
PW-008
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
MAINTENANCE / PARKS & LANDSCAPE
Public Works
/ Maint. /
Parks &
Landscape
PW-009 Arbor Day / Tree City USA, etc. 2 years 2 years Mag, Ppr GC §34090
Lead Dept. PW-010Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, PprDepartment Preference; GC
§34090 et. seq.
Public Works
/ Maint. /
Parks &
Landscape
PW-011 Park Safety Checklist 10 years 10 years Mag, PprDepartment preference; GC
§34090
Public Works
/ Maint. /
Parks &
Landscape
PW-012Pesticide Use Permits &
Applications2 years 2 years Mag, Ppr
Department Preference
(agricultural pesticide records
are required for 2 years); GC
§34090; 3 CCR 6623, 40 CFR
171.11 et seq.
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Maint. /
Parks &
Landscape
PW-013 Playground Inspections 10 years 10 years Mag, PprDepartment preference; GC
§34090
Public Works
/ Maint. /
Parks &
Landscape
PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, PprDepartment preference; GC
§34090
Public Works
/ Maint. /
Parks &
Landscape
PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated; GC §34090
Public Works
/ Maint. /
Parks &
Landscape
PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, PprDepartment preference; GC
§34090
Division
Providing
Service /
Work
PW-017
Work Orders / Service Requests
CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
PW-018
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag PprPreliminary drafts (the database
is the original); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Division
Providing
Service /
Work
PW-019
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342; GC
§34090
MAINTENANCE / STREETS & FLEET
Public Works
/ Maint. /
Streets &
Fleets
PW-020
Aboveground Diesel Storage
Tanks (Agency Owned)
Spill Prevention Control and
Countermeasures (SPCC),
Inspections, Integrity Testing,
Maintenance, Repairs
20 years 20 years Mag, Ppr
Department Preference; applies
to both Tier I and Tier II Tanks;
(Tier II tanks are required to
have an integrity test every 20
years); GC §60201
Lead Dept. PW-021 AQMD Permits (Fuel Usage) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works
/ Maint. /
Streets &
Fleets
PW-022Hazardous Waste Manifests /
Certificates of Disposal5 years P P
Mag,
Mfr, OD,
Ppr
SYes: After
QC & OD
Department Preference (City
has "cradle to grave" liability);
40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. PW-023Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, PprDepartment Preference; GC
§34090 et. seq.
Lead Dept. PW-024
Pre-Trip Inspections / DOT
Program / CHP Inspections /
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years 2 years Ppr GC §34090; 13 CCR 1234(c)
Public Works
/ Maint. /
Streets &
Fleets
PW-025Sidewalk Complaints - Right of
Way10 years 10 years Mag, Ppr
Department preference; GC
§34090
Public Works
/ Maint. /
Streets &
Fleets
PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC §34090
Public Works
/ Maint. /
Streets &
Fleets
PW-027
Stormwater: Operation &
Maintenance (Catch Basins, Field,
General Cleaning, Open Channels,
Slots, Stormwater Treatment
Measures and Trash Cleaning)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / IYes: After
QC & OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC
§34090
Lead Dept. PW-028Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d), 34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Maint. /
Streets &
Fleets
PW-029
Underground Storage Tanks (City-
Owned - Removed)
Location, Soil Remediation
10 years P P
Mag,
Mfr, OD,
Ppr
SYes: After
1 year
Department Preference
(required for the life of the tank);
23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et. seq.
Public Works
/ Maint. /
Streets &
Fleets
PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et
seq.
Public Works
/ Maint. /
Streets &
Fleets
PW-031
Vehicle & Equipment History Files
AQMD Certifications, Maintenance,
Registrations, Safety Certifications,
etc.
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §34090
Division
Providing
Service /
Work
PW-032
Work Orders / Service Requests
CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
PW-033
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag PprPreliminary drafts (the database
is the original); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7
Office of
RecordRetention No. Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
RetentionVital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Division
Providing
Service /
Work
PW-034
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
SAFETY / ADMINISTRATION
Public Works
/ Safety
Admin.
PW-035Employee Training File (Training
Certificates)
Separation +
3 years
Separation +
3 yearsMag, Ppr
Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved
Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/18/2020
top related