HomeMy WebLinkAbout2018-2781
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RESOLUTION NO. 2018-278
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
BERNARDINO, CALIFORNIA, ADOPTING A RECORDS RETENTION AND
DESTRUCTION POLICY AND REPEALING RESOLUTION NO. 2014-246
WHEREAS, Section 34090 of the California Government Code provides that, with the
approval of the City Council by resolution and the written consent of the City Attorney, the head
of a city department may destroy any record, document, instrument, book or paper under his or
her charge without making a copy thereof, after the same is no longer required, provided that
certain records are exempt from such destruction; and
WHEREAS, the City Council previously adopted Resolution No. 2014-246 which
adopted the Secretary of State Local Government Records Management Guidelines as the City's
records retention schedule for the City Clerk's Office Records and Information Management
(RIM) Program; and
WHEREAS, since the adoption of Resolution No. 2014-246 and the last amendment to
the Secretary of State's guidelines in 2006, the laws pertaining to records retention and
destruction for cities have changed; and
WHEREAS, in order to stay current with changes in records retention statutes and
regulations, City staff members have prepared an updated "Records Retention and Destruction
Policy" and a "Records Retention Schedule" (collectively the "Records Retention Policy") which
contain current information on legally required retention periods for City records established by
California statutes, federal laws, and regulations, as well as relevant information from the
Secretary of State's guidelines; and
WHEREAS, the City Council recognizes the City's need for an updated records
retention and destruction program and wishes to adopt the proposed "Records Retention and
Destruction Policy" for the orderly retention of City records and the proper disposal of obsolete
records.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN
BERNARDINO AS FOLLOWS:
SECTION 1. The above recitals are hue and correct and are incorporated herein by this
reference.
SECTION 2. Resolution No. 2014-246 is hereby repealed.
SECTION 3. The City Council hereby adopts the "Records Retention and Destruction
Policy," attached hereto as Exhibit "A" and incorporated herein and made a part of this
Resolution.
SECTION 4. The City Council hereby finds that the Records Retention and Destruction
Policy complies with all State and federal laws and regulations pertaining to the retention of City
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records. The City Council further finds that any obsolete records destroyed pursuant to the
Records Retention and Destruction Policy will not adversely affect the City or the public.
SECTION 5. The City Council hereby authorizes the City Clerk to perform any and all
acts necessary to give effect to and comply with the terms and intent of the Records Retention
and Destruction Policy. The City Clerk shall be responsible for the administration of the
retention of records and the destruction of obsolete records pursuant to the Records Retention
and Destruction Policy. In addition, the City Clerk is authorized to update or amend the Records
Retention and Destruction Policy as needed, without further approval from the City Council, in
order to stay current with federal and State laws, as well as any other regulations regarding
records retention.
SECTION 6. Pursuant to the authority provided in Government Code section 34090.7,
the City Council hereby prescribes that the City Clerk may, at any time, authorize the destruction
of any duplicate records, including duplicate records that are less than two (2) years old, if such
duplicate records are no longer required for City business.
SECTION 7. The City Clerk shall have ongoing authority, without further approval
required from the City Council, and with the written consent of the City Attorney as provided in
Government Code section 34090, to dispose of obsolete City records in accordance with the
Records Retention and Destruction Policy.
SECTION 8. The City Council finds this Resolution is not subject to the California
Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA
applies only to projects which have the potential for causing a significant effect on the
environment. Where it can be seen with certainty, as in this case, that there is no possibility that
the activity in question may have a significant effect on the environment, the activity is not
subject to CEQA.
SECTION 9. Severability. If any provision of this Resolution or the application thereof
to any person or circumstance is held invalid, such invalidity shall not affect other provisions or
applications, and to this end the provisions of this Resolution are declared to be severable.
///
SECTION 10. Effective Date. This Resolution shall become effective immediately.
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RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
BERNARDINO, CALIFORNIA, ADOPTING A RECORDS RETENTION AND
DESTRUCTION POLICY AND REPEALING RESOLUTION NO. 2014-246
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
City Council of the City of San Bernardino at a Joint Regular Meeting thereof, held on the 3d
day of October 2018, by the following vote, to wit:
Council Members: AYES NAYS
MARQUEZ
BARRIOS
VALDIVIA
X
N
SHORETT
X
NICKEL
RICHARD
x
S
MULVIHILL
ABSTAIN ABSENT
Georgeann arena, CM(, . ' Clerk
The foregoing Resolution is hereby approved this 3ii1 day of Oct er 2018.
Approved as to form:
Gary D. Saenz, City Attorney
By: 4a" QR. bLhvJhr
3
R. Carey Davis, ayor
City of San Be ardino
CITY OF SAN BERNARDINO
RECORDS RETENTION AND DESTRUCTION POLICY
L PURPOSE
The purpose of this Policy is to provide guidelines to City staff members regarding the retention
of City records and the destruction of obsolete and unnecessary records of the City of San
Bernardino; provide for the identification, maintenance, and safeguarding of City records and,
when legally allowed, the disposal of obsolete and unnecessary records in the normal course of
business; ensure prompt and accurate retrieval of City records; and ensure compliance with all
legal and regulatory requirements.
II. AUTHORIZATION
Pursuant to Resolution No. 2018-278, the City Clerk is authorized by the City Council to
interpret and implement this Policy and shall be responsible for the administration of this Policy.
The City Clerk is authorized to perform any and all acts necessary to comply with the terms and
intent of this Policy. The City Clerk is responsible for the retention of City records and the
destruction of any obsolete records that meet the qualifications governing the retention and
destruction of records as specified below.
II. PROCEDURE
A. The department head completes and signs a "Request for Destruction of Obsolete
Records" form, attached hereto as Attachment "A," listing the date and
description of each document to be destroyed. The staff member submits the
form to the City Clerk.
B. The City Clerk checks the documents listed on the submitted form to confirm that
each document: (1) is not required to be permanently retained, or (2) has been
retained for the legally required period of time. The City Clerk also confirms that
any applicable reproduction requirements (i.e., scanning/imaging, etc.) for the
documents are complete. The City Clerk also verifies that documents proposed
for destruction are not relevant to a subpoena, California Public Records Act
request, claim against the City, lawsuit, litigation hold, administrative charge or
investigation, or similar proceeding, which is in progress or which can reasonably
be anticipated.
C. The City Clerk submits the form to the City Attorney who reviews and signs the
form and then returns the signed form to the City Clerk.
D. After receiving the signed form from the City Attorney, the City Clerk oversees
the destruction of the documents, indicates the method of destruction on the form,
and signs the form.
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E. The City Clerk will retain the original signed forms requesting destruction of
records for two (2) years.
F. The City Clerk will prepare and maintain a permanent record of all destroyed
documents, such as a log or copies of certificates of destruction, in whatever
format he/she determines to be convenient for the purpose. The permanent record
will include titles or brief descriptions of the documents that were destroyed and
the date of destruction.
III. GENERAL GUIDELINES
A. Definitions. As used in this Policy, the following terms shall have the following
meanings:
(1) "Records" shall mean any writing containing information relating to the
conduct of the City's business that is prepared, owned, used, or retained by the City regardless of
physical form or characteristics.
(2) "Writing" means handwriting, typewriting, printing, photographing,
photocopying, electronic mail ("email"), facsimile ("fax"), and every other means of recording
upon any tangible thing any form of communication or representation, including letters, words,
pictures, sounds, or symbols, or combination thereof, and any record thereby created, regardless
of the manner in which the record has been stored.
B. The City Clerk shall be responsible for the administration of this Policy and shall
assist all City personnel to comply with the provisions of this Policy and with the Records
Retention Schedule, set forth in Attachment `B."
C. The following general guidelines apply to all City records.
1. The City Clerk may authorize at any time the destruction of any duplicate
records less than two (2) years if they are no longer required. (Gov. Code
§ 34090.7.)
2. Unless otherwise provided by State or federal law, the City Clerk may
authorize the destruction of any original document which is more than two
(2) years old, with written consent from the City Attorney, without
retaining a copy of the document as long as the retention and destruction
of the document complies with the retention schedule as set forth in this
Policy (Gov. Code § 34090.)
3. The City Clerk may authorize the destruction of City records upon
complying with all of the requirements of Government Code section
34090.5, including having the records reproduced electronically or by
using any other medium that is a trusted system. The medium used for
reproduction shall not permit additions, deletions, or changes to the
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original document, and shall comply with standards found in Government
Code section 12168.7 for recording permanent and nonpermanent
documents in electronic media.
4. The records preserved pursuant to Government Code section 34090.5 shall
be made accessible to the public for inspection and/or to receive copies. A
true copy of archival quality of the electronic medium reproductions shall
be kept in a safe and separate place for security purposes. Any page of a
record that cannot be reproduced electronically with full legibility shall be
permanently preserved in a manner that will afford easy reference.
5. The reproduction of an original record made in accordance with
Government Code section 34090.5 shall be deemed to be an original
record and a transcript, exemplification, or certified copy of such
reproduction shall be deemed to be a transcript, exemplification, or
certified copy of the original.
6. In addition to the retention periods required under this Policy, the City
shall retain original administrative, legal, and fiscal records with continued
value (i.e., records related to long-term transactions and/or special
projects) until all matters pertaining to such records are completed or
otherwise resolved. (Gov. Code 34090.)
7. Pursuant to Government Code section 34090, the City shall not destroy
any of the following records:
(a) Records affecting the title to real property or liens thereon.
(b) Court records.
(c) Records required to be kept by statute.
(d) Records less than two years old.
(e) The minutes, ordinances, or resolutions of the City or of a City board
or commission.
D. Duplicate Records. Pursuant to Resolution No. 2018-278, the City Clerk is
authorized to destroy at any time any duplicate record of the City, including duplicate records
that are less than two years old, if the duplicate is no longer required for City business.
E. Exceptions to Scheduled Destruction of Obsolete Records. Schedule destruction
of records that have met or exceeded their retention periods must be postponed if the records are
responsive to, subject to, or relate in some way to any of the following:
(a) A pending Public Records Act request received by the City;
(b) A subpoena served on the City;
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(c) A Request for Production received by the City from an opposing party in
litigation;
(d) A court order;
(e) A litigation hold or request for preservation of evidence received by the City; or
(f) A claim filed against the City under the Government Claims Act.
The above exceptions apply to both hard copy and electronic records.
IV. RECORDS RETENTION SCHEDULE
The City of San Bernardino "Records Retention Schedule" is attached to this Policy as
Attachment `B" and is incorporated herein by reference. This Policy and the Records Retention
Schedule comply with State and federal law. This Policy and Records Retention Schedule also
comply with the California Secretary of State Local Government Records Management
Guidelines, to the extent that the document has been updated to include current laws and
regulations. The Records Retention Schedule may be updated from time to time by the City
Clerk, as authorized in the City Council resolution adopting this Policy.
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ATTACHMENT "A"
"REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS" FORM
CITY OF SAN BERNARDINO
To: City Clerk
From: Department Head
Subject: Request for Destruction of Obsolete Records
I am requesting approval to destroy the obsolete records listed below.
DATE OF RECORD DESCRIPTION OF RECORD
(If additional space is needed to describe records,please attach additional pages)
Department Head Date
APPROVED
City Attorney Date
The obsolete records described above (and on any attached pages) were destroyed under my
supervision using the following method:
❑ Shredding ❑ Burning ❑ Other (specify method below)
I certify that such destruction meets the requirements of the City's Records Retention and
Destruction Policy and all applicable requirements of State and federal law.
City Clerk Date of Records Destruction
ATTACHMENT `B"
RECORDS RETENTION SCHEDULE
RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Not a public record
For Employee Medical Records & Employee
Exposure Records regarding exposure to toxic
substances or harmful physical agents GC 6254(c)
--Includes Material Safety Data Sheets (MSDS)
Accident/Illness Reports Does NOT include: records of health insurance g CCR Length of employment + 30 years
claims maintained separate from employer's 3204(d)(1)(A)(B)
records; first aid records of one-time treatments
for minor injuries; records of employees who
worked less than one (1) year if records are
given to employee upon termination
Risk management administration GC 34090
Accidents/Damage to City Property CCP 337.15 10 years
Until audited+ 4 years
GC 34090 Published articles show 4—7 years
Accounting Records—General Ledger General Ledger CCP 337 retention as typical
Sec. of State Guidelines
recommends permanent retention.
AccountingRecords Records showing items of gross income
— 26 CFR 1.6001-
- Permanent Books of Accounts receipts and disbursement (including 1(c) & (e) Permanent
inventories, per IRS regulations)
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Journals, statements, asset inventories, account CCP 337
postings with supporting documents, vouchers, 26 CFR 31.6001-
investments invoices and back-up documents 1(e)(2); Sec. of
Accounts Payable purchase orders,travel expense State Local Gov't. Until audited+ 4 years
reimbursements, petty cash, postage, PERS Records Mgmt.
reports, check requests, etc. Guidelines
recommendation
CCP 337
Receipts for deposited checks, coins, currency; 26 CFR 31.6001-
checks received, reports, investments, receipt 1(e)(2); Sec. of
Accounts Receivable books, cash receipts, cash register tapes, State Local Gov't. Until audited+ 4 years
payments for building permits/parking Records Mgmt.
permits/Transient Occupancy Tax, etc. Guidelines
recommendation
Current+ 2 years, unless part of a
Legal notices for public hearings, publication of GC 34090 project or matter that requires
Affidavits of Publication/Posting ordinances, etc. longer retention (i.e., CEQA
documents)
Agency Report of Consultants (FPPC Identifies consultants hired by the City who 2 CCR 18734; GC 7 years
Form 805) must file Form 700 81009(e)
Agency Report—Events and Report of tickets/passes; identifies persons who
Ticket/Pass Distribution (FPPC Form received tickets/passes and describes the public GC 81009(e) 7 years
802) purpose for the distribution
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Agency Report of New Positions Identifies new positions that will make or
(FPPC Form 804) participate in making governmental decisions GC 81009(e) 7 years
on behalf of the City
Report of additional compensation received by
agency officials when appointing themselves to
Agency Report of Public Official committees, boards or commissions of other 2 CCR
Appointments (FPPC Form 806) public agencies, special districts,joint powers 18702.5(b)(3); GC Original - 7 years
agencies or joint powers authorities. Copy of 81009(e)
current report must be posted on the City's
website.
City Council, Successor Agency, Commissions GC 34090
Agenda/Agenda Packets —agendas and packets can be imaged GC 34090.5 2 years
immediately for retention, if desired.
Council/Successor Agency/Commissions -
Originals can be imaged immediately for GC 34090
Agenda reports (staff reports) retention, if desired. The imaged record can GC 34090.5 2 Years
serve as the "original"record, if desired.
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Original contracts and agreements and back-up 4 years after
materials, including leases, license agreements, CCP 337 termination/completion
service/maintenance contracts, etc.
CCP 337.2
Original contracts/agreements regarding the CCP 343
Agreements development of real property, design,
(See also Contracts) specifications, surveying, planning, supervision, CCP 337.15 10 years after
testing, or observation of construction or termination/completion
improvement to real property; may include
records of retention releases, retention withheld,
change orders, etc.
Annexations/Reorganizations Notices, Resolutions, Certificates of GC 34090 Permanent
Completion
Until audited+ 2 years
Annual Financial Report May include independent auditor analysis GC 34090 Sec. of State Guidelines
recommends while current+ 7
years
Applications for Boards, Not selected GC 34090 2 years
Commissions Committees
Applications for Boards, GC 34090
Commissions, Committees Selected Sec. of State Current+ 5 years
Guidelines
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
For Real Property Owned by City— Not a GC 34090
Appraisals public record until real estate transaction is GC 6254(h) 2 years
complete
Articles of Incorporation GC 34090 Permanent
Assessment Districts Original Documentation GC 34090 Permanent
Audit Hearing or Review Documentation created and or received in GC 34090 2 years
connection with an audit hearing or review
GC 34090 Current+ 4 years
Audit Reports Financial services; internal and/or external CCP 337 Sec. of State Guidelines
reports CCP 343 recommends permanent retention
Backflow Test Reports Reports of testing and maintenance —water 17 CCR § 7605 3 years
supply
Bank statements, receipts, certificates of 26 CFR 31.6001- 4 years
deposit, etc. 1(e)(2) (
Bank Account Reconciliations Sec. of State Guidelines—
recommended retention: until
audited+ 5 years)
FPPC form used by elected officials to disclose
Behested Payment Report(FPPC payments made at their behest ($5,000 or more GC 81009; 7 years
Form 803) from same source) for legislative, 82015(b)(2)(B)(iii)
governmental, or charitable purposes.
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Bids, Successful Includes plan and specifications; GC 34090 4 years
notices/affidavits. CCP 337, 337.1
Bids, Unsuccessful Unsuccessful bid packages only GC 34090 2 years
Billing Records Utility bill stubs—submitted with payment GC 34090 Current+ 2 years
Authorization/public hearing Upon cancellation, redemption or
Bonds records/prospectus/proposals/certificates/notices CCP 336a, 337.5 maturity+ 10 years
(transcripts)/registers/statements.
Bonds, Development Housing; Industrial Development CCP 337.5 10 years
Form of insurance that covers employer (City)
Bonds, Employee (Fidelity Bonds) for losses resulting from fraudulent acts of GC 34090 Length of employment + 2 years
specified employees
Bonds - Final Final bond documentation; monthly statement GC 34090 Upon cancellation, redemption or
of transactions; supporting documents CCP 337.5 maturity+10 years
Bonds—Paid/Cancelled Paid or cancelled bonds; warrant certificates; GC 34090 2 years
interest coupons GC 53921
Documentation created and/or received in
Bonds, Surety connection with the performance of CCP 337 4 years
work/services for the City, or for parcel maps
and subdivision work
Bonds—Unsold/Unused Unsold/unused bonds GC 34090 2 years (specific requirements for
GC 43900 et seq. disposal of unused bonds)
Brochures/ Informational/promotional documents created GC 34090 2 years
Publications for or by the City
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
GC 34090 Current + 2 years
Budget,Annual Annual operating budget approved by City
Council Sec. of State Local Gov't. Records
Mgmt. Guidelines recommends
permanent retention.
Copies submitted by contractors with
Building, Blueprints/ Specifications application for building permit or Certificate of GC 34090 Current+ 2 years
Occupancy
Building, Certificates Compliance, elevation, occupancy—affecting GC 34090 Permanent
title to real property or liens on real property
New commercial and residential construction,
tenant improvements room additions spas, CCP 337.15
Building, Construction (Approved) signs, block wall, remodel(including security GC 34090 10 years
bonds)
Building, Inspection Correspondence, fees, appeal requests, reports GC 34090 2 years
Building, Permits Permits for buildings; signs; grading; GC 34090 Until completed+ 2 years
encroachment permits
Official copy --Not to be reproduced until
written permission is obtained from architect of GC 34090
Building Plans record and current building owner (Retention H&S 19850, For the life of the building
requirement not applicable to buildings
containing a financial institution or public 19851
utility.)
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Building, Signs (temporary) Home occupation, off-premise signs GC 34090 2 years
Business License Annual Reports Finance GC 34090 2 years
Business Licenses/Permits City issued GC 34090 While current plus 2 years
Log of work related injuries & illnesses (Form LC 6410; 8 CCR
Cal-OSHA 300), Annual Summary (Form 300A), Incident 5 years
reports (Form 301) 14300.33
California State Tax Records Forms filed annually; quarterly and year-end R&TC 19530 6 years
reports R&TC 19704
Campaign Statements - Mayor, City Origin al statements of elected candidates and GC 81009(b) Permanent (can image after 2
Council - elected (originals) committees supporting elected candidates for GC 81009(g) years)
Mayor, City Council
Campaign Statements - candidates for Ordinal statements of candidates and GC 81009(b)
Mayor, City Council - not elected supporting committees for candidates not 5 years (can image after 2 years)
(originals) elected for Mayor, City Council GC 81009(g)
Campaign Statements for other than Ori statements of all other persons and GC 81009(c) (e)
Mayor, City Council; other campaign committees; other original reports and GC 81009(g) 7 years (can image after 2 years)
reports (originals) statements
Campaign Statements/Reports -- Copies of reports/statements (if filing officer is GC 81009(f) 4 years (can image after 2 years)
Copies not required to keep more than one copy) GC 81009(g)
Certificates of Compliance Building department documents GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Includes payroll checks; canceled or voided GC 34090 Until audited+4 years
Checks (City-issued) checks; copies of checks; electronic versions of CCP 337 (Sec. of State Guidelines—
checks 26 CFR 31.6001- recommended retention: until
I(e)(2) audited+ 5 years)
Citizen Feedback General correspondence. GC 34090 2 years
Claims Against the City Government Claims Act—Claims paid or GC 34090 Until settled+ 2 years
denied
Building, housing and mobile home code
Code Enforcement, violation records including inspections; public
Case files (see Nuisance Abatement) nuisance rubbish and weed abatement, citations GC 34090 Until closed+ 2 years
[records on vehicle abatement/abandoned
vehicles are generally Police Records]
Code Enforcement, GC 34090 Current+ 2 years
Liens & Releases Utilities, abatement, licenses Keep recorded liens until lien is
paid/satisfied
Code Enforcement - Logs Documentation of investigations and follow-up GC 34090 Current+ 2 years
Code Enforcement Other than regulations in City's Municipal GC 34090 2 years
Regulations Code
Code Enforcement Code enforcement statistics GC 34090 Current+ 2 years
Reports, Federal and State
Collective Bargaining Agreements Memoranda of Understanding (MOUS) with 29 CFR 516.5(b) Current+ 3 years
employee unions; represented employee groups
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Community Surveys Review final survey reports for historic GC 34090 2 years
significance
Miscellaneous complaints, non-code
Complaints - Miscellaneous enforcement, not related to specific lawsuits GC 34090 2 years
involving the City and not otherwise
specifically covered by the Retention Schedule.
Comprehensive Annual Financial GC 34090
Reports (CAFR) Finance CCP 337 Until audited+ 4 years
Conflict of Interest Code—required under
Conflict of Interest Code Political Reform Act; must be reviewed by July GC 87300 et seq.
1 st of every even-numbered year and amended Permanent
if necessary
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Original contracts and agreements and back-up 4 years after termination/
materials, including leases, license agreements, CCP 337 completion
service/maintenance contracts, etc.
CCP 337.2
Original contracts/agreements regarding the CCP 343
Contracts, City (see also Agreements) development of real property, design,
specifications, surveying, planning, supervision,
testing, or observation of construction or CCP 337.15 10 years after
improvement to real property; may include termination/completion
records of retention releases, retention withheld,
change orders, etc.
General correspondence regarding City
Correspondence business, including but not limited to letters, GC 34090 2 years
email, and text messages; Posts/comments on
City-owned social media accounts.
Credit card bills or statements and related
receipts. 26 CFR 31.6001- Until audited+ 4 years
Credit Cards, City-owned 1(e)(2)
Other records related to use of City-owned GC 34090 Current+ 2 years
credit cards (policies, correspondence, etc.)
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
12
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Deeds, Real Property (Grant Deeds) File with recorded documents; originals may GC 34090 Permanent
not be destroyed.
29 CFR 516.5
Deferred Compensation Reports Finance - pension/retirement funds 3 years
29 CFR 1627.3
Demographic/
Statistical Data GC 34090 Current+ 2 years
Agreements for development of real property;
Development and Disposition Agreements CCP 337, 337.1, Permanent
Development Agreements (DDAs); May include infrastructure contracts CCP (Sec. State Guidelines
(i.e., architects, treatment plants, utility lines, GC 344090090 recommends
ends retaining paper
48 CFR 4.703 original for minimum 7 years)
etc.), franchises, etc.
Development Conditions Mitigation measures; filed with project files GC 34090 For the life of the project
Development, General Subject Files Internal working files including correspondence GC 34090 2 years
Development, Incident Files Emergency Call Outs GC 34090 2 years
Logs, registers or similar records listing GC 34090(a)
permits, certificates of occupancy issued, may GC 4003, GC
Development Logs include inspection, building activity, daily, plan 4004 5 years
check, utility H&S 19850 -
19853
Development, Photographs Aerial Photographs GC 30490 Current+ 2 years
Development, Projects-Not
completed or denied Building, engineering, planning GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Development, Reports Activity, Periodic GC 34090 2 years
For the life of the building;
Development, Seismic Retrofit Includes Certificates of Compliance GC 34090 Sec.of State Guidelines
Program H&S 19850 recommends permanent retention
Includes standards for landscaping medians, GC 34090
Development Standards parkway landscape development, public works Sec. of State Permanent
construction Guidelines
GC 34090
Development, Street Names and Includes street dedications, street Sec. of State Permanent
House Numbers vacations/closings, address assignment/changes
Guidelines
Development, Studies, Special Engineering,joint powers, noise, transportation GC 34090 2 years
Projects &Areas
Development, Surveys Recording data and maps GC 34090 Permanent
GC 34090
DMV Drivers' Records Reports Motor Vehicle Pulls; Personnel record—not a GC 6254(c) Until superseded (should receive
(DMV Pull-Notice System) public record VC 1808.1(c) new report every 12 months)
Drawings, Project Plan Does not include those usually filed with case GC 34090 2 years
or project.
Easements, Real Property File with recorded documents; originals may GC 34090 Permanent
not be destroyed.
Economic Development Projects Administrative records/Staff reports/Project GC 34090 2 years
files
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
EEOC Records Records,reports showing compliance with
(Equal Employment Opportunity federal equal employment requirements (EEO-4 29 CFR 1602.30 3 years
Commission) Reports, etc.)
Election - Administrative Documents Not ballot cards or absentee voter GC 34090 2 years
lists/applications.
Election—Affidavit Index Voter registration index EC 17001 5 years
STATE & LOCAL ELECTIONS: All ballot
cards (voted, spoiled, canceled) arranged by
Election- Ballots and Related precinct, unused absentee ballots, ballot EC 17302, 17306, 6 months
Documents receipts, absent voter identification envelopes, 17505
absentee voter applications. May be destroyed
subject to any pending contest.
Election- Ballots and identification For elections to Federal office (President, Vice EC 17301 22 months
envelopes—Federal offices President, US Senator,US Representative)
Ballots - Property related fees (Assessment
Election - Ballots -Prop. 218 Ballot proceeding) GC 53753(e)(2) 2 years
(Assessment Districts) [Ballots are disclosable public records during
and after tabulation]
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Notifications and Publication of Election
Records used to compile final election results,
Election - Canvass including tally sheets, voting machine EC 17304 6 months
tabulation, detailed breakdown of results;
special election results
Package of 2 tally sheets, copy of index,
Election- Election Official's Package challenge lists, assisted voters list. EC 17304 6 months
of Documents Public record- all voters may inspect after
commencement of official canvass of voters
Election-Nomination Documents - All nomination documents and signatures in EC 17100 Until term expires + 4 years
successful lieu of filing petitions
Election-Nomination Documents -
GC 81009(b) 5 years
unsuccessful
Election Petitions - Not a public record- documents resulting in an EC 17200, 17400
Initiative/Recall/Referendum; election - retention is from election GC 6253.5; 8 months
Charter Amendments certification. EC 17400;
GC 34458-60
Not a public record. Not resulting in an EC 17200 17400
Election Petitions -No election 8 months
election. Retention is from final examination. GC 6253.5
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
From date of election: Precinct official
material; declaration of intention; precinct
Election- Precinct Records board member applications; orders appointing EC 17503 5 months
members of precinct boards and designating
polling places includes notice of appointment of
office and record of service
From date of election; initiative; referendum
Election- Roster of Voters recall; general municipal election; Charter EC 17300 5 years
Amendments
Election- Voter Affidavits Affidavits of registration retained by the EC 17000 5 years
elections official
Benefit plans (including "cafeteria" and other 29 USC 1027
plans); health insurance programs; records 28 CCR 1300.85.1
Employee Benefits regarding COBRA—extension of benefits for 11 CCR 560 For life of plan/policy + 6 years
separated employees, insurance policies (health, 29 CFR
vision, dental, deferred compensation, etc.) 1627.3(b)(2)
Form of insurance that covers employer (City)
Employee Bonds (Fidelity) for losses resulting from fraudulent acts of GC 34090 While current + 2 years
specified employees
GC 12946
Employee Files Personnel files --Not a public record. GC 6254(c) While current + 3 years
29 CFR 1627.3
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Name address date of birth occupation, rate of GC 12946
Employee Information, General pay and weekly compensation earned 29 CFR 1627.3 3 years
LC 1174
Personnel--California Employer Information 2 CCR 11013
Employee Information - CEIR Report (c)(1) Received+ 2 years
(for employers of 100 or more employees) GC 12946
Employee Information - Applicant Personnel--Data regarding race, gender, 2 CCR 11013 Received+ 2 years
Identification Records national origin of applicants (c)(2)
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Medical records are part of personnel file --not
a public record.
GC 6254(c)
Includes medical records made or maintained
by a physician, nurse, or other health care 29 CFR 1910.1020 Length of employment+ 30 years
personnel, or technician pertaining to g CCR 3204
employees exposed to toxic substances or (d)(1)(A)(B)
harmful physical agents.
Employee, Medical & Exposure Does not include first-aid records of one-time
Records (toxic substances or harmful treatment made on-site by a non-physician or
physical agents) observation of minor scratches, cuts, burns,
splinters, etc., which do not involve medical
treatment, loss of consciousness, restriction of
work or motion, or transfer to another job.
(For employees of less than 1 year, no need to
retain medical records regarding exposure to
toxic substances/harmful physical agents if they
are returned to employee upon termination)
Records of first aid treatment for minor injuries GC 12946 34090
Employee, Medical Records (routine) (burns, splinters, etc.); records relating to Length of employment + 3 years
medical leave taken, etc. 29 CFR 1627.3
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Employee,Noise Exposure Noise exposure measurement records 8 CCR 5100 Current + 2 years
Employee audiometric test records 8 CCR 5100 Length of employment
Non-safety employee records may include
release authorizations; certifications; 29 CFR 1627.3
reassignments; outside employment; LC 1174
Employee,Non-safety commendations, disciplinary actions; GC 12946 Length of employment+ 3 years
terminations; oaths of office; pre-employment GC 34090
medical evaluations; fingerprints; identification
cards (ID's)
Employee Programs May include Employee Assistance Program GC 34090 2 years
(EAP), Employee Recognition program, etc. GC 12946
Alternate lists/logs, ethnicity disclosures, GC 12946
Employee, Recruitment examination materials, examination answer GC 34090 2 years
sheets,job bulletins 29 CFR 1602.31
29 CFR 1627.3
Employee, Reports Employee statistics, benefit activity, liability GC 34090 2 years
loss
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
20
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
29 CFR 1627.3
Police department employees (except for peace 29 CFR 29 CFR 1602.31
officers), fire, emergency employees-- records
t.
may include release authorizations; Seq. Length of employment+ 3 years
certifications; reassignments; outside LC 1174
employment; commendations; disciplinary GC 34090
EmployeeSafet GC 12946
� Y actions; terminations; oaths of office; pre-
employment medical evaluations
Op.Atty.Gen. No. Length of employment+ 5 years
11 [May 2,
Peace officer personnel records 99-11 99-11
Employment Agreements—At-Will Original agreements/contracts for at-will CCP 337 Length of employment+ 4 years
Employees; Temporary Employees employees or temporary employees CCP 343
Applications submitted for existing or GC 34090
Employment Applications - Not Hired anticipated Job openings, includin any records GC 12946 2
ears
pertaining to failure or refusal to hire applicant 29 CFR
1627.3(b)(1)(i)
Employment Eligibility Verification Federal Immigration and Nationality Act; 8 USC 1324a 3 years after date of hire, or 1 year
(I-9 Forms) Immigration Reform/Control Act 1986 (b)(3) after date of termination, whichever
Pub. Law 99-603 is later
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Employment - Public Safety Certification/designations GC 34090 Length of employment+ 2 years
certifications
GC 12946
Employment - Surveys and Studies Includes classification, wage rates GC 34090 2 years
29 CFR 516.6
Paperwork documenting internal and external
Employment - Training Records, training for non-safety employees; includes any GC 34090 Length of employment+ 2 years
Non-Safety volunteer program training - class training GC 12946
materials, internships
Employment - Vehicle Mileage Annual mileage reimbursement rates GC 34090 Until superseded+ 2 years
Reimbursement Rates
Supporting documentation including bidders
Engineering GC 34090 CCP
Capital Improvement Projects list, specifications, reports, plans, work orders, 337.15 Project completion+ 10 years
schedules, etc.
Engineering
Construction Tracking, Daily/weekly logs; daily/weekly reports, etc. CCP 337.15 Project completion+ 10 years
Daily
Engineering
Drawings, Traffic Signs, signing and striping, road construction GC 34090 Permanent
Control Plan
Engineering Storm Drains GC 34090 Permanent
Flood Control
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Engineering Supporting documents regarding improvement
Special Districts districts, lighting districts, underground utility GC 34090 Permanent
districts, etc.
Engineering
Street/Alley (Abandonment/ Relinquishment of rights and fee title GC 34090 Permanent
Vacation)
Engineering Counts, collisions, accidents GC 34090 Completion+ 2 years
Traffic Signals
Catalog of software applications computer Must be completed by 7/1/2016
Enterprise Systems Catalog systems used b the Cit Due 7/1/2016 per GC 6216) (Eff. posted on Cit website and updated
rp y g Y Y Y- ' p 7/1/2016) p Y p
Senate Bill 272 (2015 Statutes). annually
Environmental Quality Participants/voucher logs, Total Daily Mileage CCP 338(k);
Air Quality (AQMD) Survey (TDM); various local authorities; GC 34090 3 years
Commute Alternative
Environmental Quality Documents, abatement projects, public GC 34090 Permanent
Asbestos buildings
Exemptions, Environmental Impact Report,
Environmental Quality Mitigation monitoring, negative declaration, GC 34090
California Environmental Quality Act notices of completion and determination, CEQA Guidelines Permanent
(CEQA) comments, statements of overriding
considerations
Environmental Quality Ride sharing, trip management GC 34090 Completion+ 2 years
Congestion Management
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Environmental Quality Correspondence, consultants, issues, GC 34090 Completion+ 2 years
Environmental Review conservation
Environmental Quality Pesticide applications, inspections and GC 34090 Completion+ 2 years
Pest Control sampling, documents
Environmental Quality Analysis, construction recommendations GC 34090 Completion+ 2 years
Soil
Environmental Quality
Soil Reports Final Reports GC 34090 Permanent
ERISA Records Employee Retirement Income Security Act of
1974 29 USC 1027 6 years
(Employee Retirement Security Act) - Plan reports, certified information filed; 29 USC 1059
records of benefits due
Records required to be kept under Gov. Code
Ethics Training Records (AB 1234; section 53235.2. Records must show dates that GC 53235.2 5 years after receipt of training
effective 1/1/06) local officials satisfied the training requirements
and the entity that provided the training
Events Planning, Community Review for historic significance GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
3 years (federal)
Family and Medical Leave Act Records of leave taken, City policies relating to 29 CFR 825.500 2 years (State)
(federal) leave, notices, communications relating to GC 12946
taking leave
26 CFR 31.6001-
Federal Tax Records May include Forms 1095-C, 1096, 1099, W-4 I(e) Current + 4 years
and W-2 29 CFR 516.5-
516.6
Fee Schedules/Studies Considered by the City Council GC 34090 2 years
Fire Protection District Administrative documents. GC 34090 2 years
Administration
Fire Safety
Administration General orders, policies &procedures GC 34090 Until superseded+ 2 years
Fixed Assets
Inventory Reflects purchase date, cost, account number GC 34090 Until audited+ 2 years
Fixed Assets Auction; disposal—
Surplus Property Listing of property; sealed bid sales of GC 34090 Until audited+ 4 years
equipment CCP 337
Fixed Assets Title transfers when vehicle is sold. VC 9900 et. seq. Until sold
Vehicle Ownership & Title
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Flood Plain Maps FEMA - not a City record, for information only. Until Superseded
Forms Administrative - blank Until Superseded
Fund Transfers Internal; bank transfers &wires GC 34090 Until audited+ 2 years
Until audited+ 4 years
GC 34090 Published articles show 4 —7 years
General Ledgers All annual financial summaries--all agencies CCP 337 retention as typical
Sec. of State Guidelines
recommends permanent retention
General Plan GC 34090 Permanent
General Plan Amendments GC 34090 Permanent
2 CCR
Gift to Agency Report FPPC form showing payment or donation made 18944(c)(3)(F), Originals—7 years;
to the City or to a City official and which can be (G); FPPC Fact Copy must be posted on City
(FPPC Form 801) accepted as being made to the City Sheet : "Gifts to an website
Agency—Part 2"
Gifts/Bequests Finance - to the City (kept with cash receipts) GC 34090 2 years
Grading Permits GC 34090 Until completed+ 2 years
Grading Variances GC 34090 Until completed+ 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Grants Grant documents and all supporting documents:
Community Development Block applications, reports, contracts, project files, GC 34090
Grant (CDBG); Urban Development; proposals, statements, sub-recipient dockets, 24 CFR 570.502 Until completed+ 4 years
other Federal and State grants environmental review, inventory, consolidated 24 CFR 85.42
plan, etc.
Grants - Unsuccessful Applications not entitled GC 34090 2 years
H&S 117945
Hazardous Materials & Examples of hazardous materials/hazardous H&S 1181653 years
Hazardous Waste Disposal Records waste: medical waste; used oil; pesticides 22 CCR 66279.91
3 CCR 6624(g)
While current+ 2 years
Hazardous Materials - GC 34090 [Permanent retention of documents
Permits, Hazardous Materials Storage regarding environmentally sensitive
materials is recommended]
Hazardous Materials - Documents regarding federal, State or local
Programs, Household Hazardous programs on disposal of household hazardous GC 34090 Until superseded+ 2 years
Waste waste
Employee exposure records; name/identity of
Hazardous Materials - chemical substance used; when&where 8 CCR 3204(d) et. Length of employment+ 30 years
Exposure Records, etc. chemical substance was used seq.
Hazardous Materials - Documents regarding: storage, location,
Underground Storage Tank GC 34090 Permanent
Compliance installation, removal, remediation
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Hazardous Materials - Documents regarding: repairs, lining and 23 CCR 26600)
Underground Storage Tank upgrades 2712 For the life of the tank
Maintenance and Repair
Historic Preservation Inventory Records of historic landmarks, including GC 34090 Current+ 2 years
historic register
Home Occupation Permits Business license related GC 34090 Current + 2 years
Housing Programs Planning/ GC 34090 Current+ 2 years
Successor Agency files.
Examples: First-Time Home Buyer Program,
Mobile Home Rehabilitation and Replacement 24 CFR 570.502
Housing Programs Program, CDBG Housing Program, CalHome 24 CFR 85.42 4 years
Program, Low/Moderate Housing programs,
Rental Housing Assistance, etc.
Insurance Personnel related GC 34090 While current, + 2 years
Insurance, Joint Powers Agreement Accreditation, MOU, agreements and agendas GC 34090 Current + 2 years
Liability, performance bonds, employee bonds,
Insurance Certificates, City property; Insurance certificates filed separately GC 34090 While current+ 2 years
from contracts, includes insurance filed by
licensees.
May include liability, property, Certificates of
Insurance Liability/Property Participation, deferred, use of facilities GC 34090 While current+ 2 years
Insurance, Risk Management Reports Federal OSHA Forms; Loss Analysis Report; 29 CFR 1904.44 5 years (Federal)
Safety Reports; Actuarial Studies GC 34090 2 years (State)
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Investment Reports, Transactions Summary of transactions, inventory and GC 34090 Until audited+ 4 years
earnings report CCP 337
CCP 337
26 CFR 31.6001-
1(e)(2); Sec. of
Invoices Invoices from vendors and back-up documents State Local Gov't Until audited+ 4 years
Records Mgmt.
Guidelines
recommendation
Descriptions of duties, qualifications,
Job Descriptions responsibilities for each 29 CFR 1627.3 while current+ 3 years
position/classification/job title
Records of payments, loans, promises or
Labor Organizations agreements by City to any labor organization or 29 USC 436 5 years
representative of same
Land Use and Development Code GC 34090 Until superseded
CCP 337
Lease Agreement Property or equipment CCP 337.2 Until terminated+ 4 years
CCP 343
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Examples: Notices of public hearings, notices Current + 2 years, unless part of a
Legal Notices/Affidavits of project or matter that requires
Publication or Posting of liens, etc. Also proof of publication of GC 34090 longer retention (i.e., CEQA
notice, or proof of posting of notice
documents)
Legal Opinions Confidential—not for public disclosure GC 34090 Until superseded+ 2 years
(attorney-client privilege)
Licenses/Permits— Special (Events; This category DOES NOT include business GC 34090 Current+ 2 years
Solicitation) licenses/permits
Litigation Case files GC 34090 Until settled+ 2 years
FPPC Form 602—Lobbying Firm Activity
Lobbying or Lobbyist Forms (FPPC Authorization; FPPC Form 635 —Report of FPPC Reg.
forms) Lobbyist Employer& Report of Lobbying 18615(d) 5 years
Coalition—forms used when employing or
contracting with a lobbying firm
List of all regular and ongoing boards,
Local Appointments List commissions, and committees appointed by the GC 54970 Until superseded (new list prepared
("Maddy List") City Council—pursuant to the Maddy Local GC 34090 each Dec. 31St)
Appointive List Act
Lot Line Adjustments Land use - case files. GC 34090 Permanent
Maintenance Manuals Equipment service/maintenance GC 34090 Until superseded
Maintenance/Repair Records Equipment GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Engineering & field notes and profiles; cross
section of roads, streets, right-of-way, bridges;
Maps & Plats may include annexations, parks, tracts, block, GC 34090 Permanent
storm drains, water easements, bench marks,
trees, grading, landfill, fire hydrants, base maps,
etc.
Marketing, Promotional Brochures, announcements, etc. GC 34090 2 years
Special or long range program plan for
Master Plans, Annual municipalities—coordination of services; GC 34090 2 years
strategic planning
Materials Board, Renderings Boards planning/Engineering GC 34090 2 years
& Photographs
GC 34090; Current + 3 years
29 USC 211(c)
Memoranda of Understanding (MOU) Personnel related; agreements with employee 29 CFR 516.5
bargaining units resulting from negotiations Sec. of State Local
Gov't. Records Sec. of State recommends
Mgmt. Guidelines permanent retention
Minutes Council/Successor Agency/Commissions. GC 34090(e) Permanent
Municipal Code GC 34090 Permanent
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
31
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Contains records of plans, design, construction, GC 34090
Municipal Facilities conversion or modification of local H&S 19850 For the life of the building
Construction government-owned facilities, structures and
systems
Municipal Facilities Permits, contracts, diagrams, schedules, GC 34090 Current+ 2 years
Facility Rentals; Use insurance binders
Service requests, invoices supporting
Municipal Facilities documentation, buildings, equipment, field GC 34090 2 years
Maintenance and Operations engineering, public facilities including work
orders and graffiti removal
Neighborhood Planning Area and neighborhood Planning case records. GC 34090 Until Completed
Newsletter, City May wish to retain permanently for historic GC 34090 2 years
reference.
Notices—Public Meetings Special Meetings GC 34090 2 years
National Pollutant Discharge Elimination
NPDES Permits—sewage/sludge System(NPDES)—permit—sewage sludge use 40 CFR 503.17 5 years
and disposal—monitoring records
NPDES permit - monitoring information,
including calibration and maintenance records,
NPDES Permits - original strip chart recordings,required reports 40 CFR 122.41 3 years
and all data used to complete the permit
application
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Includes citations (not police), nuisance
Nuisance Abatement abatement, and liens resulting from nuisance GC 34090 Until settled+ two years
abatement.
GC 34090
Oaths of Office Elected and public officials (i.e., Council 29 USC 1113 Current plus 6 years
members; commissioners; etc.) Sec. of State
Guidelines
Offers of Dedication GC 34090 Until Completed
Ordinances Ordinances adopted by City Council GC 34090(e) Permanent
OSHA 300 Log, privacy case list, OSHA 300A LC 6410; 8 CCR
OSHA annual summary, OSHA 301 incident report 14300.33 5 years
forms 29 CFR 1904.33
Personnel - Employee Exposure Records & LC 6410; 8 CCR
OSHA (Accident/Illness Reports) Employee Medical Records regarding exposure 14300.33; 8 CCR Duration of employment plus 30
to toxic substances; 3204(d)(1)(A); GC years
Exempt from public disclosure 6254(c)
Paramedic Services Documents other than original contracts. GC 34090 2 years
Parcel Map Waivers Land use - planning case files GC 34090 Permanent
Parcel Maps Land use - planning/engineering case files GC 34090 Permanent
Parking Citations Includes administrative parking citations and GC 34090 Until settled/adjudicated+ 2 years
appeals
Parking Studies Engineering GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
33
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
29 USC 436
26 CFR 31.6001-4
R&TC 19530
R&TC 19704
26 USC 6001
Payroll - Federal/State Reports Annual W-2's, W-4's, Form 1099s, etc.; 26 CFR 6 years
quarterly and year-end reports 301.6501(a)-1
26 CFR 31.6001-
1(e)
29 CFR 516.5 —
516.6
Payroll Deduction/ Finance 29 CFR 516.6(c) While Current+ 2 years
Authorizations
29 CFR 516.5
Payroll records (employee Records showing employee information/data— LC 1174(d)
information) names, addresses, etc.; hours worked; regular 1197.5 Length of employment+ 3 years
and overtime wages, etc.
29 CFR 516.5(a)
LC 1174(d) 3 years
Finance
Payroll, registers Labor costs by employee &program (Sec. of State Guidelines—
recommended permanent retention)
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
34
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
29 CFR 2 years
Payroll, time cards/sheets Employee 516.6(a)(1) (Sec. of State guidelines—
LC 1174(d) recommends retention: until
audited+ 6 years)
LC 1197.5(d)
LC 1174(d)
Payroll - Wage Rates/Job Employee records GC 34090
Classifications GC 12946 While current + 3 years
29 CFR 516.6
29 CFR 1602.4
29 CFR 1627.3
Other than building permits - For signs, GC 34090
Permits, Construction grading, encroachment, including copies of Until completed + 2 years
blueprints and specifications
Alterations, encroachment, excavations, road,
Permits, Other street sidewalks & curb alterations, GC 34090 Until completed+ 2 years
transportation, swimming pool drainage,
temporary uses, etc.
Retirement Plan—annual reports required to be 29 USC 1027 6 years
filed under ERISA
PERS - Employee Benefits 29 CFR
PERS Employee Benefit Plan—original 1627.3(b)(2)
document, or copies GC 34090 Current+ 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
35
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Personnel Policies -- Rules and Including employee handbooks, employee 29 CFR 516.6
Regulations manuals, and other policies/procedures 29 CFR 1627.3(a) Current + 3 years
Payroll or other records containing name,
Personnel Records address, date of birth, occupation, rate of pay, 29 CFR 1627.3 3 years
etc., including records relating to promotion,
demotion, transfer, lay-off, termination
Petitions Submitted to legislative bodies GC 34090 Current + 2 years
GC 34090
Planning Commissioners Applications and other documents relating to Sec. of State Term of office + 5 years
commissioners.
Guidelines
Initiated by citizen complaints or internally
initiated; includes complaints, reports, findings,
Police - administrative reviews regarding use of force,
Administration etc. PC 832.5
Investigations EVC 1045 Until closed+ 5 years
Administrative/Internal [Detailed listings of retention periods for police PC 801.5
Administrative reviews and other public safety records should be
governed by a separate records retention
schedule.]
All policies and procedures, directives rendered GC 34090 Until Superseded+ 2 years
Policies, Administrative by Council not assigned a resolution or
ordinance number
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
36
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Policies, Council/ Original policies adopted by the City
Successor Agency/Commissions Council/Successor Agency/ GC 34090 Until Superseded
Commissions.
Political Support/Opposition, Related to legislation. GC 34090 2 years
Requests & Responses
Press Releases City related. GC 34090 2 years
Procedure Manuals Administrative. GC 34090 Until superseded+ 2 years
2 years; if done by City Council
Proclamations City issued proclamations GC 34090 Resolution, then permanent
retention
Property, Abandonment Buildings, condemnation, demolition GC 34090 Permanent
Property Acquisition/ City owned. Supporting documents regarding
Disposition sale, purchase, exchange, lease or rental of CCP 337.15 10 years
property by City
Public Records Act Request Requests from the public to inspect or copy GC 34090 2 years
public documents
Purchasing Requests for Qualifications; Requests for
RFQ's, RFP's Proposals regarding goods and services GC 34090 Current+ 2 years
Purchasing, Requisitions, Purchase Original Documents GC 34090 Until audited+ 4 years
Orders CCP 337
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
37
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Council/Commission/ GC 34090;
Recordings - audio (e.g., for Successor Agency meetings -- audio recording 54953.5(b) Minimum 30 days
preparation of meeting minutes) "made for whatever purpose by or at the
direction of the local agency"
Routine daily recording of telephone &radio
Recordings - routine video communications; routine video monitoring Videos - 1 year; Phone & Radio
monitoring, telephone, and radio including in-car video systems,jail GC 34090, communications - 100 days
observation/monitoring systems, building 34090.6 (destruction must be approved by
communications security systems. [Includes automated license City Council & City Attorney)
plate reader (ALPR) video recordings/data]
Recordings, video or digitally Videos or digital recordings of public meetings
recorded—meetings of legislative made by or at the direction of the city (e.g.,
g g Council/Commission/Successor Agency GC 54953.5(b) Minimum 30 days
bodies
meetings)
Other than videos or digital recordings of public GC 34090,
Recordings, video digitally meetings; Considered duplicate records if 34090.7 Minimum 90 days after event is
recorded(Duplicatee—see Description
or Example of Record) another record of the same event is kept (i.e., 85 Ops. Cal. Atty. recorded
written minutes) Gen. 256 (2002)
Records Management Disposition Documentation of final disposition of records GC 34090 Permanent
Certification
Records Retention Schedules GC 34090 Current+ 2 years
Recruitments and Selection Records relating to hiring, promotion, selection 29 CFR 1627.3 3 years
for training
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Refuse Collection General administrative records GC 34090 2 years
Registration Forms Human Services Recreation Programs GC 34090 2 years
Release Forms/Waivers Human Services Recreation Programs GC 34090 2 years
Resolutions Resolutions adopted by the City Council and GC 34090(e) Permanent
City Commissions
Returned Checks Finance-NSF (not City checks) GC 34090 2 years after audit
Salary/Compensation Studies, Studies or surveys of other agencies regarding
Surveys wages, salaries and other compensation or GC 34090 While current + 2 years
benefits
Final, signed/approved settlement agreements GC 34090 2 years after signed/approved
for litigation matters, claims, citations, etc.
Settlement Agreements
For Workers Compensation claims—final, 8 CCR 10102 5 years after signed/approved
signed/approved settlement agreements 8 CCR 15400.2
Sewer Construction/
Improvement/ Administrative records. GC 34090 2 years
Maintenance
Speed Surveys Engineering GC 34090 Until superseded plus 2 years
State Controller Annual reports. GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Statements of Economic Interest- Copies of original statements of elected officials
Form 700 (copies) (elected officials) forwarded to Fair Political Practices GC 81009(f), (g) 4 years (can image after 2 years)
Commission (FPPC)
Statements of Economic Interest - Originals of statements of designated GC 81009(e), (g) 7 years (can image after 2 years)
Form 700 (originals) (non-elected) employees
Stop Payments Finance - bank statements GC 34090 2 years
Storm Drain Construction/
Improvement/ Administrative records. GC 34090 2 years
Maintenance
Street Construction/ Administrative records GC 34090 2 years
Improvements
Street Vacations Offers to dedicate; drainage; access rights, etc. GC 34090 Permanent
Studies, Various City GC 34090 While current+ 2 years
Taxes, Special Special tax levied by a local agency on a per CCP 338(m) Until audited+ 3 years
parcel basis
26 USC 3301-
Records relating to unemployment insurance— 3311; Calif.
Unemployment Insurance Records claims, payments, correspondence, etc. Unemployment While current+ 4 years
Insurance Code;
CCP 343
Utility Services - Applications for utility connections, GC 34090; Sec. of
Applications disconnects, registers, service State Guidelines Current+ 2 years
recommendation
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
40
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Utility Services - Customer name, service address, meter reading, GC 34090; Sec. of
Billing Records usage, payments, applications/cancellations State Guidelines Until audited+ 2 years
recommendation
Utility Services - GC 34090; Sec. of
Journals, Utility Billing Billing including monthly activity State Guidelines Current + 2 years
recommendation
GC 34090; Sec. of
Utility Services - Maps, water line connections State Guidelines Permanent
Connection Records
recommendation
Utility Services - GC 34090; Sec. of
Meter Reading; Reports State Guidelines Current+ 2 years
recommendation
Utility Services -
Utility Rebates, Reports GC 34090 Current+ 2 years
Vouchers - Payments Account postings with supporting documents GC 34090CCP 337 Until audited+ 4 years
Wage Garnishment
Wage or salary garnishment CCP 337 Active until garnishment is
satisfied; then retain until audited+
4 years
Record of checks issued; approved by
Warrant Register/Check Register legislative body (copy is normally retained as GC 34090 Until audited+ 2 years
part of agenda packet information)
Waste Management Solid Waste—Administrative documents GC 34090 2 years
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
41
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RECORDS RETENTION SCHEDULE FOR CITIES
Destruction of any City record must have City Council approval and written consent from the City Attorney,
unless otherwise provided by law. (Gov. Code §34090.)
Category of Record Description or Example of Record Legal Authority Minimum Legal Retention Period
Workers Compensation Files Work-injury claims (including denied claims); 8 CCR 10102 Until settled+ 5 years
claim files, reports, etc. 8 CCR 15400.2
Legal Authority Abbreviations
CCP Code of Civil Procedure(California) GC Government Code(California) PC Penal Code(California)
CCR California Code of Regulations R&TC Revenue&Taxation Code(California) H&S Health&Safety Code(California)
CFR Code of Federal Regulations USC United States Code
EC Elections Code(California) LC Labor Code(California)
42
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