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HomeMy WebLinkAboutR 2025-023RESOLUTION NO. 2025-023 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE APPROVING A MODIFIED CITYWIDE RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the State of California has adopted guidelines for retention periods for various government records; and WHEREAS, on January 27, 2009, the City Council adopted a comprehensive Citywide Records Retention Schedule, which standardizes the length of time records are kept according to all applicable legal, fiscal, administrative and historic requirements; and WHEREAS, on October 11, 2011, the Council adopted a modified Citywide Records Retention Schedule as a result of a major restructuring of City departments that occurred effective July 1, 2009; and WHEREAS, on November 24, 2020, the Council adopted a modified Citywide Records Retention Schedule as a result of further restructuring of City departments and WHEREAS, since 2020, there has been additional restructuring of City departments and there have also been updates in State and Federal laws regarding the retention and disposition of various government records; and WHEREAS, the Citywide Records Retention Schedule has been reviewed and substantially modified to reflect the organizational changes and legal updates that have occurred since 2020; and WHEREAS, Section 34090 of the Government Code of the State of California establishes a procedure whereby any City record which has served its purpose and is no longer required may be destroyed, subject to approval by the City Attorney and the City Council; and WHEREAS, the City Council considered the adoption of a modified Citywide Records Retention Schedule at its May 13, 2025 meeting and a corresponding staff report relating to the same. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE DOES RESOLVE AS FOLLOWS: 1. The modified Records Retention Schedule, dated May 13, 2025, a copy of which is permanently on file in the Legislative and Information Services Department and is incorporated herein as Exhibit A, is hereby approved and adopted. RESOLUTION NO. 2025-023 PAGE 2 2.The records set forth in the Records Retention Schedule are hereby authorized to be destroyed as provided by Government Code Sections 34090 et seq. and in accordance with the provisions of said retention schedule, upon the written request of the Department Director, review and approval by the City Attorney, and the written consent of the City Clerk, without further action by the City Council. 3.The City Council does hereby direct the City Clerk, in consultation with the City Manager and City Attorney, to review State and Federal regulations annually and to update the Records Retention Schedule, as determined to be necessary and appropriate. 4.The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act (Government Code Sections 6250 et seq.) 5.The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original Resolutions. 6.This Resolution shall become effective immediately upon its passage and adoption. On motion by Council Member Guthrie, seconded by Council Member Maraviglia, and by the following roll call vote, to wit: AYES: Council Members Guthrie, Maraviglia, Loe, Secrest, and Mayor Ray Russom NOES: None ABSTAIN: None the foregoing Resolution was adopted on this 13th day of May, 2025. CAREN RAY RUSSOM, MAYOR ATTEST: JESSICA MATSON, CITY CLERK APPROVED AS TO CONTENT: MATTHEW DOWNING, CITY MANAGER APPROVED AS TO FORM: ISAAC ROSEN, CITY ATTORNEY RESOLUTION NO. 2025-023 PAGE 3 RESOLUTION NO. 2025-023 PAGE 4 EXHIBIT A Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY WIDE Admin. Services / Accounting CW-001 Accounts Payable, Invoices, Petty Cash, Warrant Requests, Travel Reimbursements, etc. ALL backup is forwarded to Finance Copies - When No Longer Required Yes: Before Payment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals go to Finance (these are copies); GC §34090.7 Lead Dept.CW-002 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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) Legis. & Info. Services / City Clerk CW-003 Agenda Packets / Staff Reports: City Council Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Legis. & Info. Services / City Clerk CW-004 Agreements, Leases, MOUs, etc. (Approved by the City Council) Agreement includes all contractual obligations (Specifications / Scope of Work, Notices of Completion, etc.) Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All agreements, service agreements, and contracts approved by the City Council or City Manager are sent to the City Clerk; GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 EXHIBIT A Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-005 Agreements & Contracts: ADMINISTRATIVE FILES - NOT funded by a grant Includes Agreements or Contracts approved by the Department Director or City Manager (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, RFPs, Successful Proposals, etc.) Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept.CW-006 Agreements & Contracts: ADMINISTRATIVE FILES - WITH grant funding Includes Agreements or Contracts approved by the Department Director (Copies of Invoices, Correspondence, Project Administration, Project Schedules, Certified Payrolls, Logs, Insurance Certificates, RFPs, Successful Proposals, etc.) Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Some Grant Funding Agencies require audits; 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, & 570.502(a), 29 CFR 97.42; OMB Circular A-133; GC §34090, GC §8546.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-007 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The RFP / RFQ and the successful proposal becomes part of the project file in the lead department and/or agreement or contract (City Clerk is OFR); GC §34090 Lead Dept.CW-008 Appeals The Retention of the Appealed Subject Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Lead Dept.CW-008.2 Bid Summaries / Bid Logs / Proposal Summaries 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The RFP / RFQ and the successful proposal becomes part of the project file in the lead department and/or agreement or contract (City Clerk is OFR); GC §34090 CW-009 Bids: See Agreements & Contracts Staffing Dept.CW-010 Boards and Committees: AUDIO RECORDINGS of Meetings / Audio Tapes 2 years (Mag)Department preference; State law only requires for 30 days; GC §54953.5(b) Staffing Dept.CW-011 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (only 2 years is required); Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Staffing Dept.CW-012 Boards, Commissions, & Committees: Citizens Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Staffing Dept.CW-013 Boards, Commissions, & Committees: City Council Subcommittees Agendas, Minutes (Composed solely of less than a quorum of the City Council) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All recommendations are presented to the City Council; GC §34090 et seq. CW-014 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records CW-015 Boards, Commissions, & Committees: Internal Employee Committees (Agendas, Minutes) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Brochures: See Reference Materials Admin. Services / Accounting CW-016 Budgets - Finals Copies - When No Longer Required Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Final must be filed with County Auditor; GC §34090.7, 40802, 53901 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Legis. & Info. Services / City Clerk CW-017 Claims Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After QC & OD City Clerk maintains originals; GC §§34090.7, 34090.6 Lead (Responding) Dept. CW-018 Complaints / Concerns from Citizens (operational) - Excludes Police Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §340 et seq., 342; GC §34090 CW-019 Contracts: See Agreements CW-020 Copies or duplicates of any record Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-021 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Administrative, Chronological Files, e-mail, General Files, Letters, Memorandums, Miscellaneous Reports, Press Releases, Public Records Requests, Text Messages etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (2017) 2 Cal.5th 608 GC §34090; ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 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-022 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, e- comments, flyers invitations, instant messaging, logs, mailing lists, meeting room registrations, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, social media, staff videoconference chats, notes and recordings, undeliverable envelopes / returned mail, visitors logs, voice mails, etc.) When No Longer Required Mag, Ppr Refer to the City's Administra tive Policies. Electronic and paper records are filed and retained based upon their CONTENT E- mails, electronic records, or social media postings where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing them in a file folder, or saving them electronically. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500, 64 Ops. Cal. Atty. Gen. 317 (1981); City of San Jose v. Superior Court (2017) 2 Cal.5th 608 Lead Dept.CW-022.1 Department Subject Files 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-023 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, 7927.500, 7928.705 Lead Dept.CW-025 Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-026 Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims Subventions (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, & 570.502(a), OMB Circular A-133; GC §34090, GC §8546.7 Admin. Services / Human Resources CW-027 Grievances and Informal Complaints (Employees) Copies - When No Longer Required Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 City Attorney CW-028 Lawsuits, Litigation, Pending Litigation Copies - When No Longer Required (Upon Settlement) Yes: Before Settlement Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Risk Management administrates claim; GC §§34090.7, 34090.6 Lead Dept.CW-029 Leave Slips When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary draft / transitory record; GC §34090, GC §6252 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-030 MSDS (Material Safety Data Sheets) / Safety Data Sheets (SDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, Ppr S / I Yes: 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; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B), GC §34090 Legis. & Info. Services / City Clerk CW-031 Minutes - City Council or RDA Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals maintained by City Clerk Permanently; GC §34090.7 Legis. & Info. Services / City Clerk CW-032 Municipal Code (these are copies) Copies - When No Longer Required Yes: Current Original Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Return any whole unused codes to the City Clerk; Originals maintained by City Clerk Permanently; GC §34090 Lead Dept.CW-033 Newspaper Clippings When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept.CW-034 Notices: Public Hearing Notices and Proofs of Publications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Legis. & Info. Services / City Clerk CW-035 Ordinances - City Council Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals maintained by City Clerk Permanently; GC §34090 City Manager Human Resources CW-036 Personnel Files Send all Originals to Human Resources Upon Separation or Transfer, Shred Before Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-037 Personnel Files (Supervisor's Notes) 1 year (After Incorp. In Evaluation) Before Annual Performance Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-038 Personnel Work Schedules 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-038.5 Photographs, Videos of Events When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts (retention is placed on the record the photograph is used in - Brochure, Report, etc.); destroy unnecessary photographs. GC §34090 Lead Dept.CW-039 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. (Who Ordered the Appraisal) CW-040 Real Estate Appraisal Reports (Acquisition or Sale): Property NOT purchased, Loans not funded, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 Lead Dept. (Who Ordered the Appraisal) CW-041 Real Estate Appraisal Reports (Acquisition or Sale): Purchased or Sold Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets municipal government auditing standards; GC §§34090 7928.705 Legis. & Info. Services / City Clerk CW-042 Recorded Documents: Deeds, Easements, Final Orders of Condemnations (All) Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7 Legis. & Info. Services / City Clerk CW-043 Records Destruction Lists / Certificate of Records Destruction Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Send all originals to the City Clerk; GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-044 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by YOUR DEPARTMENT (League of California Cities, Chamber of Commerce, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statewide guidelines propose superseded + 2 or 5 years; GC §34090 Lead Dept.CW-045 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by OTHER Departments When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7 CW-046 Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & Reports: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-Records CW-047 Reference or Working Files: See Correspondence Lead Dept.CW-048 Reports and Studies (Historically significant - e.g., Zoning Studies)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-049 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Legis. & Info. Services / City Clerk CW-050 Resolutions - City Council, RDA, Successor Agency, Oversight Board Copies - When No Longer Required Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals maintained by City Clerk Permanently; GC §34090.7 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-051 Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I 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; LC §6429c Lead Dept.CW-052 Special Event Permits Expiration + 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-053 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Admin. Services / Payroll CW-055 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals maintained by Payroll; GC §34090.7 Lead Dept.CW-056 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics Training, Harassment Prevention Training, & Safety training, Tailgates) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Ethics & Harassment Prevention Training are 5 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 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), LC §6401.9(f), ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference 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 and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-057 Volunteer / Unpaid Intern / Recreation Volunteer Program Applications & Agreements - Successful Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 & 1627.3(b)(1)(i)&(ii), GC §§ 12960, 34090 Lead Dept.CW-058 Volunteer / Unpaid Intern / Recreation Volunteer Program Applications & Agreements - Unsuccessful or Pending Applicants 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 & 1627.3(b)(1)(i)&(ii), GC §§12960, 34090 ARROYO GRANDE, CA ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing) Page AS-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 Admin. Services / Accounting FIN-001 1099's / 1096's - DE542 (California Report of Independent Contractors)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; 26 CFR 31.6001-1, R&T §19530, GC §34090; 29 USC 436 Admin. Services / Accounting FIN-002 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, etc.) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-003 Accounts Receivable: Transient Occupancy Tax (TOT), Property Management, Damage to Public Property, Invoices to Outside Entities, Sales Tax, etc. 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-004 CalPERS Reports / Retirement Reports / Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin. Services / Accounting FIN-005 Assessment Districts - Financial Documents 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-006 Audit Reports / Annual Comprehensive Financial Report (ACFR) / General Ledger - and related Audit Opinions (City & RDA) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-007 Audit Work Papers When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (preliminary draft / content not substantive); GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing) Page AS-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Admin. Services / Accounting FIN-008 Bank Statements, Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Outstanding Check Lists, Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090, 26 CFR 1.6001-1 Admin. Services / Accounting FIN-009 Bond Official Statements / Revenue Bonds / Certificates of Participations (COPs) See Bank Statements for statement retention. Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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. Admin. Services / Accounting FIN-010 Bonds: Employees & Officials (Dishonesty, etc.)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Admin. Services / Accounting FIN-011 Budgets - Adopted / Final 5 years Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090, 40802, 53901 Admin. Services / Accounting FIN-013 Business License Applications, Licenses and Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 et seq. Admin. Services / Accounting FIN-014 Cash Disbursement Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin. Services / Accounting FIN-015 Checks / Warrants (Cashed)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing) Page AS-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Admin. Services / Accounting FIN-016 Cost Allocation Plans 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-016.2 Developer Trust Accounts / Deposit Accounts Close + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin. Services / Accounting FIN-017 Escheat (Unclaimed money / uncashed checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; Meets auditing requirements; CCP §§340(d), 1519; GC §34090 Admin. Services / Accounting FIN-018 Financial Services Database Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Admin. Services / Accounting FIN-019 Fixed Assets - Annual Listing (Source Documents)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Includes permanent assets (for compliance with GASB 34); GC §34090 Admin. Services / Accounting FIN-022 Investments / Arbitrage / Certificates of Deposit (CDs) / Advisor Reports and Statements / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 Admin. Services / Accounting FIN-023 Journal Entries / Journal Vouchers / Budget Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 Admin. Services / Accounting FIN-024 Reports, Finance Reports created from Database: Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Proof & Merge Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Transitory records not retained in the ordinary course of business Financial system can re-create reports accurately; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing) Page AS-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Admin. Services / Accounting FIN-025 Reports: Annual State or Federal: State Controller's Report, Statement of Indebtedness, Street Report, Local Government Compensation Report, Property Management Plan, Obligation Payment Schedules, Due Diligence Reviews, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report); Housing Successor Agency Housing Assets Fund Report, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Admin. Services / Accounting FIN-026 Revenue: Accounts Receivable: Daily Envelopes / Cash Receipts / Petty Cash / Revenue Daily Receipt Books, etc. 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets municipal government auditing standards; GC §34090 Admin. Services / Accounting FIN-027 Single Audits / Transportation Audits / PERS Audit, et.5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Admin. Services / Accounting FIN-028 Telecommunication Site Lease Financials (City Clerk has the original Lease) 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Admin. Services / Accounting FIN-031 W-9s Vendor Inactive + 3 years Mag, Mfr, OD, Ppr S/I Yes: Upon Completion Meets IRS auditing standards; GC §34090 INFORMATION TECHNOLOGY Admin. Services / Info. Tech. IT-001 Backups Server Backups (ALL Disaster Recovery Computer Backups) 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; store off-site in a commercial facility for disaster recovery purposes; GC §34090 et seq. ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing) Page AS-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Admin. Services / Info. Tech. IT-001.1 Enterprise System Catalogue (posted on- line) When Superseded Mag GC §34090 Admin. Services / Info. Tech. IT-001.2 Help Desk Database / Ticket Request Database 2 years Mag Data fields are inter-related; GC §34090 Admin. Services / Info. Tech. IT-002 Network Configuration Maps & Plans When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Admin. Services / Info. Tech. IT-003 Software Manuals / Installation Guides When No Longer Required Yes Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Admin. Services / Info. Tech. IT-004 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / (WORM / DVD-r / CD- r / Blue Ray-R) that does not permit additions, deletions, or changes P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. PAYROLL & EMPLOYEE FILES Admin. Services / Human Resources FIN-030.1 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns" GC §34090 Admin. Services / Payroll FIN-031 DE-6 DE-9, DE-9C, DE-43, W-3, & 941 Forms - Quarterly Payroll Tax Returns / OASDI / DE-166, IRS 5500 Forms (Employee Benefit Plans) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Admin. Services / Payroll FIN-032 Deferred Compensation (City Statements)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider; GC §34090, 26 CFR 16001.1 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing) Page AS-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Admin. Services / Payroll FIN-033 Payroll Employee Files: Deduction Authorizations, Beneficiary Designations, Garnishments, etc. Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Transitory records not retained in the ordinary course of business; GC §34090 Admin. Services / Payroll FIN-033.1 Payroll Direct Deposit Authorizations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Admin. Services / Payroll FIN-034 Payroll Reports / Payroll Registers - All 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Transitory records not retained in the ordinary course of business Financial system can re-create reports accurately; GC §34090 Admin. Services / Payroll FIN-035 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090 Admin. Services / Payroll FIN-036 W-2s 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Admin. Services / Payroll FIN-037.2 W-4's No Longer in Effect + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; IRS Regulation 31- 6001-1 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. GC §34090; 26 CFR 31.6001-1 GC §60201 UTILITY BILLING Admin. Services / Utility Billing FIN-038 Daily Receipts, Cash Receipts, Overs and Shortages 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC & OD Consistent with Cash Receipts & Accounts Receivable; Copies are sent to Finance; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Accounts Payable, Payroll, Utility Billing) Page AS-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Admin. Services / Utility Billing FIN-038.1 Utility Billing Support Paperwork 5 years Mag, OD, Mfr, Ppr S / I Yes: After QC & OD Consistent with Cash Receipts & Accounts Receivable; Copies are sent to Finance; GC §34090 Admin. Services / Utility Billing FIN-039 Utility Payment Stubs 4 months Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts used to post receivables to correct account; GC §34090 .7 Admin. Services / Utility Billing FIN-040 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation Final Decision + 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin. Services / Utility Billing FIN-041 Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin. Services / Utility Billing FIN-042 Water Billing: NSF Checks / Adjustments to Customer accounts When No Longer Required Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116908 Admin. Services / Utility Billing FIN-043 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. Expiration or Completion of Payment Plan Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Documented or attached to Customer Record in database GC §34090; H&S §116910 Admin. Services / Utility Billing FIN-044 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment When Superseded; Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116906; GC §34090 Admin. Services / Utility Billing FIN-045 Water Billing: Report of Annual Discontinuations of Residential Service Minimum 2 years Mag, Ppr, Mfr, OD S / I Yes: After QC & OD Must post to Website; H&S §116918; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/30/2025 Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 ATTORNEY City Attorney CA-001 Amicus Briefs Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Attorney CA-001.5 Closed Session Memoranda (Confidential)Minimum 2 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Attorney CA-002 Lawsuits / Litigation Final Resolution + Minimum 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5 City Attorney CA-003 Subject Files / Project Files / Department Files Minimum 2 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/5/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 Manager CM-003 City Manager Correspondence (Interoffice, Citizens, Organizations, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Manager CM-004 City Manager Reports / Memos to Council 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Manager CM-008 Department Files / Special Projects Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Manager CM-009 Grand Jury Reports, inquiries, responses (Pertaining to City Operations)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (matches the retention of the Grand Jury); GC §34090 City Manager / Community Develop. CM-010 Projects, Programs, Subject & Issues - Includes Economic Development & Redevelopment (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) May include studies and real estate appraisals Minimum 5 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (real estate appraisals should be retained for 5 years - see City-wide schedule); If the project comes to fruition, the Lead Department retains the appropriate records; GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 City Manager / Human Resources HR-001 Benefit Brochures & Forms When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records City Manager / Human Resources HR-002 Benefit Plan Documents (Dental, Vision, etc.) Duration of the Contract + 2 years Yes: For Duration of Contract Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EEOC / ADEA (Age) requires 1 year after benefit plan termination; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090 City Manager / Human Resources HR-003 CalPERS Contract Administration (Includes annual employee listing, circular letters, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 City Manager / Human Resources HR-004 Claim Runs (Workers Compensation)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 City Manager / Human Resources HR-005 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 City Manager / Human Resources HR-006 Compensation Surveys & Studies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; PERS requires 5 years for Compensation Earnable (usually compensation is adopted via Resolution of the City Council); 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, 2 CCR 270.5; GC §§12946, 12960, 34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 / Human Resources HR-007 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 2 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090 City Manager / Human Resources HR-008 DMV Pull Notices When Superseded or Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 City Manager / Human Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc., 1 year for negative tests; EEOC / FLSA / ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq.; 49 CFR 653.71 City Manager / Human Resources HR-010 EEO-4 Reports and records required to generate EEO-4 report (Self-Identification Form, etc.) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090 City Manager / Human Resources HR-010.2 Employment Contracts (other than the City Manager) Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 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; CCP §337 et. seq., GC §34090 City Manager / Human Resources HR-012 Grievances and Informal Complaints (all)Separation + 4 years Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(1); GC §§12946, 12960,34090; 29 USC 1113, LC 1174 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 / Human Resources HR-013 I-9s Separation + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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; INA 274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 City Manager / Human Resources HR-014 Job Descriptions / Classification Specifications Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years after any employment action; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(2), GC §§12946, 12960, 34090 City Manager / Human Resources HR-015 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; 29 CFR 405.9; GC §34090 City Manager / Human Resources HR-016 OSHA Logs (200, 300, 301A, etc.)7 years Mag, Mfr, OD, Ppr S / I 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; 8 CCR 14300.33, 8 CCR §3203(b)(1), GC §34090; LC §6429c City Manager / Human Resources HR-017 Personnel Files / Personnel Jackets - Medical Files Pre-employment Physical Reports, Respiratory Fit Tests for Breathing Apparatus, etc. (all employees) Separation + 30 years, OR Termination of Benefits + 5 years (whichever is longer) Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090, 29 CFR 1627.3, 29 CFR 1602.14; LC §1198.5; 29 USC 1113 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 / Human Resources HR-018 Personnel Files / Personnel Jackets - Employees Includes Training Certificates (Ethics, Sexual Harassment Prevention, Safety, etc.) Separation + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 4 years; 29 CFR 1602.14, 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; 29 USC 1113, LC §1198.5, 6 CFR 31.6001- 1(e)(2); GC §3105 City Manager / Human Resources HR-019 Recruitment and Testing File (Includes Advertisements, Unsuccessful Applications Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.; 2 CCR 11013(c); GC §§12946, 12960, 34090 City Manager / Human Resources HR-019.1 Recruitment Exam Plan Database (NeoGov)4 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.; 2 CCR 11013(c); GC §§12946, 12960, 34090 City Manager / Human Resources HR-020 Safety Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; OSHA requires 5 years for safety records; State law requires 2 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR 1904.44; GC §60201 et seq.; LC §6429(c), GC §§12946, 12960, 34090, 53235.2(b) ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 / Human Resources HR-021 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager / Human Resources HR-021.5 Verifications of Employment, Child Support, etc. (From lenders or other outside companies) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq City Manager / Human Resources HR-022 Workers Compensation or Disability Claims / Employee Accident Reports Includes all Accident, Incident, or Injury Reports and associated MSDS Separation + 30 years, OR Termination of Benefits + 5 years (whichever is longer) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 340900 City Manager / Human Resources HR-022.5 Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 ARROYO GRANDE, CA ©1995-2008 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 5/5/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 & LIFE SAFETY Comm. Develop. / Building & Life Safety B&LS-001 Building Permit Applications where the Plan Check Fees were Not Paid 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 Comm. Develop. / Building & Life Safety B&LS-002 Building Permit Database Indefinite - Permanent Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; Building Permits are required for the Life of the Building ; GC §34090; H&S §19850 Comm. Develop. / Building & Life Safety B&LS-003 Building Permits (All) / Street Files P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD CBC §106.4.2, GC §34090, H&S §19850 Comm. Develop. / Building & Life Safety B&LS-004 Building Plans, Specifications and Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; CBC and UAC require plans be retained 180 days from completion date for residential and appurtenances; CBC 104.7 & 107; H&S§19850, GC §34090 Comm. Develop. / Building & Life Safety B&LS-005 Building Plans, Specifications and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI- FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS, PRODUCTION HOMES, NON-RESIDENTIAL (includes commercial structural plans, Hazardous Materials Questionnaire, etc.) P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial only; CBC 104.7 & 107.5; H&S§19850, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Building & Life Safety B&LS-005.1 Building Plans, Cancelled or Withdrawn Upon Cancellation or Withdrawal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC §34090 Comm. Develop. / Building & Life Safety B&LS-006 California Building Codes / Uniform Building Codes Minimum While Ordinance is in Force Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §50022.6 Comm. Develop. / Building & Life Safety B&LS-007 Construction Notices / Inspection Notices (correction notices, compliance orders, investigation forms, stop work notices, etc.) Until Cleared or Project Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm. Develop. / Building & Life Safety B&LS-008 Reports: Building Activity (Monthly / Annual) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. Comm. Develop. / Building & Life Safety B&LS-009 Requests & Permissions to Receive Copies of Plans / Architect's Approval 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. HOUSING Comm. Develop. / Housing HOU-038 Housing Programs: Grants (See Legislative & Information Services / City Clerk for Affordable Housing Recorded Documents) After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the agreement terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 24 CFR 92.508(a)(c) & 570.502(a), 29 CFR 884.214, 982.158, GC §34090; 2 CFR 200.334 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Housing HOU-038.5 Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §§34090, 66300. NEIGHBORHOOD SERVICES Comm. Develop. / Neighbor. Services NS-010 Neighborhood Services Case Files (Includes appeals and Code Enforcement Complaint Letters) Minimum 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Case is open until satisfactorily resolved (some cases are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; GC §34090 Comm. Develop. / Neighbor. Services NS-011 Neighborhood Services Database (Citizen Serve, Request Tracker) Indefinite - Minimum 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 PLANNING Comm. Develop. / Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Comm. Develop. / Planning PL-003 ARC - Architectural Review Committee - Agendas and Agenda Packets 2 years Yes (before meeting) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 Comm. Develop. / Planning PL-004 ARC - Architectural Review Committee - Audio Recordings 30 days, or After Minutes are Adopted, whichever is longer (Mag)Department preference; State law only requires for 30 days; GC §54953.5(b) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Planning PL-004 ARC - Architectural Review Committee - Video Recordings 10 years (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §34090.7 Comm. Develop. / Planning PL-005 ARC - Architectural Review Committee - Minutes & Bylaws P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop. / Planning PL-007 CDBG Subrecipient Grants & Agreements (Includes Community Services Grant Program) and Other Grant Programs Approved by the City Council. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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, & 570.502(a), OMB Circular A-133; GC §34090, GC §8546.7 Comm. Develop. / Planning PL-008.1 CEQA / Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6 GC §34090 Comm. Develop. / Planning PL-009 Downtown Parking Advisory Board - Agendas & Agenda Packets 2 years Yes (before meeting) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - copies (the Staff Reports are filed in the Entitlement Folder); GC §34090.7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Planning PL-010 Downtown Parking Advisory Board - Minutes & Bylaws P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop. / Planning PL-011 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Categorical Exemptions, Initial Studies, NOE / Notice of Exemption, etc.) Inside City boundaries P Mag, Mfr, OD, Ppr S / I Yes: 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 Comm. Develop. / Planning PL-012 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Categorical Exemptions, Initial Studies, NOE / Notice of Exemption, etc.) Outside City boundaries When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records; EIRs and Negative Declarations within the City Boundaries are with the project file Comm. Develop. / Planning PL-013 General Plan Working Papers When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Comm. Develop. / Planning PL-014 General Plan, Elements and Amendments P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm. Develop. / Planning PL-015 Home Occupation Permits P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm. Develop. / Planning PL-017 HRC - Historic Resources Committee - Minutes & Bylaws (Disbanded)P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Planning PL-018 Land Use Studies / Plans / Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm. Develop. / Planning PL-019 Master Plans, Specific Plans, Bikeway Plans, etc.P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm. Develop. / Planning PL-020 Planning Commission Agenda Packets & Agendas P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (the Staff Reports are filed in the Entitlement Folder); GC §34090 et seq. Comm. Develop. / Planning PL-021 Planning Commission Minutes & Bylaws P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Comm. Develop. / Planning PL-022 Planning Commission Recordings - Audio Recordings 2 years (Mag)Department preference; State law only requires for 30 days; GC §54953.5(b) Comm. Develop. / Planning PL-023 Planning Commission Recordings - Video Recordings 10 years (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §34090.7 Comm. Develop. / Planning PL-024 Planning Commission Resolutions P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Planning PL-025 Planning Project Files - Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps - whether withdrawn or expired or not) Examples: Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Sign Program, Site Plans, Tentative Subdivisions, Variances, Zone Changes, Architectural Review, Minor Exceptions, Plot Plan, Viewshed Review, Development Code Amendment, etc. P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Projects have a 2 year vesting (applicant must pull permit within 2 years), and can be extended -- those applications in which the applicant does not follow through, and can be extended, with permit may be destroyed after the vesting period has expired. Department maintains complete files for administrative purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Comm. Develop. / Planning PL-026 Planning Project Files - Pre- Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC§34090 Comm. Develop. / Planning PL-026.1 Planning Project Files - Cancelled or Withdrawn Upon Cancellation or Withdrawal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Planning PL-027 Planning Project Files - Temporary Entitlements / TUPs - Temporary Use Permits: Temporary Barricades with Artwork, Debris Boxes, Pumpkin Lots, Temporary Signs, Use of City Property, etc. 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Temporary uses; Department maintains complete files for administrative purposes; GC§§34090 Comm. Develop. / Planning PL-028 Preliminary Review File (No Final Application) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary Documents (no application submitted); GC §34090 Comm. Develop. / Planning PL-029 Project Log Index / Tracking Spreadsheet P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 City Manager / Comm. Develop. PL-030 Projects, Programs, Subject & Issues - Includes Economic Development (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) May include studies and real estate appraisals When No Longer Required - Minimum 5 years Yes: While Active Issues Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (real estate appraisals should be retained for 5 years - see City-wide schedule); GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-9 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Planning PL-031 Redevelopment Plans, Redevelopment Project Files (Historical) Environmental Documents CIP Projects, Real Property records - which can be sent to the current Office of Record for permanent retention) P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Comm. Develop. / Planning PL-031.1 Redevelopment Plans, Redevelopment Project Files (NOT Historically Significant) Excludes Environmental Documents CIP Projects, Real Property records - which can be sent to the current Office of Record for permanent retention) Completion + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Comm. Develop. / Planning PL-032 Redevelopment Project Relocation Files Settle + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Claims; CCP §§ 337 et seq.; GC §§ 945, 34090, 34090.6; PC §832.5 PL-033 Regional Organizational Studies & Programs where other Agencies are the Lead (e.g. Air Quality Studies, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records; GC §34090 et seq. Comm. Develop. / Planning PL-034 SAC - Staff Advisory Committee (all records) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Internal Employee Committee; GC §34090 Comm. Develop. / Planning PL-035 Special Studies / "Staff Projects"P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 18.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Housing, Neighborhood Services, Planning) Page CD-10 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Comm. Develop. / Planning PL-036 Zoning Amendments, Zoning Text Amendments P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 Comm. Develop. / Planning PL-037 Zoning Maps P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 RECYCLING Comm. Develop. / Recycling RCY-039 AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; SB 1383 compliance is required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 Comm. Develop. / Recycling RCY-040 Reports to Regulatory Agencies (CalRecycle, etc.)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Comm. Develop. / Recycling RCY-041 Tonnage Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 Legis. & Info. Services / City Clerk CC-001 Agenda Packets / Staff Reports: Not Imaged (prior to 1999) City Council, Redevelopment Agency, Public Financing Authority 10 years Yes: Until After Meeting Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (The minutes are the permanent record); GC §34090 et seq. Legis. & Info. Services / City Clerk CC-001.2 Applications for Boards, Commissions or Committees 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-001.3 Applications for Boards, Commissions or Committees (Successful)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-001.4 Applications for Boards, Commissions or Committees Resignations)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-002 Agenda Packets / Staff Reports: Imaged (1999 and after) City Council, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority P Yes: Until After Meeting Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (The minutes are the permanent record); GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-003 Agreements - ALL Non-Infrastructure (Approved by the City Council) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of NON-Infrastructure: Consulting, disposal, City Manager employment contracts, housing, leases, loans, mutual aid, professional services, services, etc. Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§336(a), 337 et. seq., GC §34090 Legis. & Info. Services / City Clerk CC-004 Agreements - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs (Approved by the City Council) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of Infrastructure: Architects, CalPERS, franchise agreements, development, Joint Powers, MOUs, settlement, water rights, etc. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid 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. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-005 Assessment / Maintenance / Landscape & Lighting / Street / Underground Utility Districts / Improvement District Projects - Formation Documents (e.g. parks, sidewalks, roads, sewer, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Engineer's Reports, Diagrams and Drawings are maintained by Engineering; GC §34090 Legis. & Info. Services / City Clerk CC-006 Department Files that are NOT mentioned in this Schedule 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The lead department retains in their systems according to their retention period; GC §34090 Legis. & Info. Services / City Clerk CC-007 City Clerk Storage Files (Prior City Council Files Index) Historical P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Legis. & Info. Services / City Clerk CC-008 City Newsletters: Distributed to Citizens (Stagecoach Express, etc.) Arroyo Grande Gazette, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-008.1 Claim Runs (CJPIA Liability Claims)”5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 Legis. & Info. Services / City Clerk CC-008.2 Claims (Liability Claims)Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5 Legis. & Info. Services / City Clerk CC-008.3 Accident Reports (Damage involving City Vehicles or Property)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-009 Committee Rosters / Maddy Act Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED POSITIONS & CONSULTANTS (specified in the City's Conflict of Interest code. Includes Oversight Board) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC City maintains original statements; GC §81009(f)&(g) Legis. & Info. Services / City Clerk CC-011 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS (Elected. Includes City Council Members, Successor Agency Members, Planning Commission Members, City Manager, City Treasurer & City Attorney - "87200 filers") 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; as of January 1, 2025, the FPPC is the Filing Officer for 87200 filers; City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) Legis. & Info. Services / City Clerk CC-011.1 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years Mag, S / I Yes: After QC Statements filed electronically though a FPPC approved system are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 Legis. & Info. Services / City Clerk CC-011.2 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): THOSE NOT REQUIRED TO FILE WITH THE CITY CLERK (when serving on another board, etc.) AND UNSUCCESSFUL CANDIDATES 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; City maintains copies only; original statements are filed with the other agency; GC §81009(f)&(g) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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-011.4 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC §81009(e) City Clerk CC-011.6 FPPC Form 802 (Tickets Provided by Agency Report)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website for 4 years; GC §81009(e) City Clerk CC-011.8 FPPC Form 803 (Behested Payment Report)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009e City Clerk CC-011.9 FPPC Form 804 (Agency Report of New Positions)P Mag, Mfr, OD, Ppr S / I Yes: After QC FPPC Regulation 18734(c); GC §81009e City Clerk CC-011.10 FPPC Form 805 (Agency Report of Consultants)P Mag, Mfr, OD, Ppr S / I Yes: After QC FPPC Regulation 18734(c); GC §81009e City Clerk CC-011.11 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) ELECTIONS - CONSOLIDATED Legis. & Info. Services / City Clerk CC-012 Campaign Disclosure Statements (FPPC 400 Series Forms : SUCCESSFUL CANDIDATES (Elected Officials) includes FPPC 501 Forms and All Campaign Disclosure Forms, whether filed electronically or not P Mag, Mfr, OD, Ppr S Yes: After QC For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; For Electronic Filings, Paper must be retained for at least 2 years; CCP§583.320(a)(3); GC §81009(b)&(g); GC §84615 Legis. & Info. Services / City Clerk CC-013 Campaign Disclosure Statements (FPPC 400 Series Forms : UNSUCCESSFUL CANDIDATES Includes FPPC 501 Forms and Unsuccessful Candidates Without Committees that Don't File Electronically 5 years Mag, Mfr, OD, Ppr S Yes: After QC 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 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-013 Campaign Disclosure Statements (FPPC 400 Series Forms : UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED Includes FPPC 501 Forms Filed Electronically 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 Legis. & Info. Services / City Clerk CC-014 Campaign Disclosure Statements (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009(b)&(g) Legis. & Info. Services / City Clerk CC-015 Campaign Disclosure Statements (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled - Ballot Measure committees, General Purpose Committees, etc.) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Paper must be retained for at least 2 years; GC §81009©&(g) Legis. & Info. Services / City Clerk CC-016 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, All Applications for vacancies on the Council, Precinct Maps, County Election Services, City Measures, etc.) 2 years Mag, Ppr GC §34090 Legis. & Info. Services / City Clerk CC-017 Elections - HISTORICAL (Certificate of Election, Copies of resolutions, final results) P Mag, Mfr, OD, Ppr S No Retained for Historical Value, GC §34090 Legis. & Info. Services / City Clerk CC-018.1 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT - IF Examined by Proponents Final Examination + 1 year after petition examination Ppr Not accessible to the public;1 year after examination if the proponents choose to examine the petitions, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-018.2 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT - NOT Examined by Proponents Determination of Insufficiency + 8 months Ppr Not accessible to the public; The 8 month retention applies after the City Clerk makes the determination of insufficiency / examines the petitions. unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 Legis. & Info. Services / City Clerk CC-018.3 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months 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 Legis. & Info. Services / City Clerk CC-019 Nomination Papers, Candidate Statements, Ballot Designation Worksheets, Code of Fair Campaign Practices, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Ppr CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 Legis. & Info. Services / City Clerk CC-020 Nomination Papers, Candidate Statements, Ballot Designation Worksheets, Code of Fair Campaign Practices, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Ppr Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 Legis. & Info. Services / City Clerk CC-020.1 Redistricting Web Page / Council District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) 10 years Mag, Ppr EC §21160(i); GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) Legis. & Info. Services / City Clerk CC-023 Assessment District Ballots and/or protest letters - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2), 53755(d) (End of Elections Section) Legis. & Info. Services / City Clerk CC-034 Historical Records (e.g. Articles of Incorporation, City Seal, Awards of significant historical interest, Scrapbooks, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Clerk determines historical significance; records can address a variety of subjects and media; GC §34090 Legis. & Info. Services / City Clerk CC-035 Housing Unit Programs / Affordable Housing: (First Time Home Buyers, Life/Safety, etc.) Loans, Deed Restrictions for Resale that Runs with the Land, Deeds of Trust, Subordination, Homeowners Insurance, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)(c)(2); 29 CFR 97.42, GC §34090 Legis. & Info. Services / City Clerk CC-036 Insurance Policy / Liability (CJPIA)11 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Legis. & Info. Services / City Clerk CC-037 Insurance Certificates (for Contracts, Vendors, and City-issued Certificates etc.) That cannot be matched to an agreement or contract 11 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Longest Statute of Limitations is 10 years; CCP §337 et seq.; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-9 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-038 Minutes (City Council, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority) P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-039 Municipal Code Administration, Correspondence, Distribution, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090 Legis. & Info. Services / City Clerk CC-040 Municipal Code and History File (always retain 1 copy of each supplement)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-041 Oaths of Office: Elected and appointed officials 50 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §34090; PC §§801.5, 803(c) Legis. & Info. Services / City Clerk CC-042 Ordinances (City Council, Redevelopment Agency, Successor Agency, Public Financing Authority) P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-043 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions Minimum 1 year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Law requires 1 year for petitions; GC §50115 Legis. & Info. Services / City Clerk CC-044 Proclamations / Commendations / Certificates / Recognitions (includes requests) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-10 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-045 Proof of Publication 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-046 Recorded Documents, Real Property Records: Deeds, Abandonments, Deed Restrictions, Easements, Offers of Dedication, Rights of Way, Vacations, etc. P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-047 Recordings of City Council Meetings - Video Recordings / DVD-R or VCR (ALL)10 years (Mag) Department preference; Video recording of meetings are only required for 90 days; GC §§34090.7, 60201 Legis. & Info. Services / City Clerk CC-048 Recordings of City Council Meetings - Audio Recordings / Tapes or CDs - 2 years (Mag)Department preference; State law only requires for 30 days; GC §54953.5(b) Legis. & Info. Services / City Clerk CC-049 Records Destruction Lists / Certificates of Records Destruction 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-050 Records Retention Schedules / Authorizations and Amendments to Records Retention Schedules P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-052 Request for Public Records / Subpoenas 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-11 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / City Clerk CC-053 Resolutions (City Council, Redevelopment Agency, Public Financing Authority)P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq. Legis. & Info. Services / City Clerk CC-053.2 Rosters of Elected City Officials P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Retained for Historical Value, GC §34090 Legis. & Info. Services / City Clerk CC-053.3 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-053.4 Taxicabs - Insurance, Rate Schedules, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Legis. & Info. Services / City Clerk CC-054 Vehicle Titles ("Pink Slips")Sale or Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Given to Auction House / New Owner; GC §34090 REDEVELOPMENT AGENCY Agendas, Agenda Packets, Minutes - See City Council (Joint meetings) ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-12 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / Redevelop. Agency RDA-003 Agreements RDA - ALL Non-Infrastructure (Approved by the RDA) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of NON-Infrastructure: Consulting, leases, loans, professional services, etc. Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§336(a), 337 et. seq., GC §34090 Legis. & Info. Services / Redevelop. Agency RDA-004 Agreements RDA - If Imaged, Infrastructure, DDAs, OPAs, MOUs, MOAs (Approved by the RDA) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) Examples of Infrastructure: Architects, improvement agreements, development, Joint Powers, MOUs, redevelopment, settlement, etc. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid 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. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703 Legis. & Info. Services / Redevelop. Agency RDA-005 Formation Documents P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 17.0 RECORDS RETENTION SCHEDULE: LEGISLATIVE & INFORMATION SERVICES (City Clerk) Page LS-13 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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). Legis. & Info. Services / Redevelop. Agency RDA-006 Redevelopment Plans / Redevelopment 5- year Plan / RDA Project Files P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq. Legis. & Info. Services / Redevelop. Agency RDA-007 Resolutions (Redevelopment Agency / Successor Agency / Oversight Board)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/30/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). POLICE ADMINISTRATION Police / Admin.PD-001 Background Files - Successful Applicants Separation + 4 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq.; 2 CCR 11013(c); GC §§12946, 12960, 34090; 29 USC 1113 Police / Admin.PD-002 Background Files - Unsuccessful Applicants 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14 et seq.; 2 CCR 11013(c); GC §§12946, 12960, 34090 Police / Admin.PD-003 Billing for Damage to City Property (DUI, etc.) / Accounts Receivable / Booking Fees Minimum 5 years Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Police / Admin.PD-003.4 DMV Pull Notices When Superseded or Upon Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Police / Admin.PD-012.1 DR Reports / Crime Reports Sealed Juvenile and Ward Cases - Childhood Sexual Assault - After January 1, 2024 P Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 Police / Admin.PD-012.2 DR Reports / Crime Reports Sealed Juvenile and Ward Cases - Childhood Sexual Assault - Before January 1, 2024 Age of Majority + 22 years Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to accommodate statute of limitations for victims; CCP §§340.1, GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-004 Internal Affairs Investigations / Complaints: WITHOUT Sustained Finding of Misconduct as defined in PC §832.7 Final Disposition + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Lexipol Policy; State requires for at least 5 years for civilian complaints; other State & Federal laws require retention until final disposition of formal complaint; State requires 4 2 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946, 12960, 34090, PC §832.5, VC §2547 Police / Admin.PD-004 Internal Affairs Investigations / Complaints: WITH Sustained Finding of Misconduct as defined in PC §832.7 Final Disposition + 15 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EVC §1045, GC §§12946, 12960, 34090, PC §832.7, VC §2547 Police / Admin.PD-005 LiveScan Applications / Fingerprint Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC§ 34090 et seq. Police / Admin.PD-006 LiveScan Responses or Logs (CORI Responses) for Hired Employees 50 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (DOJ allows retention for legitimate business needs); must be maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; GC§ 34090 et seq. Human Resources & Police / Admin. PD-007 Personnel Files - Employees Separation + 5 years Yes: Until Separation Mag, Mfr, OD, Ppr S / 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)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 Police / Admin.PD-008 Policies & Procedures / Operation Directives / General Orders (Department Policies and Procedures) Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All employment actions must be retained for 4 years ;GC §§12946, 12960, 34090 Police / Admin.PD-054 Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin,PD-031 Private House Alarm Systems Permit 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets municipal government auditing standards; GC §34090 Police / Admin.PD-009 Recruitment and Testing File - Police Personnel Only (Includes Advertisements, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), GC §§12946, 12960, 34090 Police / Admin.PD-011.4 Report to the State Commission on Peace Officer Standards and Training (POST Commission) of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Admin.PD-010 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin.PD-011 Reports and Studies regarding Police operations (not historical - manpower, consolidation, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin.PD-012 SEALED RECORDS: Sealed Juvenile and Ward Cases - Except those with Childhood Sexual Assault Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms Sealing Date + 5 years (or Court Order) Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations runs up to age 22, or within five years of date of discovery of injury / illness occurring after age of majority, whichever is later.; sealed records for juveniles and wards of the Court must be destroyed 5 years after sealing date; CCP §§340.1, GC §34090; W&I §§389(a), 781(d) Police / Admin.PD-013 Temporary Holding Facility Logs / Includes Juveniles 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Admin.PD-014 Use of Force Supervisory Reviews - NO Employment Actions, Not as a result of a complaint from a member of the Public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 34090, PC §§801.5, 803(c), 832.5, VC §2547 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Admin.PD-014.5 Video Recordings - Ongoing Operations of the City or Building Security)1 year Mag Records regular and ongoing operations; GC §34090.6 et seq, Police / Admin.PD-014.6 Video Recordings - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, INVESTIGATION Police / Investigat.PD-014.5 Automated License Plate Reader Data / ALPR Recordings When No Longer Required Mag Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police / Investigat.PD-015 Business Permits (Regulatory) - / DRIVERS: Taxi Driver, etc. Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Investigat.PD-016 Business Permits Background Files (Regulatory) - BUSINESS OWNER: Mobile Vendors, Taxi, etc. Termination of Business + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Investigat.PD-017 Carry Concealed Weapon Permits (CCW) - Approved Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police / Investigat.PD-018 Carry Concealed Weapon Permits (CCW) - Denied 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police / Investigat.PD-019 Carry Concealed Weapon Permits (CCW) - Retired Employees Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police / Investigat.PD-019.2 Criminal Intelligence Files Confidential informant information & activities Last Entry + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-021 Detectives Investigation Files and Arrest Files (Official Reports) Transferred into Record's Crime Report Files Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transfer all Official Reports to Records to be placed in the Crime Report Files. Police / Investigat. PD-021.5 Drone (Unmanned Aerial Vehicle) Recordings When No Longer Required Mag Recordings that become evidence are stored with evidence; Does not record regular and ongoing operations; GC §34090.6 et seq; Police / Investigat.PD-022 Guns: Dealers Record of Sale (DROS)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Investigat.PD-023 Informant Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Informant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090 PATROL Police / Patrol PD-024 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Patrol PD-026 PAS / POS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Patrol PD-027 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Public Works / Engineerin g PD-028 Traffic Control: Radar Trailer Surveys, etc. Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 PROPERTY AND EVIDENCE Police / Property & Evidence PD-029 Officer Recordings: Mobile Audio/Video Recordings that are not evidence ("hip recorders", dashcams, etc.) 1 year Mag Department preference; Recordings that become evidence are stored with evidence; consistent with Lexipol requirements; GC §34090.6(a) ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Property & Evidence PD-029.4 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P Mag,PC§ 832.18(b)(5)(E); GC §34090.6 et seq. Police / Property & Evidence PD-029.5 Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows retention for Evidence, Minimum 2 years Mag,PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. Police / Property & Evidence PD-029.6 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days Mag,PC§ 832.18(b)(5)(A); GC §34090.6 et seq. RECORDS Police / Records PD-030 Activity Reports / Transmittal Forms / TRAK Flyers (Cadet's Daily Activity Report, etc.)180 days Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Police / Records PD-033 Citations (Parking, Traffic, Marijuana / Cannabis). Includes requests for dismissals, cancellations, and appeals. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Records PD-034 CRIME REPORTS: Lost Property: Firearms entered into CLETS (if not Permanent Retention) Until Found or Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference to facilitate Three Strikes law and ease of document imaging administration; PC§ 11108.2(b); GC §34090 Police / Records PD-035 CRIME REPORTS: ALL Imaged Reports, or Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Suicide, and those specifically mentioned in the schedule P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 11169 et seq.; 11170(a); WIC 707(b) ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-036 CRIME REPORTS: ALL, Except Imaged Reports, or Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Suicide, and those specifically mentioned in the schedule 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Domestic Violence incident reports are required or a minimum of 5 years; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq, FC 6228(d) Police / Records PD-037 CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive No Further Report on Suspected Abuser + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police / Records PD-038 CRIME REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Conviction or Arrest (If No Conviction) + 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD ("Shall" Destroy); GC §§68152(c)(8), 34090; H&S §11361.5 Police / Records PD-039 CRIME REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357 - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or Juvenile 18 years old Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD If no subsequent conviction ("Shall" Destroy); H&S §11361.5 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-040 CRIME REPORTS: Missing Persons P (If Returned, Follows the Retention for the Crime Report) Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police / Records PD-041 CRIME REPORTS: Capital Crimes / Serious Felonies / Major Crimes / Sex Crimes - Capital Crimes (Crimes Subject to the Death Penalty), Sex Crimes (PC §288, 290) P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; No limitations on commencement of action; Courts keep permanently PC §§ 187, 261, 286, 288, 288a, 288.5, 289, 289.5, 290, and 799 Police / Records PD-042 CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of Arrest + 3 years Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police / Records PD-043 CRIME REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(d) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is 18 Years Old Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police / Records PD-043.1 CRIME REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes) Court Order + 1 year Yes: Before Disposition Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police / Records PD-044 Field Investigation Cards (FIs)After Entry into RMS Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary documents; GC §34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-046 Hearings / Hearing Officer Determinations (Parking, Tows, etc.)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-047 Incident Investigations (Injuries to the Public at City Facilities 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-049 Monthly Reports (State and Federal)1 year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; preliminary drafts / transitory records which can be destroyed when no longer required; GC §34090 et seq. Police / Records PD-050 OFFICER REPORTS: Non-Criminal / Outside Assist Abandoned Vehicle Reports, Information Reports, Impounded / Towed Vehicles, Suspicious Circumstances, etc. 2 years Yes: Before Disposition Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police / Dispatch PD-051 Order after Hearing (Restraining Order, Emergency Protective Orders (EPO), Temporary Restraining Order (TRO)) Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Records PD-052 Patrol Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Police / Records PD-055 Public Safety & Welfare Permits (One-time events, etc.)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-057 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Pursuant to PC §457.1 et seq.; required to register for life; If released from DOJJ CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090 Police / Records PD-058 Arson Registrations: Juveniles released from Division of Juvenile Justice California Youth Authority Age 25 or Sealing Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Pursuant to PC §457.1 et seq.; If released from DOJJ CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090 ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). Police / Records PD-060 Registrants: Sex Offender Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq. Police / Records PD-061 Registrants: Sex Offender Registrations: Juveniles P or Sealing Date + 5 years (or Court Order), or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; W&I §781(d); Police / Records PD-062 RMS Database Indefinite - Follows Retention of the Crime Report Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Police / Records PD-063 Stolen Firearms / Guns with Serial Numbers P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (DOJ / CLETS requirements); GC §34090 Police / Records PD-063.1 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090 Police / Records PD-064 Subpoenas (all)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Records PD-065 Traffic Collisions / Accident Reports - Imaged P Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference (Fatal collisions are retained by CHP for 5 years); GC §34090 Police / Records PD-067 Vacation Checks / Patrol Requests When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Draft (entered in RMS / CAD system; GC §34090 et seq. ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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, and/or investigations suspend normal retention periods (retention resumes after settlement). TRAINING Police / Training PD-068 Personnel Training File - Officer Training - BY EMPLOYEE (Includes POST printouts) Includes Retiree Fire Arson Qualifications Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (is placed into the Employee File); OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Lead Dept.PD-069 Training - Department Training Records - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Rosters are sent to POST; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) ARROYO GRANDE, CA. ©2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/7/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PUBLIC WORKS ADMINISTRATION Public Works / Admin. PW-001 Claims - Damage to City Property (damaged stop signs, signals) Minimum 5 years Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets municipal government auditing standards); GC §34090 Public Works / Admin. PW-002 Historical Events (Photos of Major Storms, etc.)P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Public Works / Admin. PW-003 Regulatory Agency Correspondence (APCD, RWQCB, NRCS, etc.) When No Longer Required - Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 CAPITAL PROJECTS Public Works / Capital Projects PW-004 Bid - Rejected Bids / Proposals 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works / Capital Projects PW-005 Bid Summaries 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (preliminary drafts); GC §34090 Public Works / Capital Projects PW-007 Cal Trans Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Capital Projects PW-008 Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Daily Inspection Report, Project Schedules, Progress meetings, Real Estate Appraisals, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§336(a), 337 et. seq., GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Capital Projects PW-009 Capital Improvement Projects (CIP): Permanent File Contract, Plans, Specifications, Bids/RFPs, Successful Bid / Proposal, Change Orders, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, O&M Manuals, Photos, Soils Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; GC §34090 Public Works / Capital Projects PW-010 Disadvantaged Business Enterprise (DBE) Files 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Grant requirements (see City- wide Schedules); GC §34090 Public Works / Capital Projects PW-011 Geotechnical and Soils Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Capital Projects PW-012 Pavement Management Plans Superseded + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Capital Projects PW-013 Surveys / Record of Survey / Survey Books / Field Notebooks P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). ENGINEERING Public Works / Engineering & City Clerk ENG-001 Abandonments / Vacations (Streets)P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq. Public Works / Engineering ENG-002 Aerial Maps / Photographs - Analog or Digital When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering & City Clerk ENG-003 Assessment / Maintenance / Landscape & Lighting / Street Improvement District Projects / Community Facilities Districts (FORMATION, BOUNDARIES) P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7 Public Works / Engineering OR Admin. Services / Accounting ENG-006 Bonds: Subdivision Bonds / Irrevocable Letters of Credit Release of Bond / Security + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Securities (Performance Bonds, Letters of Credit, CD's, etc.) are released after the Notice of Completion is issued and replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC §34090 Public Works / Engineering ENG-010 Certificate of Compliance - Final Recordation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-011 Certificate of Correction P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-014 Design & Construction / Engineering Standards P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering OR Public Works / Capital Projects ENG-015 Drainage - Infrastructure Drawings and Records P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-016 Encroachment Permits: Permanent or Imaged Includes Utility Cuts Expiration + 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; the warrantee period for work done underground is usually 5 years, some Statute of Limitations may be up to 10 years; CCP §337 et seq., GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering ENG-017 Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed) Minimum 10 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-018 Engineering Studies / Surveys (City Built Projects, Water Studies, etc.)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-019.2 GIS Database / Data / Layers (both City- wide and Specialized)Superseded Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Public Works / Engineering ENG-021 Grading Permits & Plans P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering ENG-024 Index to Tracts / Subdivisions and other Records P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 et seq. Public Works / Engineering OR Planning OR Building ENG-025 Land Development Projects: Engineering Comments: Planning & Building Projects / Plan Check Comments (Provided to Planning or Building) Includes Entitlements (CUPs, Variances, etc.) Upon Final Approval Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Planning or Building retains originals; GC §34090.7 Public Works / Engineering ENG-025.1 Subdivision Improvement Agreements P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering OR Planning ENG-026 Lot Line Adjustments / LLAs - Final Recordation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering OR Planning ENG-027 Maps, Plans and Drawings (Final Maps, Parcel Maps, Record of Survey, Right of Way, Tract Maps, "As-Builts", Record Drawings, etc.) P Yes (all)Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 Public Works / Engineering or Building ENG-033 Subdivision Project File 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (preliminary drafts or copies); GC §34090 et seq. Public Works / Engineering ENG-034 Subdivisions: Grading and Soils Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Soils Reports may not always be forwarded to Planning); GC §34090 Public Works / Engineering OR Public Works / Capital Projects ENG-035 Surveys / Record of Survey / Survey Books / Field Notebooks P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ENGINEERING - TRAFFIC & TRANSPORTATION Public Works / Engineering - Traffic & Transport. ENG-041 Speed Surveys 10 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering - Traffic & Transport. ENG-042 Studies - Transportation (Not Related to Development Entitlements)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering - Traffic & Transport. ENG-044 Traffic Commission MINUTES & BYLAWS P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Engineering - Traffic & Transport OR Planning. ENG-045 Traffic Counts When Superseded - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 FACILITIES Public Works / / Facilities PW-014 Backflow Device Reports / Testing - City Facilities - Fire Suppression Systems in City Buildings 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets SWRCB, DDW requirements; 17 CCR 7605(f); GC §34090 Division Providing Service / Work PW-017 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 FLEET Public Works / Fleet PW-019 APCD Permits (Generators, etc.)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works / Fleet PW-020 Gas Logs (Fill ups for City Vehicles)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works / Fleet PW-021 Generator Operation Logs 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions, GC §34090 Public Works / Fleet PW-022 Operations & Maintenance Manuals / O & M Manuals When Superseded - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Fleet PW-024 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Lead Dept.PW-025 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, DDW, OSHA, RWQCB, etc.) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Public Works / Fleet PW-026 Underground Storage Tanks (City Owned) – UST Monitoring and Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for Cathodic protection maintenance, 5 years for calibration & maintenance of release detection systems; 23 CCR 2712(b); H&S §25284.4(i) Public Works / Fleet PW-027 Underground Storage Tanks (USTs)Life of the Tank Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (required for the life of the tank); 23 CCR 2712(b), H&S §25284.4(i); GC §34090 et. seq. Public Works / Fleet PW-028 Used Oil Disposal 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR 66266.130(c)(5), H&S §25250.18(b)(3), 25250.19(a)(2)(B) et seq. Public Works / Fleet PW-029 Vehicle & Equipment History Files Disposal of Vehicle or Equipment + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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., 13 CCR 1234(f); GC §34090 Public Works / Fleet PW-030 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks / CHP Inspections / Pre-Trip Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC §34090 Division Providing Service / Work PW-033 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). PARKS Public Works / Parks PW-034 Adopt-A-Tree P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Parks PW-037 Park History (Photos)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Parks PW-038 Park Plans P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Parks PW-039 Pesticide Use Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR 110.3(d) Public Works / Parks PW-041 Playground Inspections 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Parks PW-042 Tree History / Tree Inventory / City Owned Trees Maintenance Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Parks PW-043 Tree Removal Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 STREETS Public Works / Streets PW-044 Claim Photos (Trip & Falls, Floods, etc.) Retain Historical Photos Permanently 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Streets PW-045 Drainage - Infrastructure Drawings and Records P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Streets PW-046 Fish & Game Permits (Creek Cleaning)5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Streets PW-047 NPDES Monitoring Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41, 122.44 Public Works / Streets PW-048 NPDES Permits - Stormwater Superseded + 3 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 122.44; CCP §337 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-9 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Streets PW-049 Pesticide Use Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, Lead Dept.PW-050 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Public Works / Streets PW-051 Signal Timing When Superseded - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (City contracts for operation / maintenance); GC §34090 Public Works / Streets PW-052 Storm Drain Maintenance 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41 Public Works / Streets PW-053 Storm Drains - Infrastructure Drawings and Records P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Streets PW-054 Stormwater Program: Unauthorized Discharges / Violations / Spills Resolution + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; NPDES records are required for 3 years; 40 CFR 122.41(j)(2) Public Works / Streets PW-055 Street Lighting (Contracted)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works / Streets PW-056 Street Sweeping Monitoring Reports, etc.3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41 UTILITIES (WATER & SEWER) Public Works / Utilities PW-057 Backflow Device Installation Histories P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Utilities PW-058 Backflow: Cross-Connection Backflow Device Inspections, Maintenance, Certifications 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; exceeds SWRCB Cross-Connection Control Policy Handbook Section 3.5.1 requires records be retained for the previous three calendar years; GC §34090 Public Works / Utilities PW-059 Cathodic Protection (Pipes, Tanks, Reservoirs)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-10 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Utilities PW-060 Chains of Custody - Monthly (Water testing instructions) 12 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Lead and Copper are required for 12 years or 2 compliance cycles (some compliance cycles are nine years); 22 CCR 64400.25; 22 CCR §64470, 22 CCR 64690.80; 40 CFR 141.33(a); 40 CFR 141.91 Lead Dept.PW-061 Confined Space Entries & Logs (Permitted entries into confined spaces such as sewers and storm drains in order to comply with regulations) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works / Utilities PW-062 Customer Concerns / Customer Complaints: Odor / Taste / Visual Complaints regarding Drinking Water Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 5 years is required in State and Federal law for any complaints; 40 CFR 122.41(j)(2) & 40 CFR 141.33(b); 22 CCR 64470 Public Works / Utilities PW-063 Daily Water Production P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works / Utilities PW-064 Fire Hydrant Inspections / Flushing 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Public Works / Utilities PW-065 FOG Program (Fat, Oil & Grease)3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; NPDES Monitoring records required for 3 years; POTW reports are required for 3 years; 40 CFR 403.12; GC §34090 Public Works / Utilities PW-066 Groundwater Plans & Studies P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Utilities PW-067 Hazardous Waste Permits & Reports, Hazardous Waste Manifests P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (City has "cradle to grave" liability); only 3 years is mandated; 22 CCR 66262.40; ; 8 CCR 14300.33, 8 CCR §3203(b)(1), LC §6429c GC §34090 Public Works / Utilities PW-068 Meter Database Indefinite - Life of Meter Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Public Works / Utilities PW-069 Meter History Cards P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-11 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Utilities PW-070 Meter Installations / Changes When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary Drafts (the Meter History Cards) ; GC §34090 Public Works / Utilities PW-071 Operations & Maintenance Manuals / O & M Manuals When Superseded - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Utilities PW-071.5 Public Notices - Potable Water (Tier 1, 2, or 3)3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR §64470; GC §34090 Lead Dept.PW-072 Regulatory Agency Reports / Compliance Reports: Monthly and Quarterly Reports, including backup data (EPA, OSHA, RWQCB, etc.) Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Hazmat discharge records are required for 3-5 years; 40 CFR 122.41(j)(2) Public Works / Utilities PW-072.3 Reservoirs: Dive Videos 10 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference (covers 2 mandated cycles); GC §34090 Public Works / Utilities PW-072.4 Reservoirs: Flushing, Disinfection and Cleaning Minimum 3 years Mag, Mfr, OD, Ppr S Yes - After QC & OD Flushing, Disinfection, Inspection and Cleaning is required for 3 years; 22 CCR §64604(c); GC §34090 Public Works / Utilities PW-072.5 Reservoirs: Inspection Reports, Maintenance Records P Mag, Mfr, OD, Ppr S Yes - After QC & OD Department preference; GC §34090 Public Works / Utilities PW-072.6 Sanitary Spills and Overflows (SSOs)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; SWRCB Order 2002-0103-DWQ & 2006-03; 40 CFR 122.41(j)(2); GC §34090 Public Works / Utilities PW-073 SCADA Database (Supervisory Control and Data Acquisition) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7 Public Works / Utilities PW-074 Sewer Pump Stations / Infrastructure P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-12 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Utilities PW-075 Sewer System Management Plans (SSMP) and Audits, Sanitary Sewer Overflows (SSOs) / Illicit Discharges / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan Superseded + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SSMPs are required to be updated every 6 5 years; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB General Order 2006-03; & 2022-0103- DWQ; GC §34090 Public Works / Utilities PW-076 Sewer Videos P Mag Department Preference; GC §34090 Public Works / Utilities PW-077 Underground Service Alerts (USA's) / Dig Alerts -- City 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Public Works / Utilities PW-078 Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan When Superseded - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Confidential; 42 USC 300i-2(c); GC §34090 Public Works / Utilities PW-079 Water Booster Stations / Infrastructure P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Public Works / Utilities PW-080 Water Conservation / Toilet Retrofit Database Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; meets municipal government auditing standards; GC §34090 Public Works / Utilities PW-081 Water Conservation Management / Water Conservation Programs (other than toilet retrofit) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Public Works / Utilities PW-082 Water Conservation Program - Toilet Retrofit Program Includes Water Conservation Certificate, Requests, Approvals, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (the Database will serve as the City's long term tracking for change in ownerships); meets municipal government auditing standards; GC §34090 Public Works / Utilities PW-083 Water Management Database (Meter locations, histories, etc. - Now Excel) Indefinite - Life of Meter Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Capital Projects, Engineering, Facilities, Fleet, Parks, Streets Landscaping, Utilities) Page PW-13 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Public Works / Utilities PW-084 Water Master Plans P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Utilities PW-085 Water Pressure Charts 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Public Works / Utilities PW-086 Water Production Reports (to State DPH)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets California Department of Health requirements (3 years); GC §34090 Public Works / Utilities PW-087 Water Quality Reports / Consumer Confidence Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Required for 12 years or 2 compliance cycles; 22 CCR §§ 64400.25; 64470, 64483(g), 40 CFR 141.33(a); 40 CFR 141.91 Public Works / Utilities PW-088 Water Rate Studies Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works / Utilities PW-089 Water Requests (Outside the City) / Water "Will Serve" Letters P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Utilities PW-090 Water Usage Reports P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Public Works / Utilities PW-091 Wells, Tanks, Reservoirs P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Division Providing Service / Work PW-094 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 Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). RECREATION ADMINISTRATION Recreation / Admin.REC-001 Community Garden: Applications, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation / Admin.REC-004 Parks & Recreation Commission MINUTES, BYLAWS & RESOLUTIONS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 RECREATION / CHILDCARE / FACILITY RESERVATIONS Recreation / Childcare REC-019 Accident Reports / First Aid for Public (bandages, scratches, etc.)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation / Childcare REC-020 Activity Guides (Recreation Classes / Programs)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Recreation / Childcare REC-021 Agreements for Contractors: Class Instructors, Sports Leagues, etc. e.g., Dance Instructors, Soccer Leagues, Science Camps, Volleyball, Edison Christmas Party, etc. Completion + 5 years Yes: Until Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The statute of limitation for errors and omissions is not applicable; CCP §§336(a), 337 et. seq., GC §34090 Recreation / Childcare / Facility Reserv. REC-022 Cash Receipts Detail / Backup / Refunds Includes Cash Donations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Summaries are sent to Finance; GC §34090 Recreation / Childcare REC-023 Employee Files for Day Care Employee Forms for State Licensing Separation + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets State Licensing requirements; GC §34090 Recreation / Childcare REC-024 Evaluations/Surveys (Program Evaluations) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (Preliminary Drafts / Transitory records not retained in the ordinary course of business); GC §34090 Recreation / Childcare / Facility Reserv. REC-025 Facility Use and Equipment Applications, Rental Agreements, Park Use Permits, BBQ Use Permits, Alcoholic Beverage Applications 2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 Ver. 11.0 RECORDS RETENTION SCHEDULE: RECREATION SERVICES (Recreation / Childcare / Facility Reservations) Page REC-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the 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 requests, and/or investigations suspend normal retention periods (retention resumes after settlement). Recreation / Childcare REC-026 Flyers for Programs Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation / Childcare REC-028 Participant Files: Registration / Receipts / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Field Trips Pre-school, After School Child Care ONLY (Children in Motion) End of Participation + 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets State Licensing requirements; May have grant funding; GC §34090; Education Code 8482.3(g)(1)(F) and (2); 22 CCR 101221 Recreation / Childcare REC-029 Program Manager / Event Manager Final Records with Substantive Content; Programs / Events / Special Events (Talent Shows, Halloween, City Volunteer Banquets, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation / Childcare / Facility Reserv. REC-030 Recreation Database (CivicRec) Indefinite - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; data is interrelated; GC §34090 Recreation / Childcare REC-031 Registration Forms and Liability Waivers: Recreation Classes / Sports Programs - Registration / Fee & Charge / Liability Forms / Release of Liability Forms / Permissions / Sign-in Sheets, etc.: Includes Camps, Authorization to give Medicine, Liability Waivers, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation / Childcare REC-032 Scholarship Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Recreation / Childcare REC-033 State License for Day Care 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets State Licensing requirements; May have grant funding; GC §34090; Education Code 8482.3(g)(1)(F) and (2); 22 CCR 101221 Recreation / Childcare REC-033 Tourism Business Improvement District (TBID) - Agenda Packets P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 ARROYO GRANDE, CA. ©1995-2008 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 5/2/2025 OFFICIAL CERTIFICATION I, JESSICA MATSON, City Clerk of the City of Arroyo Grande, County of San Luis Obispo, State of California, do hereby certify under penalty of perjury, that the attached Resolution No. 2025-023 was passed and adopted at a regular meeting of the City Council of the City of Arroyo Grande on the 13th day of May, 2025. WITNESS my hand and the Seal of the City of Arroyo Grande affixed this 20th day of May, 2025. JESSICA MATSON, CITY CLERK