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RES 23-7353 (RECORDS RETENTION SCHEDULE)
Page 1 of 2 RES NO. 23-7353 CITY OF HERMOSA BEACH RESOLUTION NO. 23-7353 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Hermosa Beach; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the City of Hermosa Beach previously adopted Resolution No. 10- 6699, approving Records Retention Schedules; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. Resolution No. 10-6699 is hereby repealed. SECTION 2. The records of the City of Hermosa Beach, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Hermosa Beach. SECTION 3. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager. DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Page 2 of 2 RES NO. 23-7353 SECTION 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. SECTION 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. SECTION 6. This resolution shall become effective immediately upon its passage and adoption. PASSED, APPROVED and ADOPTED on this 27th day of February, 2023. Mayor Raymond A. Jackson PRESIDENT of the City Council and MAYOR of the City of Hermosa Beach, CA ATTEST: APPROVED AS TO FORM: ________________________________ ________________________________ Myra Maravilla, Patrick Donegan, City Clerk City Attorney DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 HOW TO USE RETENTION SCHEDULES ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the original record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: •Reduce administrative expenses, expedite procedures •Free filing cabinet and office space •Reduce the cost of records storage •Eliminate duplication of effort within the City •Find records faster •Easier purging of file folders •Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS: Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. •If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.” •If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy. On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).” EXHIBIT "A" DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.) Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media or Immutable Cloud Media, DVD-R, CD-R, or WORM cation, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources / Risk Management CW-001 Accident Reports / Incident Reports (Members of the Public - Whether or Not a Claim is Filed) Send to Risk Management Mag, Ppr GC §34090 Finance / Accounts Payable CW-002 Accounts Payable / Invoices and Backup When No Longer Required Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Departments scan invoices to Finance database, which meets regulations for Trustworthy Electronic Records. Finance is the Office of Record; CCP §337 et. seq.; GC §34090.7 Lead Dept.CW-003 Agreements & Contracts ADMINISTRATION (WITHOUT Grant Funding) (Project Administration, Certified Payrolls, RFP - Request for Proposal, etc.) Send all Final Agreements or Contracts and Certiicates of Insurance to the City Clerk Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Lead Dept.CW-004 Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) (Project Administration, Certified Payrolls, RFP - Request for Proposal.) Send all Final Agreements or Contracts and Certificates of Insurance to the City Clerk 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; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133GC §34090 Lead Dept.CW-005 Agreements & Contracts: UNSUCCESSFUL BIDS, PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years Mag, Ppr Yes: After QC & OD GC §34090 CITY-WIDE (Used by All Departments) HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) CW-006 Boards, Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents (e.g. County Board of Supervisors) When No Longer Required Mag, Ppr Non-records Staffing Dept.CW-007 Boards, Committees, Commissions, Ad-Hoc Committees: Citizen Advisory Created by the City Council - AGENDAS & STAFF REPORTS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Staffing Dept.CW-008 Boards, Committees, Commissions, Ad-Hoc Committees: Citizen Advisory Created by the City Council - AUDIO or VIDEO RECORDINGS Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.6 Staffing Dept.CW-009 Boards, Committees, Commissions, Ad-Hoc Committees: Citizen Advisory Created by the City Council - MINUTES P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Staffing Dept.CW-010 Committees: City Council Subcommittees, AGENDAS and MINUTES 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Only Citizen Advisory Boards appointed by the City Council must retain minutes permanently (Council Subcommittees present their recommendations to the full Council); GC §34090 et seq. Staffing Dept.CW-011 Committees: Employee Committees, Employee Staff Meetings / Department Staff Meetings AGENDAS and MINUTES 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Only Citizen Advisory Boards appointed by the City Council must retain minutes permanently (Council Subcommittees present their recommendations to the full Council); GC §34090 et seq. Lead (Responding) Dept. CW-012 Complaints / Concerns from Citizens (Excludes Police Officers) 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 §§338 et seq., 340 et seq., 342, GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-013 Copies or duplicates of any record Copies - When No Longer Required Mag Ppr GC §34090.7 Dept. that Authors Document or Receives the City's Original Document CW-014 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Dept. that Authors Document or Receives the City's Original Document CW-015 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, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, staff videoconferences, chats, notes, recordings, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 Lead Dept.CW-016 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-017 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-018 Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-019 Grants / CDBG (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, copies of invoices, 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; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept.CW-020 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 Human Resources CW-021 Personnel Files (Department Copies) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-022 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-023 Photographs When No Longer Required Mag, Ppr Preliminary Drafts; destroy unnecessary photographs. GC §§34090, 6252, 6254(a) Lead Dept. (Who Uses the Vehicle) CW-024 Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Ppr GC §34090; 13 CCR 1234(c) Lead Dept.CW-025 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-026 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-027 Real Estate Appraisal Reports: Purchased 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 grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 CW-028 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Mag, Ppr Non-Records HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-029 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, etc: Produced by YOUR Department 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-030 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, etc: Produced by OTHER Departments When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7 Lead Dept.CW-031 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-032 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 Lead Dept.CW-033 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Lead Dept.CW-034 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 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 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, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-035 Training Presented by City Staff - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment, & Safety Training & Tailgates) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b) HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CC-001 Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices 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) City Clerk CC-002 Agenda Packets: City Council P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003 Agreements & Contracts - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes insurance certificates, and all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work) Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; All infrastructure contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 CITY CLERK HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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). CITY CLERK City Clerk CC-004 Agreements & Contracts - ALL (NON- INFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements - NOT IMAGED) Agreement or Contract includes insurance certificates, and all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work) Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Long-Term Facility Rentals, Personnel, Professional Services, etc. Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-006 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007 Claim Forms 2 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After QC & OD Human Resources retains full claim file; GC §34090 City Clerk CC-008 Filing System / Subject Files / Function Filing System - HISTORICALLY SIGNIFICANT, LAND, PLANNING, CAPITAL IMPROVEMENT INFRASTRUCTURE PROJECTS P Mag, Ppr Yes: After QC & OD Department preference; GC §34090 City Clerk CC-009 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT Minimum 2 years Mag, Ppr Yes: After QC & OD Department preference; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CLERK City Clerk CC-010 FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(d)(e)(f)&(g) City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-013 FPPC Form 803 (Behested Payment Report)7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-015 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-016 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-017 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-019 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 CITY CLERK ELECTIONS (CONSOLIDATED) HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CLERK City Clerk CC-020 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-021 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-022 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months, or Final Examination + 1 year after petition examination if petition is insufficient Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section) City Clerk CC-023 Historical Records, Photographs, & Historical Projects (e.g. City Anniversaries, Incorporation, City Seal, Awards of significant historical interest, Grand Openings, etc.) P Mag, Mfr, OD, Ppr S Yes: After QC'd & OD City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CLERKHuman Resources CC-024 Lawsuits / Litigation 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After QC & OD Human Resources retains full litigation file; GC §34090 City Clerk CC-025 Minutes: City Council, P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-026 Oath of Office / Appointments / Oath for Disaster Worker: ALL - City Council, Boards and Commissions Separation + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 City Clerk CC-027 Ordinances P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-028 Prop. 218 (Property-based fees - Sewer Fees, Landscape Fees, etc.) Protest Letters / Ballots, Tabulation 2 years Mag, Ppr GC §53753(e)(2) City Clerk CC-029 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Ppr Yes: After QC'd & OD GC §34090 City Clerk CC-030 Recorded Documents: Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) City Clerk CC-031 Recordings: Audio or Video of City Council Meetings Minimum 10 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.6 City Clerk CC-032 Records Destruction Authorization Forms & Certifications (All Departments)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-033 Resolutions: City Council P Mag, Mfr, OD, Ppr S / I No GC §34090(e) HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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 CLERKCity Clerk CC-034 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.0 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-001 City Council Strategic Plan Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 et seq. City Manager CM-002 Department Activity Logs or Reports / Department Performance Measure Reports Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 et seq. City Manager CM-003 Proclamations / Commendations / Memoriums / Recognitions, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Manager CM-004 Projects / Subject Files (Subject will change over time) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 et seq. Finance CM-005 Travel Arrangements When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Preliminary Drafts (Invoices are the final record); GC §34090 et seq. EMERGENCY PREPAREDNESS City Manager CM-006 Committees formed by the City Manager (all records) Cannabis Advisory Committee, Emergency Preparedness Committee - Agenda Packets: Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager CM-007 Emergency Preparedness Advisory Commission (EPAC) - Formed by the City Council, then Sunset - Agenda Packets: Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.0 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). City Clerk?CM-008 Emergency Preparedness Advisory Commission (EPAC) Formed by the City Council, then Sunset - Minutes P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) City Manager CM-009 Emergency Preparedness Plans Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 ENVIRONMENTAL PROGRAMS City Manager/ Environmental Programs CM-010 AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & 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 City Manager/ Environmental Programs CM-011 Reports to Regulatory Agencies (AQMD, California Integrated Waste Management Board, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Manager/ Environmental Programs CM-012 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 City Manager/ Environmental Programs CM-013 Stormwater: NPDES Monitoring Reports Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 City Manager/ Environmental Programs CM-014 Stormwater: NPDES Permits Minimum Permit Superseded + 5 years Yes: Until Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq. HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.0 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/ Environmental Programs CM-015 Tonnage Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 ECONOMIC DEVELOPMENT City Manager / Economic Develop. CM-016 Economic Development Projects / Business Recruitment and Retention Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department Preference; GC §34090 et seq. City Manager / Information Technology CM-017 Backups / Computer Backups (ALL) When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. City Manager / Information Technology CM-018 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line) When Superseded Yes Mag.GC §34090 et seq. City Manager / Information Technology CM-019 UNALTERABLE MEDIA / IMMUTABLE MEDIA (Cloud Immutable Backup, WORM / DVD-r / CD-r / Blue Ray-R) or other unalterable media 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, CCR 22620 et seq. LEGISLATIVE SERVICES City Manager / Legislative CM-020 Legislative Advocacies, Support or Opposition to proposed Federal or State Legislation Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 INFORMATION TECHNOLOGY HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, 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 & SAFETY Community Development / Building & Safety CD-001 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090, H&S §19850 Community Development / Building & Safety CD-002 Building Permit Database (Accela)Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Community Development / Building & Safety CD-003 Building Plans - Cancelled or Withdrawn Minimum Cancelled or Withdrawn Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Community Development / Building & Safety CD-004 Building Plans - Expired Minimum After Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 Community Development / Building & Safety CD-005 Building Plans - Finalled - TENANT IMPROVEMENTS 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 and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Development / Building & Safety CD-006 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION 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 and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, 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). Community Development / Building & Safety CD-007 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Energy Calculations, Structural Calculations P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Development / Building & Safety CD-008 California Building Codes / Uniform Building Codes Minimum While Ordinance is in Force Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §50022.6 Community Development / Building & Safety CD-009 Certificate of Occupancy (CofO)P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 Community Development / Building & Safety CD-010 Copyright Release Forms / Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (kept with the Building Permit file); GC §34090 Community Development / Building & Safety CD-011 Correction Notices When Permit is Finalled Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Community Development / Building & Safety CD-012 Emergency Plans, Hazardous Materials Response Plans, etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statewide guidelines propose superseded + 2 or 5 years; GC §34090 IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, 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). Community Development / Building & Safety CD-013 Geotechnical and Soils Reports (all)P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Community Development / Building & Safety CD-014 Plan Check Comments (Site Plan File)When Permit is Finalled Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Community Development / Building & Safety CD-015 Stop Work Notices, Correction Notices After Permit is Finalled Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 CODE ENFORCEMENT Community Development / Code Enforce. CD-016 Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) Minimum 2 years Yes: Until Resolution Mag, Ppr Department preference; GC §34090 Community Development / Code Enforce. CD-017 Hearing Officer Determinations (for appeals of Code Enforcement Actions) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Community Development / Code Enforce. CD-018 Liens, Lien Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Community Development / Code Enforce. CD-019 Notice of Violations ./ Code Enforcement Citations Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: When Inactive Department preference; GC §34090 LAND DEVELOPMENT ENGINEERING IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, 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). Community Development / Engineering Land Development / Private Development: Administration File Construction Bonds, Indemnity Bonds, Photos, Private Lab Verifications, Testing Lab Final Reports Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 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; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Community Development / Engineering Land Development / Private Development: Permanent File Drainage, Driveway, Encroachments, Grading Permits & Plans, Rights of Way, Soils Reports, Stormwater, etc. Dedications, Easements, Abandonments (City Clerk is OFR) P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 PLANNING IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, 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). Community Development / Planning CD-020 Planning Projects - Discretionary & Ministerial - Approved Permanent Entitlements & Permits (Includes Associated CEQA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans) Examples: Conditional Use Permits (CUPs) Development Plan Review General Plan / General Plan Amendments Lot Line Adjustment Master Plan Rezones Specific Plan Tentative Subdivision Maps / Parcels Maps Use Permits Variance Zoning Clearance (Temporary Events, Banners, Home Occupation, etc.) Zoning Ordinance / Updates P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Community Development / Planning CD-021 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Land Records; GC §34090 Community Development / Planning CD-022 Census, Demographics When No Longer Required Mag, Ppr (Non-Records - Census Bureau is OFR) Community Development / Planning CD-023 Economic Development Committee AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, 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). Community Development / Planning CD-024 Economic Development Committee AUDIO or VIDEO RECORDINGS Minimum 10 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.6 Community Development / Planning CD-025 Economic Development Committee MINUTES, BYLAWS, RESOLUTIONS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Community Development / Planning CD-026 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Final Environmental Determinizations are retained Permanently in the Planning Project Files . Project Approval or Denial + 2 years Mag, Ppr 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 (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090 Community Development / Planning CD-027 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA Inside City boundaries - Where Planning is the Lead P Mag, Mfr, OD, Ppr S 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 Community Development / Planning CD-028 General Plan, Elements and Amendments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning CD-029 Long Range Planning / Planning Studies P Mag, Mfr, OD, Ppr S 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 IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, 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). Community Development / Planning CD-030 Master Plans, Specific Plans, Land Use Plans and Amendments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning CD-031 Materials Boards When No Longer Required Mag, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Development / Planning CD-032 Planning Commission AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning CD-033 Planning Commission AUDIO or VIDEO RECORDINGS Minimum 10 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.6 Community Development / Planning CD-034 Planning Commission MINUTES, BYLAWS, RESOLUTIONS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Community Development / Planning CD-035 Temporary Use Permits (TUP) / Temporary Signs / Banner Permits, Film Permits, etc. (Approved & Unapproved) Christmas Tree Lots, Pumpkin Lots, etc. Expiration + 2 years Yes: During Event Mag, Ppr Department preference; GC§§34090 Community Development / Planning CD-036 Zoning Maps (Historically Significant)P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090 Community Development / Planning CD-037 Zoning Ordinance Amendments / Zone Changes P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 IHERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY RESOURCES Page CR-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). COMMUNITY RESOURCES Community Resources CR-001 _Recreation Database / Class Registration Database (ACTIVE net)Indefinite Mag, Ppr May contain e-packets with electronic waivers; Data is interrelated; GC §34090 Community Resources CR-002 Activity Guide / Class Guide / Program Guide (Final) Minimum 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Community Resources CR-003 Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years Yes: During Class or Program Mag, Ppr GC §34090 Community Resources CR-004 Contracts for Instructors and Performers (includes Certificates of Insurance) Completion + 2 years Yes: During Class or Program Mag, Ppr Department preference; CCP §337; GC §34090 Community Resources CR-005 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No Longer Required Mag, Ppr Content Not Substantive / Preliminary drafts / Transitory records; GC §34090 Community Resources CR-006 Film Permits Expiration + 2 years Mag, Ppr GC §34090 et. seq. City Clerk CR-007 Leases, Long-term Facility Rentals or Long Term Special Event Contracts or MOUs Copies - When No Longer Required Mag Ppr City Clerk retains originals; GC §34090.7 Community Resources CR-008 Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits (includes ABC Permits, where required) 2 years Mag, Ppr GC §34090 et. seq. Community Resources CR-009 Parks & Recreation Commission AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY RESOURCES Page CR-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). Community Resources CR-010 Parks & Recreation Commission AUDIO or VIDEO RECORDINGS 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video tapes of meetings are required for 90 days; GC §34090.6 Community Resources CR-011 Parks & Recreation Commission MINUTES, BYLAWS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Community Resources CR-012 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Ppr GC §34090 Community Resources CR-013 Schedules / Hours (classes and staff) When No Longer Required Mag, Ppr Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Community Resources CR-014 Special Event Permits Expiration + 2 years Mag, Ppr GC §34090 et. seq. Community Resources CR-015 Theatre Use Permits / Short-Term Use Agreements Expiration + 2 years Mag, Ppr GC §34090 et. seq. HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). FINANCE / ACCOUNTS PAYABLE & PURCHASING Finance / Accounts Payable & Purchasing FIN-001 1099's / 1096's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; 26 CFR §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / Accounts Payable & Purchasing FIN-002 Accounts Payable WITH GRANT FUNDING / Purchase Orders / Invoices and Backup / Warrants / Refunds / Credit Card Statements / P-Card Statements / Energy Rebates (Includes Invoices, Petty Cash, Material Requisitions, Travel Expense Reimbursements, etc.) 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 5 years meets municipal government auditing standards and Statute of Limitations for contracts; Purchasing preference for P- Card Invoices (48 CFR 4.805 requires Federal Agencies to retain their contracts, unsuccessful & successful proposals 6 years after final payment); CCP §337 et. seq.; GC §34090 Finance / Accounts Payable & Purchasing FIN-003 Accounts Payable WITHOUT GRANT FUNDING / Purchase Orders / Invoices and Backup / Warrants / Refunds / Credit Card Statements / P-Card Statements / Energy Rebates (Includes Invoices, Petty Cash, Material Requisitions, Travel Expense Reimbursements, etc.) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 5 years meets municipal government auditing standards and Statute of Limitations for contracts; Purchasing preference for P- Card Invoices (48 CFR 4.805 requires Federal Agencies to retain their contracts, unsuccessful & successful proposals 6 years after final payment); CCP §337 et. seq.; GC §34090 Finance / Accounts Payable & Purchasing FIN-004 W-9s Vendor Inactive + 3 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets IRS Auditing Standards (3 years after the last payment to the vendor); GC §34090 Finance / Accounts Payable & Purchasing FIN-005 Vehicle Titles / Pink Slips Upon Sale or Disposal of Vehicle Mag, Ppr Title is transferred to new owner or auction house HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). FINANCE / ACCOUNTS RECEIVABLE Finance / Customer Service FIN-006 _Finance Customer Service databases Databases (Quickbooks, Eden)Indefinite Mag Department Preference (Data is interrelated); Data cannot be destroyed, written over, or altered without approval by City Council; 18 CFR 125.3; GC §34090 Finance / Accounts Receivable FIN-007 Accounts Receivable / Revenue / Our Invoices to Outside Entities: Grant Income, Insurance Companies, Franchise Fees, DUI Billing, Transient Occupancy Tax (TOT), Auctions of Surplus Property, UUT - Utility Users Tax, etc. 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Customer Service FIN-008 Bankruptcies - NO CLAIM FILED When No Longer Required Mag, Ppr, Mfr, OD S Yes: After QC & OD Not City records (account is closed and bankruptcy noted in database) Finance / Customer Service FIN-009 Bankruptcies - WHERE A CLAIM IS FILED 10 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / Customer Service FIN-010 Billing / Accounts Receivable / Customer Billing 5 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Accounts Receivable FIN-011 Cash Receipts, Rents, Other Income 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Customer Service FIN-012 Collections / Master Collection List / Write Offs / Collection Agency Assignments (and associated disputes) 7 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Department preference (negative information remains on a customer's credit rating for 7 years; GC §34090 FINANCE / CASHIER HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). Finance / Cashier FIN-013 Animal Licensing / Dog Licenses 5 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Cashier FIN-014 Animal Licensing Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant 2 years Mag, Ppr, Mfr, OD S Yes: After QC & OD FA §§31108.3 and 31752.1; GC §34090 Finance / Cashier FIN-015 Business License New Applications & Permits 5 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Cashier FIN-016 Business License Renewals 5 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. Finance / Cashier FIN-017 Parking Citations 5 years Mag, Ppr, Mfr, OD S Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq. FINANCE / DEBT SERVICES Finance / Debt Services FIN-018 Bonds & Bond Sales / Official Statements / Transcripts / Certificates of Participations (COPs) - Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Yes: Until Maturity Mag, Ppr Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq. FINANCE / GENERAL LEDGER Finance / General Ledger FIN-019 _Financial Services Database (Eden)Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / General Ledger FIN-020 Audit Work Papers When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts / content not substantive; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). Finance / General Ledger FIN-021 Audits - Annual Financial Reports / Annual Consolidated Financial Report (ACFR)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / General Ledger FIN-022 Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance / General Ledger FIN-023 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001- 1 Finance / General Ledger FIN-024 Banking Transactions, Bank Wire Transactions, Confirmations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090 Finance / General Ledger FIN-025 Budgets - Finals and Amendments P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance / General Ledger FIN-026 Budgets Work Papers When No Longer Required Mag, Ppr Preliminary drafts; GC §34090 Finance / General Ledger FIN-027 Checks / Warrants (Cashed / Paid) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets municipal government auditing standards; GC § 34090 Finance / General Ledger FIN-028 Checks / Warrants (VOIDED)When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance / General Ledger FIN-029 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; CCP §§340(d), 1519; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). Finance / General Ledger FIN-030 Fiscal Agent Statements, Investment Account Statements, LAIF Statements / Local Agency Investment Fund Trustee Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001- 1 Finance / General Ledger FIN-031 Fixed Asset Inventories When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance / General Ledger FIN-032 Investments / Investment Statements / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 Finance / General Ledger FIN-033 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing standards; GC §34090, 26 CFR 31.6001- 1 Finance / General Ledger FIN-034 OES / FEMA Claims 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090 Finance / General Ledger FIN-035 Reports, General Ledger, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, Check Registers, Warrant Registers, etc. (FROM DATABASE - ANNUAL, MONTHLY OR PERIODIC) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Financial System Database is the original; reports are considered drafts or copies); GC §34090 Finance / General Ledger FIN-036 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Street Report, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). Finance / General Ledger FIN-037 Tax - Annual Tax Roll and Special Assessments: Landscape and Lighting Districts, Sewer Districts, Undergrounding Districts, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / General Ledger FIN-038 Tax - Sales Tax Reports (HdL)When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Compilation of Non-Records / Preliminary drafts used to project revenue; GC §34090 FINANCE / PAYROLL Finance / Payroll FIN-039 CalPERS & PARS Statements & Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Payroll FIN-040 DE-6, DE-7, DE-9, DE-34, DE-43, W-3 & DE-166, 941 Forms, PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 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; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-041 Deferred Compensation Reports & Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance / Payroll FIN-042 Employee Payroll Files - Includes Benefit Enrollments, Deductions and Authorizations Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 Finance / Payroll FIN-043 Garnishments Satisfied + 5 years, or Separation of Employee Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090; 26 CFR 31.6001.1 Finance / Payroll FIN-044 Payroll Database (Eden)Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Payroll FIN-045 Payroll Reports - Periodic Bi-weekly Payroll Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; PERS Circular letter 200-051- 17; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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). Finance / Payroll FIN-046 Time Cards / Time Sheets 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; 29 CFR 516.5 & 516.6(c); GC §34090 Finance / Payroll FIN-047 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC §34090 Finance / Payroll FIN-048 W-4's Superseded or Separated + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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). HUMAN RESOURCES Human Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Ppr EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §34090 Human Resources HR-002 Civil Service Commission AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human Resources HR-003 Civil Service Commission AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video tapes of meetings are required for 90 days; GC §34090.6 Human Resources HR-004 Civil Service Commission MINUTES, BYLAWS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) Human Resources HR-005 Claim for Damages / Claims Against the City Final Resolution + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Human Resources HR-006 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Mag, Ppr Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 34090 Human Resources HR-007 Compensation Surveys & Studies Minimum 3 years Mag, Ppr Department preference; 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, 34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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 HR-008 Contracts for Investigators Completion + 5 years Yes: Before Completion Mag, Ppr Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Human Resources HR-009 COVID-19 Attestations by Employees, COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human Resources HR-010 Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Minimum Final Disposition + 5 years Mag, Ppr Department preference; All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 34090 Human Resources HR-011 Employee Investigations Minimum Separation + 3 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 34090; Human Resources HR-012 Employment Verifications When No Longer Required Mag, Ppr Non-records, content is not substantive; GC §34090 et seq. Human Resources HR-013 Grievances Separation + 6 years Mag, Mfr, OD, Ppr S 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 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 34090; LC 1198.5; 26 CFR 31- 6001-1; 53235.2(b); 53237.2(b) HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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). Human Resources HR-014 I-9s Separation + 3 years Mag, Mfr, OD, Ppr S 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; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 34090 Human Resources HR-015 Job Descriptions / Classification Specifications Minimum Superseded + 3 years Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Human Resources HR-016 Lawsuits / Litigation Final Resolution + 5 years Yes: Until Settlement Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Human Resources HR-017 OSHA Citations and Inspections 5 years Mag, Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Human Resources HR-018 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1), GC §34090.7; LC §6429c HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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). Human Resources HR-019 Personnel Files - Benefit File Benefit Enrollments Separation + 6 years Mag, Mfr, OD, Ppr S 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 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 34090; LC 1198.5; 26 CFR 31- 6001-1; 53235.2(b); 53237.2(b) Human Resources HR-020 Personnel Files - Employee File (Main File) Includes Application, Discipline, Evaluations, Policy Acknowledgements, Oath of Office / Oath for Disaster Worker, Personnel Action Forms, Training Certificates (Ethics Certificates for Employees, Harassment Certificates for Employees, etc.) Separation + 6 years Mag, Mfr, OD, Ppr S 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 2 -3 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 34090; LC 1198.5; 26 CFR 31- 6001-1; 53235.2(b); 53237.2(b) Human Resources HR-021 Personnel Files - Medical File Pre-employment Medical Clearances, ADA Accommodations, Fit for Duty, etc. Separation + 30 years Yes: Until Separation Mag, Mfr, OD, Ppr S 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, 34090 Human Resources HR-022 Recruitment and Testing File (Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, etc.) Hiring Decision + 4 years Mag, Ppr State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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). Human Resources HR-023 Recruitment Database (NeoGov) Hiring Decision + 4 years Mag, Ppr State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 34090 Human Resources HR-024 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 30 years Yes: Until Separation Mag, Mfr, OD, Ppr S 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, 34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). POLICE ADMINISTRATION / POLICE CHIEF Police / Admin. / Chief PD-001 CCW Permits (Carry Concealed Weapon Permits) - Members of the Public - Approved Expiration + 2 years Mag, Ppr Department preference; GC §34090 Police / Admin. / Chief PD-002 CCW Permits (Carry Concealed Weapon Permits) - Members of the Public - Denied Applications Denial + 2 years Mag, Ppr Department preference; GC §34090 Police / Admin. / Chief PD-003 CCW Permits (Carry Concealed Weapon Permits) - Retired Employees Expiration + 2 years Mag, Ppr Department preference; GC §34090 Police / Admin. / Chief PD-004 Complaints - Internally-generated Final Disposition + 5 years Mag, Ppr Department Preference; Exceeds with Lexipol Policy; Not a complaint from a Member of the Public; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; EVC §1045, GC §§12946,12960, 34090 Police / Admin. / Chief PD-005 Complaints from a Member of the Public WITH Sustained Finding of Misconduct pertaining to discharge of a firearm at a person by a peace officer, an incident involving the use of force against a person by a peace officer that resulted in death or in great bodily injury, unreasonable force, failing to intervene against another officer using force that is clearly unreasonable or excessive, finding of sexual assault, dishonesty, discrimination, or unlawful arrest or unlawful search. Final Disposition + 15 years Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090 HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Admin. / Chief PD-006 Complaints from a Member of the Public WITHOUT Sustained Finding of Misconduct pertaining to discharge of a firearm at a person by a peace officer, an incident involving the use of force against a person by a peace officer that resulted in death or in great bodily injury, unreasonable force, failing to intervene against another officer using force that is clearly unreasonable or excessive, finding of sexual assault, dishonesty, discrimination, or unlawful arrest or unlawful search. Final Disposition + 5 years Mag, Ppr Consistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, 832.7, VC §2547 Fire / Admin. and Police / Admin. / Chief PD-007 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) When Superseded Yes (all)Mag, Mfr, OD, Ppr S/I No GC §34090 Police / Admin. / Chief PD-008 Personnel Files - Chief's Police Department Employees Separation + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + QC & OD Department Preference to be consistent with Human Resources; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946,12960, 34090; 29 USC 1113 Police / Admin. / Chief PD-009 Policies & Procedures / Lexipol / Operation Directives / General Orders (Department Policies and Procedures) Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-010 Press Releases - Police Only 2 years Mag, Ppr GC §34090 HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Admin. / Chief PD-011 Report of data regarding the number, type, or disposition of complaints made against its officers 2 years Mag, Ppr GC §34090 et seq. Police / Admin. / Chief PD-012 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-013 Reports and Studies regarding Police operations (not historical - manpower, consolidation, etc.) Minimum 2 years Mag, Ppr Department Preference; GC § 34090 et seq. Police / Admin. / Chief PD-014 Use of Force Reviews - Not as a result of a civilian complaint, and not resulting in death or in great bodily injury, firearm discharge (accidental or not against public), inquiry routings, litigation, Pitchess motion, property damage, public records request, service complaints, vehicle pursuits, and vehicle accidents. 2 years Mag, Ppr Department Preference; GC §§12946, 12960, 34090 POLICE / COMMUNITY SERVICE Police / Community Service PD-015 Animal Control 2 years Mag, Ppr GC §34090 et seq. Police / Community Service PD-016 Parking Enforcement 2 years Mag, Ppr GC §34090 et seq. Police / Community Service PD-017 Vacation Checks / Patrol Requests When No Longer Required Mag, Ppr Preliminary Draft (content Not Substantive); GC §34090 et seq. INVESTIGATIONS Police / Investig.PD-018 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Investig.PD-019 Criminal Intelligence Files Confidential informant information & activities Last Entry + 5 years Mag, Ppr 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 Police / Investig.PD-020 Detectives Investigation Files and Arrest Files (Official Reports) Transferred into Record's Crime Report Files Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files. Police / Investig.PD-021 Informant Files When No Longer Required - Minimum 2 years Ppr, Mag Informant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090 Police / Investig.PD-022 Subpoenas / Court Liaison (Personal Appearance of Police Employees) When No Longer Required Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Court or District Attorney records; GC §34090 et seq. OPERATIONS / PATROL Police / Ops / Patrol PD-023 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 / Ops / Patrol PD-024 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. HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Ops / Patrol PD-025 Officer Recordings: Body-Worn Cameras - that are NOT evidence 180 days Mag, Department preference (law recommends 90 days); PC§ 832.18(b)(5)(A); GC §34090.6 et seq. Police / Ops / Patrol PD-026 Officer Recordings: Mobile Audio Video (MAV) Recordings - that are NOT evidence 180 days Mag, Ppr Recordings that become evidence are stored with evidence - these are preliminary documents / transitory recordings; GC §34090.6 Police / Ops / Patrol PD-027 Patrol Schedules When No Longer Required Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq. Police / Ops / Patrol PD-028 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq. Police / Ops / Patrol PD-029 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq. Police / Ops / Patrol PD-030 Traffic Control: Radar Trailer Surveys, etc.Minimum 2 years Mag, Ppr GC §34090 et seq. PROFESSIONAL STANDARDS UNIT Police / PSU PD-031 Background Files - Employees - SUCCESSFUL Applicants Separation + 4 years Yes: Until Separation Mag, Mfr, OD, Ppr S Yes: After Separation + QC & OD Department Preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1672.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Police / PSU PD-032 Background Files - Employees - UNSUCCESSFUL Applicants 4 years Mag, Mfr, OD, Ppr S 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; 29 CFR 1672.3(b)(i), 29 CFR 1602.14; GC §§12946,12960, 34090 HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / PSU PD-033 Background Files - Volunteers - SUCCESSFUL (Cadets, Explorers, CERT, Chaplains, Reserves, etc.) Separation / Inactive + 4 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department Preference; 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) Police / PSU PD-034 Background Files - Volunteers - UNSUCCESSFUL (Cadets, Explorers, CERT, Chaplains, Reserves, etc.) 4 years Mag, Mfr, OD, Ppr S Yes: After QC &OD Department Preference; 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) Police / PSU PD-035 Personnel Training File - Officer Training - BY EMPLOYEE (Includes POST printouts) Includes Range Qualifications, Retiree Fire Arson Qualifications Separation + 5 years Mag, Ppr Department Preference to be consistent with Human Resources; 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) Police / PSU PD-036 Training - Department Training Records - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) Minimum 5 years Mag, Ppr 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) HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PROPERTY AND EVIDENCE Police / Property & Evidence PD-037 Crime Report Photos Follows the Retention of the Evidence Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police / Property & Evidence PD-038 Gun and Narcotics Destruction Log (Documents related to) Minimum 2 years Mag, Ppr Department Preference; GC §34090 Police / Property & Evidence PD-039 Safekeeping: Lost & Found Property (Documents related to)2 years Mag, Ppr GC §34090 Police / Property & Evidence PD-040 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090 Police / Property & Evidence PD-041 Property & Evidence Logs 2 years Mag, Ppr GC §34090 RECORDS Police / Records PD-042 Alarms - False Alarm Reports and Billing 2 years Mag, Ppr GC §34090 Police / Records PD-043 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Ppr GC §34090 et seq. Finance PD-044 Citations - Parking Copies - When No Longer Required Mag, Ppr Parking citations are sent to Finance to facilitate payment; GC §34090.7 Police / Records PD-045 Citations - Traffic, Marijuana / Cannabis 2 years Mag, Ppr GC §34090 et seq. HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-046 CRIME REPORTS / SEALED RECORDS: Sealed Juvenile and Ward Cases - Except those with 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/M/I Yes: After QC & OD Statute of Limitations runs up to age of majority + 8 years; 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 / Records PD-047 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-048 CRIME REPORTS: ALL Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Arson (Suspected or Undetermined) 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) Police / Records PD-049 CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive No Further Report on Suspected Abuser + 10 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police / Records PD-050 CRIME REPORTS: Except those specifically mentioned in the schedule (ALL Others) 7 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq. HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-051 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/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq. Police / Records PD-052 CRIME REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - 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/M/I Yes: After QC & OD If no subsequent conviction ("Shall" Destroy); H&S §11361.5 Police / Records PD-053 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-054 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/M/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) HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Police / Records PD-055 CRIME REPORTS: Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - 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/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police / Records PD-056 CRIME REPORTS: Vacatur Relief Granted by Court - Victim of Human Trafficking, or Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) Court Order + 1 year Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) Police / Records PD-057 Logs (Watch Commander Logs, etc.)2 years Mag, Ppr GC§ 34090 et seq. Police / Records PD-058 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Police / Records PD-059 Registrants: Arson Registrations: Juveniles released from California Youth Authority Age 25 or Sealing Date + 5 years Mag, Ppr Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 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. HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 4.0 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 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. Police / Records PD-062 RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police / Records PD-063 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police / Records PD-064 Video Recordings - Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq. Police / Records PD-065 Video Recordings - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, Police / Records PD-066 Video Recordings - Temporary Holding Cells 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq. HERMOSA BEACH, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Engineering, Environmental, Maintenance, Wastewater) 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS / ADMINISTRATION Public Works / Admin.PW-001 Public Works Commission AGENDAS & AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Admin.PW-002 Public Works Commission AUDIO or VIDEO RECORDINGS Minimum 2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.6 Public Works / Admin.PW-003 Public Works Commission MINUTES, BYLAWS, RESOLUTIONS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(e) PUBLIC WORKS / ENGINEERING Public Works / Engineering PW-004 Assessment Districts / Community Facilities Districts / Underground Utility Districts P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-005 Bonds: CIP Labor & Materials, Performance Bonds, Letters of Credit, Encroachment Permits Only Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S Yes: After QC & OD Security; GC §34090 Public Works / Engineering PW-006 Capital Improvement Projects (CIP) - Where Engineering is the Lead: Administration File Project Administration, Certified Payrolls, Construction Manager's Logs, Hazardous Materials Plans, Meeting Minutes, Project Schedules, Progress meetings, Real Estate Appraisals, RFIs & Responses, Construction Inspection Logs, Daily Inspections, Daily Logs, Punch Lists, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer 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; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Engineering, Environmental, Maintenance, Wastewater) 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering PW-007 Capital Improvement Projects (CIP) Where Engineering is the Lead: Permanent File Specifications & Addenda, Contract Copies, Change Orders, CEQA / Environmental Documents - EIRs, Negative Declarations, Exemptions, Materials Testing Reports, Photos, Soil Reports, Studies, Submittals, Successful Proposal, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Public Works / Engineering PW-008 Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps, Capital Improvement Project "As-Built" - Where Engineering is the Lead P Yes (all) Mag, Mfr, OD, Ppr S/I No (disaster response) Drafts should be destroyed; GC §34090 Public Works / Engineering PW-009 Encroachment Permits / Excavation Permits: Permanent (City-owned structures in the City's Right of Way, Retaining Walls, etc.) Includes Insurance Certificates P Yes: Until Completion Mag, Ppr Department Preference; GC §34090 Public Works / Engineering PW-010 Encroachment Permits / Excavation Permits: Temporary (Street Permits, Temporary Construction, Sidewalk Repairs, Traffic Control, Transportation Permits, Utility Cuts (Installation & Patching), etc.) Includes Insurance Certificates Minimum 2 years Yes: Until Completion Mag, Ppr GC § 34090 Public Works / Engineering PW-011 Engineering Studies / Surveys (Public Right-of- Way) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project Assessments P Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works / Engineering PW-012 Grading & Construction Permits P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Engineering, Environmental, Maintenance, Wastewater) 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering PW-013 Land Development / Private Development: Construction Inspections, Photos (Community Development retains the remaining documents) Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 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; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Public Works / Engineering PW-014 Permit Database (Accela)Indefinite Yes (all)Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Public Works / Engineering PW-015 Pier Inspections P Yes (all) Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering PW-016 Prop. 218 (Property-based fees - Solid Waste, Water) Mailer / Notice Superseded + 2 years Mag, Ppr Department preference; GC §53753(e)(2) Public Works / Engineering PW-017 Prop. 218 (Property-based fees - Solid Waste, Water) Mailing List, Master File 2 years Mag, Ppr GC §53753(e)(2) City Clerk PW-018 Recorded Documents: Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Public Works / Engineering PW-019 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.)p Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police PW-020 Traffic Collision Reports / SWTRS Copies - When No Longer Required Mag Ppr copies; GC §34090.7 Public Works / Engineering PW-021 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Engineering, Environmental, Maintenance, Wastewater) 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering PW-022 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 PUBLIC WORKS / MAINTENANCE Public Works / Public Works PW-023 Aboveground Storage Tanks (Agency Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090 Public Works / Public Works PW-024 AQMD Permits - for Generators, etc.Issue Date + 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works / Public Works PW-025 CCTV Videos of Storm Drain Lines 10 years Mag, Ppr Department preference; GC §34090 Public Works / Public Works PW-026 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works / Public Works PW-027 Herbicide or Pesticide Applications / Use (Parkway Areas)2 years Mag, Ppr Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Public Works / Public Works PW-028 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; GC §34090 et. seq. Public Works / Public Works PW-029 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S Yes: After 1 year Department preference; GC §34090 et. seq. Public Works / Public Works PW-030 Tree Database (West Coast Arborists)Indefinite Mag, Ppr Department preference (data is inter- related); GC §34090 Public Works / Public Works PW-031 Trees (City-owned): Inspections, Arborist Reports 10 years Mag, Ppr Department preference; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Engineering, Environmental, Maintenance, Wastewater) 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Public Works PW-032 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(d) & 4216.3(d), GC §34090 Public Works / Public Works PW-033 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Public Works / Public Works PW-034 Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System) - Accella Indefinite Mag Data is interrelated; GC §34090 Public Works / Public Works PW-035 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database - Accela (Paper drafts) When No Longer Required Mag Ppr Preliminary drafts (the database is the original); GC §34090 Public Works / Public Works PW-036 Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 WASTEWATER COLLECTIONS Public Works / Wastewater Collections PW-037 CCTV Videos of Sewer Lines Minimum 5 years Mag, Ppr Department preference; GC §34090 Public Works / Wastewater Collections PW-038 FOG (Fats, Oil & Grease) Inspections / Pretreatment Annual & Quarterly Reports Minimum 5 years Mag, Ppr Department preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; 40 CFR 403.12 Public Works / Wastewater PW-039 Lab Reports & Chains of Custody: Wastewater Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department preference; GC §34090 Public Works / Wastewater Collections PW-040 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006- 03; 40 CFR 122.41(j)(2); GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 Ver. 2.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Engineering, Environmental, Maintenance, Wastewater) 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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Wastewater Collections PW-041 Sanitary Survey of Sewer System 5 years Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Wastewater Collections PW-042 Sewer Odor Complaints / Gas Detection Results / Investigations 5 years Mag, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Public Works / Wastewater Collections PW-043 Sewer System Management Plans (SSMP) and Audits / 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; SSOs are required for a minimum of 5 years; 40 CFR 122.41(j)(2); SWRCB Order 2006- 03; GC §34090 HERMOSA BEACH, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96 State of California ) County of Los Angeles ) ss City of Hermosa Beach ) March 14, 2023 Certification of Council Action RESOLUTION NO. 23-7353 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HERMOSA BEACH, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS I, Myra Maravilla, City Clerk of the City of Hermosa Beach do hereby certify that the above and foregoing Resolution No. 23-7353 was duly approved and adopted by the City Council of said City at its special meeting thereof held on the 27th day of February 2023 and passed by the following vote: AYES: MAYOR JACKSON, MAYOR PRO TEMPORE MASSEY, COUNCILMEMBERS FRANCOIS, SAEMANN, and DETOY NOES: NONE ABSTAIN: NONE ABSENT: NONE ________________________________ Myra Maravilla, MPA, CMC City Clerk DocuSign Envelope ID: 56F7C728-E058-4DB1-9FD8-CE560CD78A96