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HomeMy WebLinkAboutCC RES 2020-761 1 1 RESOLUTION NO. 2020 - 76 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, REPEALING RESOLUTION NO. 2019-74, AND ADOPTING A RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS FOR THE CITY OF PALM DESERT WHEREAS, on September 12, 2019, the City Council of the City of Palm Desert, adopted Resolution No. 2019-74, approving a Citywide Records Management Program and Retention Schedules for the City of Palm Desert; and WHEREAS, the, maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective operation of the government of the City of Palm Desert; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted guidelines for retention period for various government records; NOW, THEREFORE, the City Council of the City of Palm Desert, California, does hereby resolve as follows: Section 1. Resolution No. 2019-74, is hereby repealed. Section 2. The records retention schedules attached as "Exhibit A" are hereby adopted. Section 3. 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 4. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions. Section 5. This resolution shall become effective immediately upon its passage and adoption. RESOLUTION NO. 2020 - 76 PASSED, APPROVED, AND ADOPTED, by the City Council of the City of Palm Desert, California, at its regular meeting held on the 29th day of October 2020, by the following vote, to wit: AYES: HARNIK, JONATHAN, KELLY, WEBER, and NESTANDE NOES: NONE ABSENT: NONE ABSTAIN: NONE ATTEST: IG&G GRXCE L. ROCHA, ACTING CITY CLERK CITY OF PALM DESERT, CALIFORNIA ^Y "OINA NESTANDE, AiYAYOR 2 RESOLUTION NO. 2020-76 These retention schedules were produced for the City by Gladwell Governmental Services, Inc. (GGS). These schedules are protected by various U.S. and international intellectual property laws and cannot be disseminated to, or copied, or used in whole or part by third parties without GGS's prior written permission GGS keeps record of who request the retention schedules; therefore, wishes to be informed of all requests. GGS may be notified via email at Glatr#wc41I� anl_ �rarr•, or call (909) 337-3516. GGS Advisory [This page has intentionally been left blank.] GGS Advisory RESOLUTION NO. 2020-76 EXHIBIT "A" CITY OF PALM DESERT, CALIFORNIA RECORDS RETENTION SCHEDULE RESOLUTION NO. 2020-76 [This page has intentionally been left blank.] RESOLUTION NO. 2020-76 HOW TO USE RETENTION SCHEDULES ©1995-2019 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)." RECORDS RETENTION SCHEDULE LEGEND ©1995 — 2019 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: Scan / Import (guideline): Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, thumb drives, 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 "S" indicates the record should be scanned into the document imaging system; "1" 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: "Yes" indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media — DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked ("QC'd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Leaend for Ieaal citations (§: Section) CC: Civil Code (CA) CFC: Califomia Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) USC: United States Code (US) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Govemment Code (CA) LC: Labor Code (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) CBC: Califomia Building Code CCR: Califomia Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attomey General Opinions (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) GC§lenQn is a base minimum retention; the "Total Retention" column is what has h°°" 'pted by the City Council. Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No. Records Description Retention / Disposition Image: Active Total Media I=Import (in office) Retention Options M=Mfr S=Scan QC'd? !Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retenti (Retentions begin when the act is completed, and impi ' 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 CITY WIDE (Used by All Departrpents) Accident, Incident, Injury Copies - Copies - Human CW-001 reports: EMPLOYEES, with When No When No : Mag, Resources associated MSDS, if a Longer Longer Ppr chemical was involved Required Required Copies - Copies When No When No Mag, Longer Longer Ppr Required Required Comments / Reference Risk Manag. CW-002 Accident, Incident, Injury reports: PUBLIC Accounts Payable, Invoices, Petty Cash, Travel Reimbursement, Warrant Finance CW-003 Requests, etc. Lead Dept. CW-004 City Clerk CW-005 ALL backup is forwarded to Finance Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting Agenda Packets / Staff Reports: City Council / Redevelopment Copies - When No Longer Required Inactive (Records Center) Vital? Copies - When No Yes: Before Longer Payment Required 2 years 2 years Copies - When No Longer Required Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Copies - When No Longer Required Mag, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Destroy Paper after Imaged & on schedule. settlement or completion). Copies retained for reference; GC §34090.7 Copies retained for reference; GC §34090.7 All originals go to Finance (these are copies); GC §34090.7 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) S Yes: After GC §34090.7 QC &OD Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No. Records Description Retention / Disposition Image: Active Total Media I=Import (in office) Retention Options M=Mfr Imaged $ S=Scan 0171:1? Inactive (Records Center) Vital? Destroy Paper after Comments / Reference Refer/ions apply to thedepar/menr that is NOT Me Office of Record (OFR), or the 'Lead Deparf men/ ". /f you are lire OFR, refer to your department ratarrlran scfreduie. Retentions begin when the act is completed, and imply a far file folder {e.q. fast document + 2 years), since destrurfron is normally performed by fife folder. HOLDS: Litigation, alarms, complaints, audits. public records act requests, and/or investigations suspend normal retention periods (retention resumes alter settlement orcompietror) City Clerk CW-006 Lead Dept. CW-007 Agreements & Contracts ALL (Specifications / Scope of Work, Notices of Completion, etc.) Agreements & Contracts: ADMINISTRATIVE FILES / ORIGINAL CONTRACTS Not Approved by the City Council (Correspondence, Project Administretk n, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, RFP, etc.) Copies - When No Longer Required Completion 10 years Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Copies - When No Longer Required Mag, Mfr, OD, Ppr Completion + Yes: Before Mag, 10 years Completion Mfr, OD, Ppr 1 Yes: Upon All agreements that are S Completio approved by the City Council are sent to the City Clerk; GC §34090.7 Yes: Upon S/l Completio n Covers E&O Statute of Limitations (insurance certificates are filed with agreement), Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No. Records Description Active (in office) Retention / Disposition Destroy Inactive I Paper (Records Vital? after Center) Imaged & QC'd? Total Retention Image: Media I=Import Options M=Mfr S=Scan 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). Lead Dept. CW-008 Lead Dept. CW-009 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) / ORIGINAL CONTRACTS Not Approved by the City Council (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, RFP, etc.) Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 10 years or ; After i+ 10Funding iyears or Completion Agency 'After Funding Yes: Before Mag, Completion Mfr, OD, Audit, if Agency Audit, Completion required, if required, Ppr whichever is : whichever is • longer longer 2 years Palm Desert, CA ©1995-2014 Gladwett Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Govemments Yes: Upon is 3 years from expenditure S/I Completio report or final payment of n grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.333; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090, GC §8546.7 The RFP / RFQ and the successful proposal becomes part of the agreement or contract (City Clerk is OFR); GC §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No. Records Description Retention 1 Disposition Comments / Reference Image: Active Total Media I=Import (in office) Retention Options M=Mfr Imaged & S=Scan QC'd? Inactive (Records Center) Vital? Destroy Paper after Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. (HOLDS: Litigation, claims, complaints,' audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance CW-010 CW-011 Staffing Dept. Audits / Audit Reports / CAFR - Comprehensive Annual Financial Reports Bids: See Agreements & Contracts Boards and Committees: AUDIO OR VIDEO CW-012 RECORDINGS of Meetings / Audio Recordings & Video Recordings Staffing Dept. CW-013 CW-014 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) Copies - When No Longer Required Copies - When No Longer Required I 2 years 2 years 2 years When No Longer Required Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years When No Longer ' Required Mag, Ppr Tape (Mag) Mag, Ppr Mag, Ppr Copies: GC §34090.7 City preference; State law only requires for 30 days for audio, 90 days for video; GC §54953.5(b); GC §§34090.7, 34090 All recommendations are presented to the City Council; GC §34090 et seq. Non -records Revision Adopted: 10/29/2020 II CJVLU 11VI1 IVV. LULU-10 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import'' after (in office) Center) Retention Options M=Mfr Imaged & S=Scan QC'd? Retentions ap fl+ fp We department ihal is NOT the Office of Record (OFR), or the "Leaf De rmerrr". I/ ymer are the OFR, refer to your department retention schedule. Retentions begin when the act rs completed areYeripiv a riot' Me folder fag: 16161 document + ? years). since destrtre:tiorr Is normally performed by file folder. HOLDS jrtigatiorr_ c/ tars, complaints, WOWS, plibile rlenarrts act requests. arrdrbr frrveetider6orte Mare nd normal rere,ntiorr period jretention resumes after settlement or completion). Staffing Dept. CW-015 Staffing Dept. CW-016 City Clerk & Finance CW-017 Boards, Commissions, & Committees: Residents iieVrs❑ry Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS. Boards, Commissions, & Committees: Residents 4riv,5�ir; Bodies Formed by CITY COUNCIL MINUTES & BYLAWS Brochures: See Reference Manuals CW-018 Budgets - Finals Lead Dept. CW-019 City Attorney Opinions Minimum 2 years Copies - When No Longer Required Minimum 2 years 1 Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Minimum 2 years Mag, Ppr Mag, P Yes Mfr, OD, S Ppr Copies - When No 1 ea Current: Mag, Mf Longer Fiscal Year p OD, r Required p Minimum 2 years sil Mag, Yes Mfr, OD, S Ppr Yes: After 10 years Yes: After 5 years Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Final must be filed with County Auditor; GC §34090.7, 40802, 53901 Department Preference; GC §34090 Revision Adopted: 10/29/2020 r[CJVLU I IL/11 IVV. LULU -I Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office or Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Vital? Image: Media I=Import Options M=Mfr Imaged & S=Scan OO,d? Destroy Paper after Retentions a_oiy tv MO departmarft that is NOT lire Office of Ream/ (OFR)F or fh1e. leer! Depn+7mant". It wnu are the OFR, refer to yo # deoearrlent retention .sehedWe Retentions begin' when the act is comp/area, arif inn* a f<u/J file ,older (e.g. last docurnere + 2 years), since deAtr1 choir is normality perftrrneo #yk OW tofder. HOLDS- L✓tfgatierr, claims, mpiaJnts. auefts. pvbftc reCTOrls act ruc7uha'r,, and/or investigations surpertd normal retention periods {(atar♦tion resumes effer.s ettiernont orcarripietxxr)- Copies - Copies - When No When No Longer Longer Yes: Before Mag' Yes: After CW-020 Claims Mfr, OD, S/I GC §§34090.7, 34090.6 Required Required Settlement Ppr Settlement City Clerk AND Finance / Risk Manage. Lead Dept. CW-021 Lead (Responding) CW-022 Dept. Committees Internal - AttendRri by employees: All Records (e.g. Records Management Committee, In -House Task Forces, etc.) Complaints / Concerns from Citizens Computer Tracking Software or Correspondence CW-023 Contracts: See Agreements CW-024 Copies or duplicates of any record (Upon (Upon Settlement) Settlement) 2 years 2 years Minimum 2 Minimum 2 years years Copies - When No Longer ''6ri r c„ Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Copies - When No Longer I.tequ.reti Mag, Ppr Mag, Ppr Mag GC §34090 City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; 340 et seq., 342, GC §34090 GC §34090.7 Revision Adopted: 10/29/2020 r[COULU I IUIV IVIJ. LULU-/U Ver.10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Paper (OFR) (Records Vital? after Center) Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". if you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. IHOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Letters, Memorandums, e- mails, text messages, social media posts on City accounts / pages, Administrative, Chronological, General Files, Reading File, Working Files, etc.) Active (in office) 2 years Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Total Retention 2 years Image: Media I=Import Options M=Mfr S=Scan Mag, Ppr GC §34090 Revision Adopted: 10/29/2020 1 S L V V L V I I V l- 1 T V L V L V I V Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Record (OFR) Retention No. Records Description Active (in office) Retention / Disposition Destroy Inactive Paper (Records Vital? after Center) Imaged & QC'd? Total Retention Image: Media 1=Import Options M=Mfr S=Scan 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). — Dept. that Authors Document or Receives the Cityrs Original Document Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive (does not pertain to City business), or NOT made or retained for the purpose of preserving the informational content for future reference CW-026 (e.g. calendars, checklists, e- mails or social media postings that do not related in a substantive way to the conduct of City business, invitations, instant messaging, logs, mailing lists, meeting room registrations, preliminary notices, stop work notices, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other public agencies, undeliverable envelopes, visitors logs, voice Palm Desert, CA C KOrl lacjwejleovprnmental ;iervices, Inc. - a I rights reserve I Do not di. plicate or distribu a without prior written permission fro ri GGS (909) 33'-3516 When No Longer Required When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their content. E-mails, electronic records, or social media postings where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved outside the e-mail system by printing them out and placing them in a file folder, or saving them electronically; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary 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 Revision Adopted: 10/29/2020 1 \L.V V LV 1 IV,. 1-V. LVLV-1 V Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Active Inactive Total Media l=Import Paper (OFR) (Records Vital? (in office) Retention Options M=Mfr after Center) S=Scan Imaged & QC'd7 Retentions app+w ro the department that is Nor tell3 O/ ice oi'Record 1OFi4), or the Lead Department". if you are the OFR, rater to Your department retention schedule_ Retentions begin when the act is completed, end imply a FA fits folder (e.g. last document + 2 years), since destruction is normally performed by He folder. HOLDS, Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (Wenner; resumes after settlement or completion)., City Clerk CW-027 Lead Dept. CW-028 Dept. that Authors Document or Receives the City's Original Document Copies - Deeds, Easements, Final When No Orders of Condemnations (All) Longer Required Drafts & Notes: Drafts that are revised (retain final version) CW-063 e-mail Lead Dept. CW-029 When No Longer Required 3 years Facility Use Applications / Facility Use Permits 2 years Copies - When No Longer Required When No Longer Required 2 years 5 years Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years I Mag, Ppr Mag, Ppr Mag, OD, Ppr Mag, PPr Send all originals to the City Clerk; GC §34090.7 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 ) City preference; pursuant to City Ordinance No. 1234; GC §34090 GC §34090 Revision Adopted: 10/29/2020 1\LVVLV 1 1'.J1'1 1VV. .0 J I V Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Image: Destroy Media I=Import Paper Vital? after Options M=Mfr S=Scan Imaged & QC'd? ,Retentions apply to the department Mal is NOT the Office of Record (OFR). or the `Lead Departmen l ". ff you we the OFR. refer to your depar imen/ rete+tlrorl schedule, !Retentions begin when the act is cornptatee, and imply a lull He folder (e.g. fast document + yearn, since destruction is norrnarry performed by /We /cider. IHOLDS, t itiga lion, claims. =paints, audits. public records act roquasts, and/or invesrigatrorts suspend norrna/ retention periods (retention resumes after seirement or contelfon) The Lead Department should print out historical documents (or save source data) prior to GIS Database / Data / Layers When No When No replacing the data, if they Lead Dept. CW-030 (both City-wide and Longer Longer Yes Mag require the data or output for Specialized) Required Required historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept. CW-031 Grants (UNSUCCESSFUL 2 years Applicalioris, Correspondence) Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years Mag, Ppr GC §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Record Retention No. Records Description Retention / Disposition Destroy Inactive Paper (OFR) Active Media (Records Vital? after (in office) Center) Options Imaged & OC'd? .etentrkns apply to the deparfrnent mat is NOT the Office of Record (OFRI, or the Lead Department. If you are the OFR, refer to yoeJr degartrner+1 reteri on schedule. 'Retentions begin when the act is campleled, and imply a futi file folder (e. q. last document + 2 Years), since destruction is norrnafty performed bi file tolde,. HOLDS: Lkiga//vn, claims, complaints. audits_ public records act requests, andlor investigations suspend normat retention periods (raterrtlon resumes alter settlement or completion), Total Retention Comments / Reference Lead Dept. CW-032 Personnel / Human Resources Grants / CDBG / FEMA Claims 1 OES Claims / Reimbursable Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement. program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records CW-033 Grievances and Informal Complaints (Employees) 2 years Copies - When No Longer Required After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years Mag, Ppr Copies - When No Yes: Before Mag, Longer Disposition Ppr Required Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Image: I=Import M=Mfr S=Scan Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Govemments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.333 ; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42;-OMB Circular A- 110 & A-133; GC §34090; GC §8546.7 Send all grievances to Human Resources; AU State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946,34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Ofilce of Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Vital? Image: Media I=Import Options M=Mfr S=Scan Destroy Paper after Imaged & QC'd7 RErterrticrrs apart/ to the - department that a- NOT rlae Vilna of Rrcorti f{ FRa: or The "Lead Oeparfinerr!". If Vou are frta OF refer te. your artpartrrrbnt refetiNG41 achedu+e Ratent/ona begin wrier, the act is carnp/araa. and rrnpiy a ridl fr/e foictr. fiast document + 2 yearn}, since destr▪ uction is n ormai&y performed b l+_cite Folder. 1- OI VS. Litigation, clarets, crrnmairtts audits pubic mac FUN act requests, enil.or ir+vestOalloris suspond normal retention moods fretentior resumes after sefflemenr orcornote/rp+J. City Attorney CW-034 Lead Dept. Copies - When No Lawsuits, Litigation, Pending Longer Litigation Required (Upon Settlement) CW-035 Leave Requests / Vacation Requests Lead Dept. CW-036 City Clerk CW-037 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) Minutes - City Council 1 year While Chemical In Use Copies - When No Longer Ragi+,md 30 years Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Copies - When No Longer Required (Upon Settlement) 1 year 30 years Copies - When No Longer Required Yes: Before Mag, Settlement Mfr, OD, S/I Ppr Mag, Ppr Mag, Mfr, OD, S Ppr Mag, Yes (all) Mfr, OD, Ppr : After Risk Management Yese:ement administrates claim; GC §§34090.7, 34090.6 Yes (after inactive) City Preference; Preliminary drag / transitory record; GC §3,1[1•90. GC §6252 • Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Originals maintained by City S No Clerk Pemianently; GC §34090.7 Revision Adopted: 10/29/2020 RCOVLL) I IVIV Ill). LULU -ICI Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy I Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=ScanQC,d, Rater -Monts apply to the alepartrnarrt that is NOT the Office of Record (OFR)_ Of the -Lead Oepartrneflt ". if 4'ou are the OFR, rater to your department retention schedule, Retentions begat when the act is completed end' imply a fug fife folder (e.g. fast document + 2 years), since destruction is normally perfrrmed by file folder. HMOS: Litigation, claims_ complaints, audits, public records act requests, and/or investigations suspend normal retortion periods (retention resumes after settlement or completion), Copies - Copies - Retum any whole unused Municipal Code (these are When No When No Yes: Current Mag, codes to the City Clerk; City Clerk CW-038 Mfr, copies) Longer Longer Original P OD, I No Originals maintained by City Required Required p Clerk Permanently; GC §34090 When No When No Non -records - may be obtained Lead Dept. CW-039 Newspaper Clippings Longer Longer Ppr from the newspaper company; Required Required GC §34090 Notices: Public Hearing Project Project Statute of Limitations on Staffing Dept. CW-040 Notices and Proofs of Approval + 2 Approval + 2 Mag, Municipal Government actions Publications years years Ppr is 3 - 6 months; CCP§337 et seq; GC §34090 Copies - Copies - When No When No Ma , Originals maintained by City City Clerk CW-041 Ordinances - City Council Longer Longer Yes (all) Mfrr,,O D, S No Clerk Permanently; GC §34090 Required Required Send to Send to . Ensure records kept in Human Human Department files comply with Human Resources Resources Before Mag, Resources CW-042 Personnel Files Upon Upon Separation Ppr City policy (all originals are Separation or Separation or sent to Human Resources); GC §34090.7 Transfer Transfer Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Record Retention No. Records Description Retention / Disposition Destroy Inactive Paper (OFR) (Records Vital? after Center) Imaged & QC'd? Retenliorts app!ir to the department that is NOT the Office of Record (OFR), or the -lead Department ". tt` you are the OFR, refer to vow department retenrtrpn sCtte&ilte_ Retentions begirt when The act is Completed, and imply a full file folder (e_q. last document + 2 years), since destruction is normally performed by file folder. HOLDS; Litigation, claims, complaints. audits oubtrc records act requests, and/or investigations suspend normal relerthon periods (retention resumes after settlement or completion), Preliminary drafts; Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Comments / Reference Lead Dept. Lead Dept. Lead Dept. Lead Dept. (Who Ordered the Appraisal) Lead Dept. (Who Ordered the Appraisal) CW-043 CW-044 CW-045 CW-046 CW-047 Personnel Files (Supervisor's Notes) Personnel Work Schedules Public Relations / Press Releases Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. Real Estate Appraisal Reports: Purchased Property, Funded Loans Active (in office) When No Longer Required 2 years 2 years 2 years 2 years Minimum 3 years Total Retention When No Longer Required 2 years 2 years Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years Image: Media I=Import Options M=Mfr S=Scan Before Annual Mag, Performance Ppr Evaluation Mag, Ppr Mag, Ppr Mag, Ppr Minimum 5 Yes: Before Mag, years Purchase Mfr, OD, Ppr GC §34090 GC §34090 Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Not accessible to the public until purchase has been Yes: After completed; meets grant Inactive auditing requirements; 2 CFR 200.333, 24 CFR 91.105(h), & 570.502(a); 29 CFR 97.42, GC §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Destroy Inactive Paper (OFR) (Records Vital? after Center) Imaged & QC'd? 'Retentions apply to the department tfral es NOT Ms Office of Record tOFRJ, orme °Lead Department". if roil are the OFR, refer to your department retention schedule. Retentions begun when the act is completed, and imply a frill Re folder (e_q_ last document + 2 Years}r since destruction is rrornta/ly performed by file !ok/er_ ffOWS. r /tigat/arr, claims, complaints, audits, public records act requests, andfor /nvest/oatiorrs suspend normal reterrt'orr periods (retention resumes after set/tement or completion+). Lead Dept. Lead Dept. CW-048 CW-049 CW-050 CW-051 Lead Dept. CW-052 Reference Materials: Brochures, Manuals, Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OTHER Departments Reference or Working Files: See Correspondence Reports and Studies (Historically significant - e.g., Zoning Studies) Active (in office) When No Longer Required Minimum 2 years When Superseded 10 years Total Retention When No Longer Required Minimum 2 years 1 When Superseded P P Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Media Options Mag, Ppr Mag, Ppr Mag, Ppr Image: I=Import M=Mfr S=Scan Mag, Mfr, OD, S/I Ppr Non -Records Statewide guidelines propose superseded + 2 or 5 years; GC §34090. Copies; GC §34090.7 Administratively and Yes: After Historically significant, 10 years therefore retained perrnananily; GC §34090 Revision Adopted: 10/29/2020 1\ V V V L V 1 I V 1 1 1\ V. L V LW- I V Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Record Retention No. Records Description Retention / Disposition Destroy Inactive Paper (OFR) (Records Vital? after Center) Imaged & t'd? Retentions apply to the alepartmeni that is NOT the Office of Record f0 RI, or the "Lead Department-. ff vovare the OFR, refer to yot+r department retention schedule. - Referrtiotrs beg+n when the act rs completed and empty a fob' Re folder (e.g. last document + 2 years), srnce_destruction rs norrrra'fy performed by file folder. HOLDS_ Litigation_ claims_ complaints, audits, public records act requests. and/or investigations suspend normal retention periods (retention resumes a14er settlement or corrrpletiori). Comments / Reference Lead Dept. CW-053 City Clerk Lead Dept. Lead Dept. CW-054 CW-055 CW-056 Lead Dept. CW-057 CW-058 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) Resolutions - City Council Active (in office) 10 years Copies - When No Longer Required Special Projects / Subject Files Minimum 2 i Issue Files years Subject / Reference Files: Subjects other than Specifically Mentioned in Retention Schedules • 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) Tapes / DVD Recordings: See Boards & Commissions Minimum 2 years 2 years i Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Total Retention 10 years Copies - When No Longer Required Minrmurn 2 years Minimum 2 years 2 years 1 Yes (all) Media Options Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Image: I=Import M=Mfr S=Scan Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 I Originals maintained by City No Clerk Permanently; GC §34090.7 Department Preference; GC §34090 et seq Department Preference; GC §34090 et seq. GC §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Record Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=Scan G1C,d7 Q r atenrions apply lb the department that is NOT the Office of Record (OFR). or the 'Lead Deaartrnent ". ff you are the OFR, refer ro your department retention schedule. Retentions begun when the act is completed, and impry a MI file folder (e.g. iast abcument + 2 years), since destruction is narrnaff y performed by file folder. HOLDS_ Litigation, claims_ complaints, audits, kublrc records act requests, and/or investigations suspend normal hater/ion per+ods (rarer -gbh resumes after SetrlemwwN or compietion). Finance / Payroll Retention No. Records Description CW-059 Lead Dept. CW-060 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety training; Tailgate Training Meetings)) Retention / Disposition Copies - Copies - When No When No Longer Longer Required Required 2 years 5 years Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 7 years Mag, Ppr Mag, Mfr, OD, S Ppr Yes- When Inactive Comments / Reference GC §34090.7 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 1602.31 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b), 53237.2(b) Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Record Retention No. Records Description Retention / Disposition Image: Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Center) Retention Options M=Mfr Imaged & S=ScanCtf,d. f atan: ores apply to the depanmertt Mai is NOT the Office of record (OFRI,_ or the "Lead Depanmertt ff you are the OFR, refer to your department retention schedule_ Retentions 'begin when the act is completed, aid imply a full file folder (e.g. lest document + 2 years)r since destruction is normally performed by foie folder. tfOLD _ Litigation. claims, compiaurts, audits, public records act requests. and/or Investig tlions suspend normal retention per ods (retention resumes after settfernent or completion). Comments / Reference Lead Dept. CW-061 Lead Dept. CW-062 Volunteer / Unpaid Intern Applications & Agreements - Successful Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants Inactive / Separation + 3 years 3 years Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Inactive / Separation + 3 years 3 years Ppr Ppr Destroy Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, Or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Revision Adopted: 10/29/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-1 Office of T Retention No. Record (OFR) Records Description Active (in office) If the record is not listed here- refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. 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 Inactive (Records Center) Retention / Disposition Total Retention 1 Vital? ' Media Options Image: Destroy I=Import Paper M=Mfr after S=Scan ' Imaged & QC d? Comments / Reference Building & Safety Building & Safety BLD-001 Building Permit Database BLD-002 Building Permits / Address Files Indefinite Building & Safety BLD-002 Cultural Preservation Committee AGENDAS, AGENDA PACKETS Minimum 2 years Building & Safety Building & Safety BLD-002 BLD-002 Cultural Preservation Committee AUDIO RECORDINGS Cultural Preservation Committee MINUTES & BYLAWS 2 years Building & BLD-003 Building Plans - Expired or Safety Withdrawn When No Longer Required Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Indefinite Yes (all) P Yes (all) Minimum 2 years 2 years When No Longer Required Mag Mag, Mfr, OD, Ppr Department Preference - Data is interrelated; GC §34090, H&S §19850 Yes: After Statewide guidelines propose QC & OD permanent; GC §34090, H&S §19850 Mag, Mfr, OD, S / I Ppr Department Preference; Brown Yes: After Act challenges must be filed QC & OD within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Yes Mag Mag, Mfr, OD, S Ppr City preference; State law only requires for 30 days; GC §54953.5(b) Notes taken to facilitate the Yes: After writing of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et seq. Mag, Ppr Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Revision Adopted: 10/29/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-2 - ! Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper M=Mfr after S=Scan 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.,q. last document + 2 years), since destruction is normally performed by file folder. !HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Building & Safety Building & Safety Budding & Safety BLD-004 BLD-005 Building Plans and Construction Documents - Finaled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES Budding Plans and Construction Documents - Finaled - INDUSTRIAL, COMMERCIAL, MULTI -FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS (Involving medial, restaurant or change of use) (includes commercial structural plans, Hazardous Materials Questionnaire, etc.) BLD-006 Certificates of Occupancy Palm Desert, CA. 01995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Yes Mfr, OD, S Ppr P Yes (all) Yes (all) Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S Ppr Yes: After IOC&OD Yes: After QC & OD Department preference; Law does not require plans to be filed for dwellings Tess than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls Tess than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, HSS§19850, GC §34090 Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H&S§19850, GC §34090 Yes: After Department Preference; GC QC & OD §34090 Revision Adopted: 10/29/2020 Ver. 5.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-3 Office of Record Retention No. (OFR) Records Description Active (in office) !If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. 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). Inactive (Records Center) Retention / Disposition Total I Vital? Retention Media Options Image: I=Import M=Mfr Imaged & S=Scan QC'd? Destroy Paper afte r Comments / Reference Building & Safety Building & Safety Building & Safety Building & Safety Building & Safety BLD-007 BLD-008 Complaints (Written, during Construction & Inspection - Not Code Enforcement) Construction Notices / Inspection Notices (correction notices, compliance orders, stop work notices, etc.) BLD-011 Reports: Building Activity Requests & Permissions to Receive BLD-013 Copies of Plans (to and from Architects) BLD-014 Uniform Building Codes / California Building Code 2 years Until Cleared or Project Completion 10 years 2 years Until Superseded Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years 'Until Cleared or Project Completion 10 years 2 years Until Superseded Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr GC §34090 The finalled permit is the final / official record; these are preliminary drafts; GC §34090 Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq. GC §34090 et seq. GC §50022.6 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention No. Records Description Record (OFR) Active Inactive (in office) (Records Center) Retention I Disposition Total Retention Vital? Media Options Image: Destroy I=Import . Paper after M=Mfr Imaged & S=Scan Comments / Reference tt the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is corrppieted. and unpry a tort file folder (e.g_ last document + 2 years), since destruction is normally performed by lice folder. HOLDS: Litigeiron, complaints, claims, public records act requests, audits arrdlcr rrrvestipat oms suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK Agendas / Agenda Packets / Staff Reports - IMAGED (City Council, Redevelopment, City Clerk CC-001 ;Successor Agency, Oversight 2 years P P Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) City Clerk CC-002 Agreements / Contract - ALL - If Imaged, Infrastructure, CIPs, DDAs, OPAs, MOUs, MOAs Agreement or Contract includes all contractual obligations (e.g. Amendments. Scope of Work or Successful Proposal) & Insurance Certificates Examples of Infrastructure: Architect . CIPs (Capital Improvement Projects,) franchise agreements, subdivision improvement agreements, •deweloprnent, Joint Powers, MOUs, retirement, water rights, elc. Completion P P Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: Until Mag, Mfr, After Meeting OD, Ppr Yes: Before Mag, Mfr, Completion OD, Ppr Yes: After Department Preference; GC QC & OD §34090 et seq. Yes: Upon Completion Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 Revision Adopted: 10/29/2020 I\VV VLV 1 1 v I`I 1\V. GVGV-/ V Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 MEM- Office of Retention No. Records Description Record (OFR) Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scan OC'd? Comments 1 Reference if the record Js not listed here, refer io the Retertlrar+ for City -Wide Slanorarris Retentions bestir+ when the act rs completed, and imply a full file folder feilT last document + 2 years), since destrwclioro is normally performed by file folder. HOLDS: tilogation. complaints, claims, public records act mimesis, audits and/or in vestrgatigrrs suspend normal retention periods rreterrtior7 resumes after settlement or completion j- City Clerk CC-003 Agreements / Contracts - ALL - Non -Infrastructure that are NOT Imaged Agreement or Contract includes all contractual obligations (e.g. ArnendrrienIs. Scope of Work or Successful Proposal) & Insurance Certificates Examples of NON -Infrastructure: Consulting, disposal, City Manager amploymert contracts, leases, loans, mutual aid, professional services, settlement, services, etc. Cornprelion + Yes: Before Completion 10 years 10 years Completion Mag„ Poi Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Other contracts are maintained by the Lead Department managing the contract; 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 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Mks ofRetention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S-Scan C1C'c17 Comments / Reference if The vacant rs nor haled +terse, refer to the Retention for Crty-UVrde Standards • ererttron.v begin Wiwi the act is completed, an# imply a full file Viler fe.g_ asl tior:urrrertt + 2 years), sirrte aestrxrctlorr is normally oerfamrt?d py t7Je folder: HOLDS' LAI: iff:I . corrrali z'is, room, pUbJPc recopds act rsquesis audits aadfor irtvestigatioas suspend normal' reteniktn parloa (Me:Warr err resumes after settlement on comVation) _ City Clerk CC-004 Agreements / Contracts - ALL RECURRING Non - Infrastructure that are NOT Imaged ltgree+rterrr or Contract includes all contractual obligations (e.g. , rne+7Clrrrwr,ir;, Scope of Work or Successful Proposal) & Insurance Certificates Examples of Recurring: Spring end Fail Concert Series, Grass Seed, Lagoon/Water Feature Maintenance, Sponsorships (Fashion Week El Paseo), Printing (Quarterly BrightSide Community Newsletter and Community Calendar), Special Annual Events (4th of July Concert & Fireworks), Annuli Palm Tree/Tree Trimming City Owned Properties (Housing Authority & Golf Course), Street Sweeping, etc. Completion 5 years Guir,l,ie[�cfri + Yes: Before rtv 5 years Completion Mag„ Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years: Statute of Limitations: Contra is & Spec's=4 years, Statewide guidelines propose 'I Ierrnma pen + 5 years; CCP §337 et. seq., GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Offlce of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Total Retention Retention / Disposition Comments / Reference Image: Destroy Media I=Import Paper after Options M=Mfr Imaged & S=Scan OC'd? Vital? If the record is not lrsrad here, raiar to the Retention for G)t slide Standards Retentions rations beg 1 when the act rs corrtpleteaf, and imply a full file folder ie4 lest document + years). since destrutlren rs normally performed by Ale Io/der. HOLDS: trIrJa6arr. compIarnr. , clalrns pribikrecords act r{9qtlests. audits arttjlbrinvestigarions suspend normal reiention pencils (IT/rotation resumes afferseb'lerrrent orcomple/ion) City Clerk CC-005 Applications for Boards, Commissions or Committees - Successful / Active Includes Oath of Office & Appunilrrrratr! Letter Term +4 years Term + 4 years A0pl+r.- iloni for Boards, City Clerk CC-006 Commissions or Committees - 2 years 2 years Unsuccessful City Clerk City Clerk & Finance / Admin. CC-007 CC-008 Atiengancv Lists - Boards, Commissions, or Committees Audit Reports / CAFR - Comprehensive Annual Financial Reports and related Audit 'pint tis When No When No Longer Longer Required - Required - Minimum 2 Minimum 2 years years 2 years P P Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 f Mag, Ppr Mag, Ppr Mag, Ppr Mag, Mfr, OD, Ppr S/I Department preference; GC §34090 GC §34090 Preliminary drafts not retained in the ordinary course of business; GC §34090 Yes: After 3 Department Preference years (copies); GC §34090.7 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scan QC'd? /f the record is not'listed here, refer to the Retention for City. Wide Standards Retentions begin when the act is completed, arrd imply a hill t+'le raider (e..q. last document + 2 years)_ since destruction is normally performed by file folder. Comments / Reference HOLDS_ Litigabon, comptarnts, cia+rrns, public records act requests, audits andlor investigations suspend normal' retention periods (retention resumes after settlement or completion). Bond Official Statements / Transcripts / Certificates of City Clerk CC-009 Participations (COPS) See Bank Statements for statement retention. City Clerk & Finance / CC-010 Admin. City Clerk CC-011 City Clerk CC-012 City Clerk CC-052 City Clerk CC-013 Budgets - Adopted / Final Claim Runs Claims (Liability Claims) Closed Session Materials Committee Membership Database (MS Access) Fully Defeased + 10 years 2 years 5 years Final Resolution + 5 years 10 years Indefinite Fully Defeased + 10 years 5 years Final Resolution + 5 years 10 years Indefinite Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: Until Maturity Mag, Ppr YesCurrent Mag, Mfr, S / I Fiscal Year OD, Ppr Mag Ppr Yes: Until Resolution Yes Mag, Mfr, OD, Ppr Mag Ppr Mag Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local govemments 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 §439f]0 et seq. Yes: After 3 Department Preference; Must be filed with County Auditor; GC §34090.7, 40802, 53901 years Yes: After QC & OD Department Preference; GC § 340R0 Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5 Department Preference; GC §34090 Data Fields / Records are interrelated; GC §341390 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Cffpce of Record Retention No. (OFR) Records Description Retention / Disposition Active (in office) Inactive (Records Center) Total Retention Vital? Image: Destroy Media I=Import Paper after Options M=Mfr Imaged & s=Scan OC'd? Comments / Reference ff the record is ncri fia[ed here, ralar to the Relent,orr for C/tV•Wlr/e Standards Retentions begin wi err Me act rs ct mpielQd_ and irliPty a hall file trader (e.g. /as1 document + 2 years], sirrr'e destruction is normality performed Cy lice folder. t-/OLr S_ litigation, complaints. clatrns public records act requamrx audirs artd/ar fayvpsfigAtions susnerrd normal rererifiorr nariods rretrrrrilon resumes oiler setlfernent or completion). City Clerk City Clerk Committee Rosters / Term CC-014 Roster / Boards, Commissions 2 years and Committees (Maddy Act) CC 015 Contract File: Specifications, 2 years Unsuccessful Proposals Economic Interest Filings (FPPC 700 Series Forms - City Clerk CC-053 Statement of Economic Interests): ELECTRONICALLY FILED City Clerk CC-016 City Clerk CC-017 City Clerk CC-018 City Clerk CC-048 City Clerk CC-049 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL FPPC Form 801 (Gift to Agency Report) FPPC Form 802 (Event Ticket Pass Distributions Agency Report) FPPC Form 803 (Behested Pavffient Report) FPPC Form 804 (Agency Rtzpart of New PrP9itions) ki 1 2 years 2 years 10 years 10 years 2 years 7 years 7 years 7 years P 5 years 7 years 7 years 7 years 7 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Ppr Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr S I I Yes: After QC & OD GC §34090 GC §34090 Statements filed electronically are required for 10 years; City maintains copies only; original statfirnfirlis are filed with FPPC; GC §81009(f)(g); GC §84615 City maintains original statements; GC §81009(e)&(g); GC §81009(f)&(g); 2 CCR 18615(d) Must post on website; FPPC Regulation 18734(c); GC §81009(e) Should post on website for 4 vear3 FPPC Regulation 18734(c); GC §81009(e) FPPC Regulation 18734(c); GC §81009e FPPC Regulation 18734(c); GC §81009e Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention No. Record (OFR) Records Description Active '. (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scan QC"d7 Comments / Reference if the record is not listed here" refer to the Retention for City -Wide Standards Retentions bandit when the act is completed, and rmpfy a ftrfl file fader (e.g. last document + 2 years). Since destruction is r+ormeity performed by Erie fo+der. HOLDS_ /_rtlgation, complaints, cieims, public records act requests, audits endeior investigations suspend normal retention pern'ods retention resumes after settlement orcompletion). City Clerk CC-050 City Clerk CC-019 City Clerk CC-020 City Clerk FPPC Form 805 (Agency Report of Consultants) FPPC Form 806 (Agency Report of Public Official Appointments) Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Campaign Filings (FPPC 400 Series Forms): THOSE NOT City Clerk CC-022 REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not I rand idete-contralled) CC-021 City Clerk CC-023 7 years 2 years 5 years 4 years 7 years 7 years ELECTIONS - CONSOLIDATED 5 years 4 years 7 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Ppr' Mag, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr _1 IGC §34090; FPPC Regulation 18734(c); GC §81009(e) Must post on website; 2 CCR '18702.5(b)(3); GC §34090; GC I §81 Dos(e) Yes: After 2 Paper must be retained for at years least 2 years; GC §81009(b)(g) Yes: After 2 Paper must be retained for at years Iuast 2 years; GC §81009(b)(g) Yes: After 2 Paper must be retained for at years least 2 years; GC §81009(b)(g) Yes: After 2 Paper must be retained for at lease 2 years; GC §81009(c)(g) years Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office DI Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Image: ; Destroy Media I=Import Paper after Options M=Mfr Imaged & SPEScan I QC'd? Comments / Reference 1T the record Is not fisted here, refer to the Retention for City -Wide Standards Retentions begirt when the act is completed, and imply a full tile Folder (e.g.. + 2years), since destruction is normally performed by file folder. &IQLDS_ Lttioafior,, cerr+plalnts, claims, public records ecf requests, audits andlor irryesI gatforrs suspend normal retention patter's (retention resumes after serfle-rtemptation). Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications City Clerk CC-024 for Vacancies on the Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.) 2 years 2 years Mag, Ppr Candidate File: Nomination Term of Term of City Clerk CC-025 Papers - SUCCESSFUL Office + 4 Office + 4 CANDIDATES years years Candidate File: Nomination City Clerk CC-026 Papers - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Mfr, OD, Ppr Election + 4 Mag, Mfr, years OD, Ppr Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 GC §34090 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; IEC §17100 • StateweR guidelines proposes :4 years for successful Icandidates, 2 years for unsuccessful; CA law states lerm of office and 4 years after the expiration of term and does rat delineate between the two; EC §17100 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive (OFR) Active Total (Records Vital? (in office) Center) Retention if the record is not listed here, refer to the Retention for City -Wide Standards - Retentions begin when the act is completed, and imply a full! fife folder (e.g. last document + 2 years), since destruction is normariy performed by No broker.HOLDS: Litigation, complaints, cleirrrs, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-027 City Clerk CC-028 City Clerk CC-029 City Clerk CC-051 Elections - Petitions (Initiative, Recall or Referendum) Prop. 218 Fees & Charges: Ballots and/or protest letters Prop. 218 Fees & Charges: Undeliverable Mail Enterprise System Catalogue (posted on line) • Ethics Training / Harassment Prevention Training - City Clerk CC-030 Certificates for City Council and Committees and Commissions ONLY. Results + 8 months or Final Examination if No Election + 1 year after petition examination if petition is insufficient 2 years 3 months 2 years 5 years Results + 8 months or Final Examination if No Election + 1 year after petition axamination it petition is insufficient Image: Destroy Media I=Import Paper after Options M=Mfr Imaged & S=Scan QC'd? 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 2 years Ppr ;GC §53753(e)(2) !Transitory records not retained 3 months Ppr l in the ordinary course of business; GC §34090 (End of Elactions Sections$ 2 years Mag GC §34090 5 years Mag, Ppr Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 GC §§34090, 53235.2(b), • 53237.2(b) Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Sca n Destroy Paper after Imaged & OC'd? Comments / Reference /f the record' Ts nor listed here, refer to The Retention for City -Wive Standards Retentions begin when the act 'is completed, and imply a /uil fife folder (e.g. last document + 2 years), since destruction is parmarly performed by file folder. HOLDS: Ligation. complaints, claims, pubic records act requests, audits and/or investigations suspend noz mal retention errods (retention resumes after selTh rr nr+t or completion) City Clerk City Clerk City Clerk City Clerk City Clerk CC-031 CC-032 CC-033 CC-034 CC-035 Grand Jury Reports (Pertaining to City Operations) Historical Records & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.) City Clerk CC-036 Insurance Policies (City - owned) - Auto, Fire Insurance Policies (City - owned) - General Liability, Property Insurance Certificates (where they cannot be matched to an agreement) Minutes (City Council, Redevelopment, Successor Agency. Oversight Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) 5 years Expiration + 2 years 11 years 5 years Expiration + 2 years 11 years Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr P Yes (all) Mag, Mfr, OD, Ppr Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 No Yes: After QC Yes: After QC Department preference (matches the retention of the Grand Jury); GC §34090 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 Department Preference; GC §34090 Department Preference; GC §34090 Department preference to cover all statute of limitations; CCP §337 et. seq., GC §34090 S No GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Sca n Destroy Paper after Imaged & OC'd? Comments / Reference 'l€ the record Js not listed here, refer to the Retentions for City -Wide Standerds Retentions begin when the act is completed, and imply a fill file folder fe_g_'last document + 2 years), since destruction is normally performed by Jrla folder. HOLDS: Litigation, complaints, t/alms_ public records act requests, audits and/or investigations sus,nend normal retention periods (retention resumes after settlement or completion). City Clerk CC-037 City Clerk City Clerk City Clerk City Clerk CC-038 CC-039 CC-040 CC-041 City Clerk CC-042 Municipal Code Administration, Distribution, etc. Municipal Code and History File (always retain 1 supplement) Ordinances (City Council) Proclamations / Commendations / Memoriums + Recognitions / Resolutions of Appreciation, etc. Proof of Publication / Public Notices / Certificate of Posting r Legal Advertising (Usually kept with Project Files) Real Property - Records that Affect the Title to Real Property (Deeds, Easements, Liens, etc.) When No Longer Required 2 years 2 years 2 years 2 years When No Longer Required Mag, Ppr Mag, Mfr, OD, Ppr P Yes (all) Mag, Mfr, OD, Ppr 2 years 2 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Ppr Mag, Ppr Mag, Mfr, S / I OD, Ppr Preliminary drafts not retained in the ordinary course of business; GC §34090 No GC §34090 No GC §34090 et. seq. GC §34090 Statute of Limitations on Municipal Govemment actions is 3 - 6 months; CCP§337 et seq: GC §34090 No GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Inactive Image: Destroy (OFR) Active (Records Total Vital? Media I=Import Paper after (in office) Center) Retention Options M=Mfr Imaged & 1 SScan QC'd? )f the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a fmii Are folder fe,q- last docun-rent + 2 years), since destruciion is parma/ty performed by lire raider. HOLDS, t itlgativn, complaints, c/atms public records act requests, audits endlnr investigations suspend normal 'retention periods (retention resumes after settlement or completion? 1 Council Policy established at City Clerk CC-043 Council Meetings - Audio Recordings / Tans of riff, I Tape 8/27/2020 meeting related to OD trial of Action Minutes;- State law only requires for 30 days; GC §54953.5(b) Council Policy established at 8/27/2020 meeting related to trial of Action Minutes; Video recording of meetings are only required for 90 days; GC §534090.7, 34090 Recordings / Tapes of City City Clerk CC-044 Council Meetings - Video Recordings / DVD-R Records Retention Schedules / Amendments to Records City Clerk CC-045 Retention Schedules / Records 10 years P Destruction Authorizations (Resolutions) City Clerk / Lead L)e:.t. CC-046 Request for Public Records 2 years I City Clerk CC-047 City Clerk CC-054 Resolutions (City Council, Redevelopment, Successor Agency, Oversight Board, Housing Authority, Financing Authority_ Library Authority, Parking Authority) Secretary of State Statement of Facts 2 years P Mag, OD 2 years P Yes (all) 2 years I Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr, OD, Ppr Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr GC §34090 et. seq. GC §34090 S No GC §34090 et. seq. GC §34090 Revision Adopted: 10/29/2020 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Retention No. Record , (OFR) Records Description Active (In office) elf the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act 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 invfiqe ns suspend normal retention periods (retention resumes after settlement or completion). ITY MANAGER Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scan QC'd? Comments / Reference City Manager City Manager City Manager City Manager City Manager City Manager / CM-005 Lead Dept. CDBG Projects / Subrecipient Grants (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) CM-011 Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records City Manager CM-001 CM-002 CM-003 CM-004 CM-006 City Council Correspondence / Mayors Correspondence City Manager Correspondence (Interoffice, Citizens, Legislative Positions, Organizations, etc.) Department Files Newsletters to Employees or City Council Projects, Programs, Events, Subject & Issues (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.) Public Relations / Press Releases / Community Newsletter 2 years Minimum 2 years Minimum 2 years Minimum 2 years Minimum 2 years Minimum 2 years Minimum 2 years After Funding Agency Audit, if Required - Minimum 5 years After Funding Agency Audit, if required - Minimum 5 years fufiinimurn 2 Minimum 2 years Minimum 2 years hfiinimum 1Mrs Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Mag, Ppr Minimum 2 Yes: While Active Mag, Ppr years Issues Minimum 2 years • Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Ppr Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Govemments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.333; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a),; 29 CFR 97.42; OMB Circular A-110 & A- 133; GC §34090, GC §8546.7 GC §34090 GC §34090 Department Preference; GC §34090 GC §34090 GC §34090 GC §34090 Revision Adopted: 10/29/2020 RE Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of 'Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scan OC'd? Ilf the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e.. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigration, complaints, claims, public records act requests, audits,qand/or investigations suspend normal retention periods (retention resumes after settlement or completion). i1 When No When No City Speech Notes / PowerPoint Notes, drafts, or preliminary Manager CM-010 Presentations Longer I Longer Mag, Ppr documents; GC §34090 et seq. Required Required Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written pemiission Revision Adopted: 10/29/2020 Ver. 6.1 RECORDS RETENTION SCHEDULE: CODE COMPLIANCE Page CE-1 Office of Record (OFR) Retention No. Records Description Retention / Disposition Active Inactive Total (in office) (In Storage) Retention If the record is not listed here, refer to the Retention for City -Wide Standards Vital? Media Options Image: Destroy I=Import Paper M after =Mfr S=Scan Imaged & QC'd? (Retentions begin when the act is completed, and imply a full file folder e.g. last document + 2 years), since destruction is normally performed by file folder. settlement or completion). (HOLDS: Litigation, complaints, claims, public records act requests, audits and/or invest)qrtions suspend normal retention periods (retention resumes after COD COMPLIANCE Code CE-001 Abandoned Vehicle Abatement 5 years 5 years Mag, Ppr Compliance Reports Code Compliance Code Compliance Code Compliance Code Compliance Code Compliance Code Compliance Code Compliance CE-002 CE-009 CE-010 CE-003 Animal Hearing Determinations / Minimum 2 Findings years Business Licenses - Regulatory Licenses, Home Occupation Permits, Massage, Short Term Rental, etc. Business Licenses - Revenue Licenses Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) CE-004 DMV Forms CE-005 Liens CE-006 Notice to Appear / Administrative Citations / Hearings (Includes Short Term Rentals Administrative Citations) 2 years Minimum 2 Years P P 5 years 5 years 2 years 2 years P P 5 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 5 years Mag, Ppr Mag, Mfr, OD, S / I Ppr Mag, Ppr Yes: Until Mfr OD, Resolution Ppr Mag, Ppr Yes: Until Mag Resolution Mfr, OD, Ppr Mag, Ppr S/I S/I Comments / Reference Department preference; GC §34090 Department preference; GC §34090 Yes: After Department preference for 2 years historical and zoning (planning) purposes; GC §34090 Department preference; meets auditing standards; GC §34090 Department preference; Case Yes: After is open until satisfactorily 2 years resolved (some cases are not resolved); GC §34090 GC §34090 Yes: After GC §34090(a) 2 years Department preference; GC §34090 Revision Adopted: 10/29/2020 Ver. 6.1 RECORDS RETENTION SCHEDULE: CODE COMPLIANCE Page CE-2 Office of Record Retention No. (OFR) Records Description Retention / Disposition Comments / Reference Image: Active Inactive Total Vital? Media I=Import (in office) (In Storage) Retention Options M=Mfr S=Scan if the Altor'd rs nnf listed here. refer to the Retention for City -Wide Starrddrtis Destroy Paper after Imaged & QG'd? Retentions begin when the act is Completed, aid Imply a lutfi We (alder p.p. lest document + 2 years), s/rice destruction os normally performed #y rife folder. HOLDS Litigation, complaints. claims, put* records act requests, audits endlor investigations sLspend po/rrrel retenhvrr poniods retanfiorl resumes attar settlement or Code CE-007 Parking Citations I 2 years Compliance Code Compliance CE-008 Tow Forms 2 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years 2 years Mag, Ppr, GC §34090 Mag, Ppr GC §34090 Revision Adopted: 10/29/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT & MARKETING Page EDM-1 Office of Record (OFR) Retention No. Records Description Retention / Disposition Active (in office) if the record is not listed here, refer to the Retention for City -Wide Standards ,Retentions begin when the act 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 Jretention resumes after settlement or completion). ECONOMIC DEVELOPMENT & MARKETING Inactive (Records Center) Total Retention Vital? Comments / Reference Image: Destroy Media I=Import Paper Options M=Mfr after S=Scan Imaged & QC'd? Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing EDM-001 EDM-002 EDM-003 Economic Development where Redevelopment is the Lead (Projects will vary over time - e.g. Proposed Hotels, etc.) Energy Management Grants or Loans / Lien Releases (Hot Water Heaters, Pool Pumps, Roof Coating, Solar Energy, etc.) Energy Management Programs (Hot Water Heaters, Pool Pumps, Roof Coating, Solar Energy, etc.) Minimum 2 years Loan Payoff or Forgiveness + 5 years Minimum 2 years EDM-015 Facade Enhancement Program Hotel & Signature Events EDM-005 Committee AUDIO RECORDINGS Hotel & Signature Events EDM-006 Committee MINUTES & BYLAWS Loan Payoff or Forgiveness + 5 years 2 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Minimum 2 'Yes: While Active Mag, Ppr years Issues Loan Payoff or Forgiveness + 5 years Minimum 2 years Loan Payoff or Forgiveness + 5 years 2 years Mag, Ppr Mag, Ppr Department preference; GC §34090 Department preference (funded by General Fund); GC §34090 Department preference; GC §34090 Mag, Ppr Mag Mag, P Yes Mfr, OD, S Ppr Department preference (funded by General Fund); GC §34090 City preference; State law only requires for 30 days; GC §54953.5(b) Notes taken to facilitate the Yes: After writing of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et seq. Revision Adopted: 10/29/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT & MARKETING Page EDM-2 Office of Record Retention No. (OFR) Records Description Retention / Disposition Comments 1 Reference Active Inactive Total (in office) (Records Retention Center) Destroy Paper Vital? after Imaged & QC'd? Image: Media I=Import Options M=Mfr S=Scan If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. NOS Litigation, complaint;, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). I Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing Economic Develop. & Marketing EDM-004 EDM-008 EDM-009 Hotel & Signature Events Committee AGENDAS, AGENDA PACKETS Marketing Committee AUDIO RECORDINGS Marketing Committee MINUTES & BYLAWS Minimum 2 years 2 years EDM-007 Marketing Committee Minimum 2 AGENDAS, AGENDA PACKETS years EDM-010 Marketing Programs Minimum 2 years Redevelopment Plans & Associated Project EDM-011 Environmental Reports Completion + P 5 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services. Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Minimum 2 years Mag, Ppr Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; State law only 2 years Mag requires for 30 days; GC §54953.5(b) Notes taken to facilitate the Mag, Yes: After writing of the minutes can be P Yes Mfr, OD, S 10 years destroyed after minutes have Ppr been adopted; GC §34090 et seq. Minimum 2 years Mag, Ppr Minimum 2 Yes: While Before Mag, Ppr years Expiration Yes: P Before Completion Mag, Mfr, OD, Ppr Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Department preference; GC §34090 Yes: After Department Preference; GC QC & OD §34090 Revision Adopted: 10/29/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT & MARKETING Page EDM-3 Office of Record Retention No. Records Description (OFR) Active (in office) I If the record is not listed here, refer to the Retention for City -Wide Standards (Retentions begin when the act is completed, and imply a full file folder (e.,q. last document + 2 years), since destruction is normally performed by file folder. 'HOLDS: Litiaation complaints, claims public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). .- 1 ., Economic Redevelopment Project Files & Project Yes: Mag, Develop. & EDM-012 Project Plans (Includes Completion + P P = Before Mfr, OD, S Marketing Environmental Assessments) 5 years Completion Ppr Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Comments / Reference Economic Develop. & Marketing EDM-013 Relocation Files Where Redevelopment was the Lead Economic Develop. & Marketing Economic Develop. & Marketing Settle + 1 year Settle + 4 years EDM-014 Site Clearance / Soils Remediation / Mitigation EDM-016 Special Event Permits Minimum 2 years Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Settle + 5 Yes: Until years Settlement Yes: P Before Completion Minimum 2 years Mag, Ppr Mag, Mfr, OD, Ppr Image: Destroy I=Import Paper M=Mfr after S=Scan Imaged & QC'd1 'Yes: After Department Preference; GC QC & OD §34090 Consistent with Claims; CCP §§ 337 et seq.; 34090, 34090.6; PC §832.5 Yes: After Department preference; GC QC & OD §34090 Mag GC §34090 Revision Adopted: 10/29/2020 Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No.1 Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scan OC'd? Comments / Reference !f the record is not listed here, refer to the Retention for City -Wide Standards iRetentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or invp iq?ADnM) us ebn�d normal retention periods (retention resumes after settlement or completion). FINAN igir TIO Assessment Districts / Community Facilities Districts, FN-001 etc. - Financial Records / Assessor Rolls / Annual Engineers Reports Finance / Admin. Finance / Admin. City Clerk & Finance / FN-003 Admin. Finance / Admin. City Clerk & Finance / FN-005 Budgets - Adopted / Final Admin. Finance / Budgets - Preliminary, Backup Admin. FN-006 Documents FN-002 Assessment Districts / Community Facilities Districts, etc. - Initial Engineer's Report Audit Reports / CAFR - Comprehensive Annual Financial Reports and related Audit Opinions FN-004 Audit Work Papers 2 years 3 years P 2 years P 2 years 3 years 2 years 2 years Yes: Mag, Mfr, 5 years Current OD, Ppr S / I Fiscal Year 5 years Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Yes: Until Mag, Mfr, Paid OD, Ppr Yes: P P Current Fiscal Year Yes: 2 years Current Fiscal Year Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr S/I S/I S/I Department Preference (meets municipal govemment auditing Yes: After 3 standards); Statewide guidelines years propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Department Preference (meets municipal govemment auditing Yes: After 3 standards); Statewide guidelines years propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Yes: After 3 Department Preference (copies); years GC §34090.7 Department Preference (meets municipal govemment auditing Yes: After 3 standards); Statewide guidelines years propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Department Preference; Must be S / I No filed with County Auditor; GC §34090.7, 40802, 53901 S/I Yes: After Preliminary drafts; GC §34090 QC&OD Revision Adopted: 10/29/2020 Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Image: Media 1=Import Options M=Mfr S=Scan Destroy Paper after Imaged & OC'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 / Admin. Finance / Admin. Finance / Admin. Finance / Admin. Finance / Admin. Finance / Admin. Finance / Admin. FN-040 FN-008 FN-009 FN-010 FN-011 FN-012 FN-013 Fixed Assets 2 years Investment Committee Minimum AGENDAS, AGENDA PACKETS 2 years Investment Committee MINUTES & BYLAWS 3 years Outside Agency Funding Committee (CDBG and Minimum Charitable Contributions) 2 years AGENDAS, AGENDA PACKETS Outside Agency Funding Committee (CDBG and Charitable Contributions) MINUTES & BYLAWS Property Management / Tenant Life of Lease Improvements, etc. + 5 years Single Audits / Transportation Audits / PERS Audit, etc. 5 years 5 years Minimum 2 years Minimum 2 years Life of the Lease + 5 years P P Yes: Until Paid Yes Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Yes Mag, Mfr, OD, Ppr ' Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Yes: After 3 Department Preference (meets S / I years municipal government auditing standards); GC §34090 Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. S/I S/I S/I S/I Yes: After OC&OD Yes: After 10 years Yes: After QC & OD Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; 1 GC §§34090, 54960.1(c)(1) Notes taken to facilitate the Yes: After 101writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Yes: After 3 Department Preference (meets municipal government auditing years (standards); GC §34090 Yes: After 3 Department Preference (meets municipal government auditing years standards); GC §34090 years Revision Adopted: 10/29/2020 Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record Retention No. Records Description Inactive (OFR) (Records Vital? Center) Ilf the record is not listed here, refer to the Retention for Cit- a Wide Standards (Retentions begin when the act is completed, and imply a fu I file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. IHOLDS: Litigation, complaints, claims, public records act requests, audits and/or litve iqa ions suseend normal retention periods (retention resumes after settlement or completion). FINANCE 1 ''FERAL ACCQUNTING Retention / Disposition Comments / Reference Finance / General FN-014 1096's / 1099's / W-9s Accounting Finance / General FN-015 Accounting Finance / General FN-016 Accounting Finance / General FN-017 Accounting Finance / General FN-018 Accounting Finance / General FN-019 Accounting Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) Accounts Receivable / Revenue - Transient Occupancy Tax (TOT), Damage to Public Property, Invoices to Outside Entities, etc. Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice Bankruptcies - NOT pursued / Notice of Trustee Sale Bankruptcies - Where a claim is filed Active (in office) Total Retention 5 years 5 years Image: Media I=Import Options M=Mfr S=Scan Mag, Mfr, OD, Ppr Minimum Minimum 2 Minimum 5 Yes: Until Mag, Mfr, 3 years years years Paid OD, Ppr 2 years 3 years When No Longer Required 2 years 3 years 5 years 4 years 7 years When No Longer Repaired 3 years 5 years Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I S/I Mag' Mfr' S / 1 OD, Ppr Mag, Mfr, S / 1 OD, Ppr Mag, Mfr, OD, Ppr Mag, Ppr S/I Destroy Paper after Imaged & OC'd? Yes: After QC & OD Yes: After 3 years Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Department Preference (meets municipal govemment auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Department preference; Meets auditing standards; GC §34090 et seq. Department Preference; Yes: After Published articles show 3 - 4 QC & OD years; GC §34090, 26 CFR 31.6001-1 Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Revision Adopted: 10/29/2020 Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention No. Record (OFR) Records Description Active (in office) If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e. q.• last document + 2 years), since destruction is normally -perform- e-d 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,). Inactive (Records Center) Retention / Disposition Comments / Reference Total Vital? Retention Image: Destroy Media r 1=Import Paper after Options M=Mfr Imaged & S=Scan OC'd? Finance / General 1 FN-021 Accounting l Finance / General Accounting Finance / General Accounting Finance / General Accounting FN-022 Cash Receipts / Daily Cash Summaries / Cashiers Reports / 3 years 2 years Treasurers Receipts (TRs) 3 years 7 years Checks / Warrant Register Report (issued) FN-023 Checks / Warrants (Cashed / Deposited) for AP and AR 3 years FN-024 Finance / General FN-025 Accounting Finance / General FN-026 Accounting Escheat (Unclaimed money / uncashed checks) Financial Services Database (HTE SunGard One Solution) Investment Reports / Treasurer's Reports 4 years 2 years 5 years 10 years 5 years i 4 years Indefinite Indefinite 5 years 5 years i Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Yes Mag S/I Yes: After QC & OD Yes: After QC&OD Yes: After QC & OD S/I 1 Mag, Mfr' S / I OD, Ppr Yes: After QC & OD Yes: After QC & OD Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001-1 Department Preference; GC §34090 Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Department preference; All (tangible property held by lgovemment agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 :Data Fields / Records are :interrelated; GC §34090 Department Preference; Meets auditing standards; GC §34090 Revision Adopted: 10/29/2020 I• V V V I I V I • I- V. L V L V-/ V Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Cifrce of Retention No. Record (OFR) Records Description Active (in office) 1f the record is riot listed here, refer to tnc Retention for City -Wide Stand rrli 'Retentions becrin when the aci rs completed, and imply a hull /i7e folder (e_er. last dacu+ierrt + 2 Years), since destr xtean rs normally performed by rrte fouler. I- OL S: Litigation, cornplairrts, claims, public records aa reauesfs, audits anal/or rrtvesl+oations suspend normal retentlort penod. (relerrtion resumes after settlement or comple0arP . Department Preference; Meets auditing standards; Published articles show disposal + 7 years For security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self -enforcement"; GC§§ 34090, 43900 Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP ! 337 Inactive (Records Center) Retention 1 Disposition Total Retention Vital? Media Options Comments 1 Reference Finance / General FN-027 Accounting Finance / General FN-028 Accounting Finance / General FN-029 Accounting Finance / General FN-030 Accounting Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) Journal Entries / Joumal Vouchers Reports, Subsidiary Ledgers. Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) Reports: Annual State or Federal: State Controller's Report, Local Government Cornpensatior Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, Housing Successor Agency Housing Assets Fund Report, etc. 5 years 5 years Minimum Minimum 2 Minimum 5 3 years years years When No Longer Required 5 years When No Longer Required 5 years Yes: Until Mag, Mfr, Paid OD, Ppr Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Image: I=Import M=Mfr S=Srien S/I S/I S/I S/I Destroy Paper after Imaged & I"lfi'rl I Yes: After QC & OD Yes: After QC & OD Yes: After Department preference Yes: & O(Financial System qualifies as a QCtrusted system); GC §34090 Yes: After Department Preference; Meets QC & OD auditing standards; GC §34090 Revision Adopted: 10/29/2020 Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention No. Record (OFR) Records Description Retention / Disposition Active (in office) Ili the record is not listed here, refer to the Retention for City -Wide Standards IRefgntions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 'HOLDS: cation, Complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Inactive (Records Center) Total Retention Vital? Image: Destroy Media I=Import Paper after Options M=Mfr Imaged & S=Scan QC'd? Comments / Reference Finance / General FN-031 Trust Accounts / Deposits Accounting Finance / General FN-032 Vehicle Titles ("Pink Slips") Accounting Finance / Payroll Finance / Payroll Finance / Payroll Finance / Payroll CaIPERS Reports - Annual FN-033 Valuation Reports, Actuarial Valuation Reports DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), FN-034 PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. FN-035 FN-036 Deferred Compensation (City Statements) Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) Close + 5 Close + 5 years years Sale or Disposal 2 years 2 years 2 years 2 years Sale or Disposal P.:YROLL 3 years 5 years 3 years 5 years 3 years 5 years 3 years 5 years Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr S/I Mag, Mfr, S / I OD, Ppr Mag'Mfr' S/I OD, Ppr Mag, Mfr, S / I OD, Ppr Mag, Mfr, S / I OD, Ppr Mag, Mfr, S / I OD, Ppr Yes: After QC & OD Yes: After QC & OD Yes: After QC & OD Yes: After QC & OD Yes: After QC & OD Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Department Preference; GC §34090 Department Preference; Retained to match other auditing periods; GC §34090 Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001- 1(eX2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 Department preference; GC §34090 Revision Adopted: 10/29/2020 Ver. 11.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office ofRetention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Total Retention Retention / Disposition Comments / Reference Image; Destroy Media I=Import Paper after Options M=Mfr Imaged & S=Scan OCid? Vital? /f the record es not listed hero, War to the Retention for City -Wide Standards Retentions beion when the act is completed. and irr ry a furl file bider fe_cr. fast document + 2 rears J since dastrucfron is normaflt+ performed by file folder. HOLDS_ ir-ifrgation. comp/arms, c/arras, public records act requests_ audits 1arid/or investigations suspend normal ratan/ion periods (retention resumes after sacra nas f or pie ion )_ Department preference to fauilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS Time Sheets / Time Cards / requires 4 years; Ca. requires 2 Finance / Mag, Mfr, Yes: After 2 Payroll FN-037 Overtime Sheets / Overtime 2 years 3 years 5 years OD,Ppr years min.; FTB keeps 3 years; Cards /Payroll ChangesPublished articles show 4 -10 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §340.9 Department Preference; IRS: 4 yrs after tax is due or paid; Ca. Finance / Mag, Mfr, Yes: After FTB: 3 years; Articles show 7 Payroll FN-038 V!-2's 5 years 5 years OD, Ppr S / I QC & OD years; IRS Reg §31.6001- 1(eX2), R&T §19530; 29 CFR 516.5 & 516.6(c); 29 USC 436, _ _ GC §34094 Department Preference; IRS: 4 yrs after tax is due or paid; Ca. No Longer in No Longer in FTB: 3 years; Articles show 7 FN-039 1N.-4`s Effect + 4 Effect + 4 Mag, Ppr years: IRS Reg §31.6001- years years 1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-1 Office of Record (OFR) Retention No. Records Description Retention / Disposition Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QG'd? Comments / Reference fir the record is not fisted here, refer to the Retention for City -Wide Standards- - - Retentions begin when the act is eomptetedr eiid Al* a Ml+ Irte faider re-q, last document + 2 years), since destruction is rrorrnaPyyerformed by t'+fe folder. HOLDS: Lirigatran, complaints, claims, public records Oct requests, audits andl'or r"rrVestigations suspend normal retention penods (retention resumes after settlement or completion). HOUSING Housing Commission Records Housing HS-005 Housing Commission AGENDAS, AGENDA PACKETS Housing HS-006 Housing HS-007 Housing Commission AUDIO RECORDINGS Housing Commission MINUTES & BYLAWS Housing Commission Housing HS-007.1 RESOLUTIONS Housing HS-001 Bankruptcies - Housing Loans - NOT pursued Minimum 2 Minimum 2 years years 2 years 2 years P P Yes P P Yes When No Longer Required IdausInt,Lean .PPa rat= When No Longer Required Palm Desert, CA. ©1995-2014 Gladweli Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Ppr Mag Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S Ppr Mag, Ppr Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Yes: After 10 years City preference; State law only requires for 30 days; GC §54853-5(b) Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Notes taken to facilitate the Yes: After writing of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et Preliminary drafts not retained in the ordinary course of business: GC §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-2 Office of Record Retention No. (OFR) Records Description Active (in office) It the record is not listed here. refer to the Retention for arty -Wide Standards Inactive (Records Center) Retention / Disposition Total Retention Vital? Retentions begin when the act is completed, and imply a full Fite folder (e.st_ last document + 2 yeersJ, since destruction is HOLDS: Litigation, complaints, c/aims, public records act requests, audits arrdiarlrxvesligatiarrs suspend rtormat retention Housing HS-002 Bankruptcies - Housing Loans - Where a claim is filed Housing HS-003 Concerns / Correspondence Housing HS-004 Housing HS-008 Foreclosure Notifications Housing Programs / Property Files: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITH a Recapture / Resale Restriction Deeds are sent to City Clerk 7 years 7 years Minimum 2 Minimum 2 years years 5 years 5 years 5 years After the 5 years after Affordability the Period Affordability Terminates, Period or the Terminates, Written or the Written Agreement Agreement Terminates, Terminates, Whichever Whichever is is Longer Longer Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Media Options Image: Destroy I=Import Paper M=Mfr after S=Scan Imaged & OC'd7 Comments / Reference normatly performed by file folder. periods retention resumes alter settlement or completion), - Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Mag, Ppr Mag, Ppr Mag, �"pr — -1 Mag, Mfr, OD, Ppr S/I Yes: When Inactive 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 Department preference; GC §3409a HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Govemments is 3 years from expenditure report; 2 CFR 200.333; 24 CFR-92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 Revision Adopted: 10/29/2020 RESOLUTION NO. 2020-76 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-3 l dice of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Eim Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference f/ the record is rrol listed here, refer to the Retention far City -Wide tandartfs Retentions begin when the act is comoieted, and trnpiy a furl Ale folder (e.g. last document + 2 years), since destruction is normally performed ill/ Pe folder. HOLDS: Litigat/otr, complaints, c+aims. Public records act molests. audits die allows suspend normal retention periods (retentioresumes after settiemertt or comptetionJ. Housing Housing Police or Sherrill HS-009 Housing Programs / Property Files: Affordable Housing Projects, Rehabilitation, CDBG-funded Housing Projects, etc. WITHOUT a Recapture / Resale ,Restrtction Deeds and Insurance are sent to City Clerk Loan Pay-off + 5 years Loan Applications Rejected (First HS-010 Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.) HS-019 Applications (Tenant / Participant) — Criminal Conviction Records/Sex Offender Registry - DENIED For Public Housing or Subsidy Assistance. Unsubsidized Residential Housing 6 years Loan Pay-cff + 5 years 6 years Housing Rental Prpf r (not Searin S Housing' Expiration of Challenge Period, or Final Disposition of Challenge Palm Desert, CA. 01995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Expiration of Challenge Period, or Final Disposition et Challenge Mag, Mfr, OD, ' S / I Ppr Mag, Ppr Mag, Ppr HUD requires 5 years after the !agreement terminates; . Consistent with Consolidated Yes: After, Plan Requirements; Required QC & OD for 3-4 years from expenditure :or performance report; 2 CFR 200.333: 24 CFR-92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 Federal regulations require 6 years for all applications whether approved or denied; GC §34090 Department preference to comply with HUD requirements; GC §34090.7 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-4 Office of Record Retention No. (OFR) Records Description Retention / Disposition Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QCtd? Comments / Reference if the record is not listed hare, rater to the Refer+fron for City -Woke Standards Retentions bewrn when the act is completed, and imply a hill fife folder (e.g. last docctment + 2 years), since destruction is normally performed by fife folder, HOLDS: Litigation, complaints, cI imS- pitb/lc records act requests, audits anddorinvestigations Suspend norrnal retention periods. (retention resLirnos after settlement orcomplrMnn). Police or Sherriff HS-020 Housing HS-021 Applications (Tenant / Participant) — Criminal Conviction Records/Sex Offender Registry - ELIGIBILE For Public Housing or Subsidy Assistance, Unsubsidized Residential Housing Applications (Tenant / Participant) — Ineligible Due to Debt Owed and/or Adverse Action For Public Housing or Subsidy Assistance Unsubsidized Residential Housing When Applicant is Housed 10 years after application withdrawn or applicant determined ineligible and expiration of appeal period and . conclusion of appeal, if filed Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 When Applicant is Housed 10 years after application 1 withdrawn or applicant determined ineligible and expiration of appeaI period and conclusion pf appeal, if filed Mag, Ppr; Mag, Ppr Department preference to comply with HUD requirements; GC §34090.7 Department Preference, consistent with Administrative Plan Policy and Guidelines and Source Funding Program; GC §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-5 Qiiice of Record Retention No. (OFR) Records Description Active (in office) 1l the racarrl is not fisted Pere rifler ha the RefanllOn (Or Of V- Wale 57andares Reranl+nns bep+n when the act iz,ictirrairAled, and imply a fort file fnlliar t e4. last riociernunt + 2 i+eers,i, since destructor ,s normally perforrnea e y hye roider. HOLDS: Litigation. oarrlolernts. oiatms. public re.cards act re ruaVs, audits endlcrrnwesl+galronssarspend normal retention parfoda (reta ntinrr resumes after ,erneni or completion?. Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & OC'd7 Comments / Reference Housing HS-022 Housing HS-023 Apolicatlui (Tenant / Participant) —' Ineligible or Withdrawn For Public Housing or Subsidy AssisIall{.e. Records relating to the application process for public housing or subsidy assislanc - where the applicant is Jateri mrt!I to be ineligible, or where the .appltcarInn is withdrawn by the 'AppIrc;ant. Also includes applicants for unsubsidized residential housing provided by the agency. Includes, but is not limited to: App I 1ioi• (and supporting data); Social Security Number disclosure consent, dpc,Grrhiintfluor.. verification, detretor I y, investigation and resolution; Eligibility verification documentation (consent forms, wage & •daIrr4 information, etc.); Corr fxxriei ire and notifications to applicant; Racial, ethnic, gender, and place of previous residency data; Apphrqnl appeal/hearing records. Housing Database 3 years after application withdrawn or cancelled or applicant determined ineligible and expiration of appeal period and conclusion rLI appeal, if filed Indefinite - Minimum 3 yua Palm Desert, CA. ©1995-2014 Giadwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 3 years after application withdrawn or cancelled or applicant determined I+reli{�Ihle end expiration of prseaa period and con Nos inn ill appeal, if filed Indefinite - Minimum 3 years Mag, Mag, Mfr, OD, S Ppr Department Preference, consistent with Administrative Plan Policy and Guidelines and Source Funding Program; GC §34090; 24 CFR 92.508(a)&(c) Yes Alter Department preference; GC QC & OD §34090 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-6 Office of Record Retention No. (OFR) Records Description Retention / Disposition Active (in office) Inactive (Records Center) Total Retention Vital? nThe records not listed Mere, refer to the Retention for City-wide standards Retentions begin when the act is completed. and impty a full file folder (e, g, last document + 2 yearn, since destruction is HAWS: Lit+iatiort, complaints, claims, public records act requests, audits and/or investigations suspend normal retention Housing HS-011 Housing HS-025 Housing HS-026 Housing HS-027 Housing HS-028 Property Management Reports 10 years Reasonable Accommodation Requests - MEDICALLY SENSITIVE INFORMATION - DENIED Reasonable Accommodation Requests - MEDICALLY SENSITIVE INFORMATION - APPROVED Rents - Rate Setting Reporting (Applicant / Tenant / Participant -Specific) Expiration of Appeal • Period, or Final Disposition of Appeal • 3 years after Determinatio I n 10 years Expiration of Appeal Period, or Final Disposition of Appeal 3 years after Determinatio n 4 years 4 years 4 years 4 years Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Image: Media I=Import Options ' M=Mfr I S=Scan Destroy Paper after Imaged & QCrdi r - normally performed by fate foider. Comments / Reference periods (retention resumes after settlement or cornpietion) - Mag, Ppr Mag, Mfr, OD, S Ppr Mag, Mfr, OD, i S Ppr Mag, Ppr Mag, Ppr' Department Preference; GC §34090 • HUD Notice PIH 2010-26; Joint Statement on Reasonable Yes: Alter Accommodations under the Fair QC & OD Housing Act (issued by HUD and the Department of Justice on May 17, 2004) GC §34090 Yes- After QC & OD HUD Notice PIH 2010-26; Joint Statement on Reasonable Accarnmadalicns under the Fair Housing Act (issued by HUD and the Department of Justice on May 17, 2004) GC §34090 Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34090 Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34fl90 Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-7 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) f Retention / Disposition Total Retention Vital? Media Image: I=Import Options M=Mfr S=Scan Destroy Paper after Imaged & CIC'd? if the record rs not listed mere, refer Io the Relent+on for City -Wide Standards Retentions begin when the act Is compteiedr and impry a fob' file folder (e.g. iast document + 2 years), since destruction is norrnalifiy performed by file folder. .HOLDS: L tgetian,comrrplaints, claims_ ptlblrc records act requests, audits and/or investiaafrans suspend normal al retention periods (retention resumes after settlement orcompretron). Comments / Reference Housing Housing HS-029 Service Requests (by Tenant) 2 years Tenant / Participant Files - Clients Records include, but are not limited to: Application (and supporting data) from 15 years after ifie household and household members; termination of lease or Eligibility verification documentation (consent forms, wage & claim information, Social Security Number, etc.); Household income / composition re -certification re-examinations; HS-030 Executed Lease Basis for determining (reasonable) rent pursuant; Move-in/move-out inspection reports; Disposition of tenant/participant personal property; Termination of lease / subsidy conclusion of assistance; Grievance / informal hearing • appeal, if procedures; Correspondence with filed tenants /participants (including notifications, complaints and responses, notices of entry of dwelling unit during tenancy, etc.). subsidy, whichever is later and expiration of appeal period and Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years I 5 years after termination or lease or subsidy, whichever is later and expiration of appeal perio-d and conclusion of appeal, if filed Mag, Ppr Mag, Mfr, OD, S Ppr GC §34090 Department Preference, consistent with Program Yes: After Administrative Plan Policy and QC & OD Guidelines and funding program; GC §34090; 24 CFR 92.508(a)&(c) Revision Adopted: 10/29/2020 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-8 Office of Record Retention No. (OFR) Records Description Active (in office) if the record is not &lad here, refer to the Retention for City -Wide Standards Retentions #+gin when the act is completed. Rnd tmolv a fuff Are (cider re-.4, last document + 2 years), since destruction is norn th h performed by Ma fofcfer, HOLDS: Litigation. complaints, claims, Oublk records act requests, audits and/or investrpations suspend normal retention periods fretentron resumes afterse11iarrrerii Cr clornoiletionl. Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper M=Mfr after S=Scan Imaged &, QC'd? ' Comments / Reference Housing Housing Housing Housing Housing HS-031 Tenant Files - Income Verification, 50058s, Verifications Only HS-032 Waiting List HS-013 HS-014 HS-015 Housing HS-016 Housing HS-017 Mobile Home Rent Control (Ordinances, regulations, etc.) Mobile Home Rent Control General Files Mobile Home Rent Control History .and Registration Files (Files ;separated by park) Rent Review Commission AGENDAS, AGENDA PACKETS Rent Review Commission AUDIO RECORDINGS 3 years 2 years P Minimum 2 years P Minimum 2 years 2 years 3 years 2 years HeitarInv Rent Review. Palm Desert, CA. c1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Minimum 2 years Minimum 2 years 2 years Mag, Mfr, OD, Ppr Department Preference Yes: After (consistent with Section 8 S QC & OD requirements, even though the City does not provide Section 8 Housing); GC §34090 Mag, S Yes: After GC Mfr, OD, I QC '8, §34090 OD Ppr Mag, Yes Mfr, OD, Ppr Mag, Pprl Yes: After Department Preference; GC QC & OD §34090 Department preference; GC §34090 Yes Mag, Mfr, OD, Ppr Mag, Ppr Mag Yes: After QC & OD Department Preference; GC Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; State law only requires for 30 days; GC §54953, 5(b) Revision Adopted: 10/29/2020 KI_SULU I ION NU. ZUZU-fb Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-9 Office Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Destroy Paper Vital? after Imaged & CIC'd? Image: Media I=Import Options M=Mfr S=Scan if fire ward is not Jived here. refer /o the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a Mt Me folder (e_,g, last document + 2 years), since destruction is normally perforated by Kure to.Ver. HODS_ Litigation, complaints, claims, public records act requests, audits andlcr investigations suspend normal retention periods tn9tvntion resumes after settlement or completion) i i Notes taken to facilitate the Mag, ' AfterlWriting of the minutes can be Housing HS-018 Rent Review Commission P P Yes Mfr, OD, S destroyed after minutes have MINUTES & BYLAWS Ppr 10 years 'been adopted; GC §34090 et ;seq. Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 10/29/2020 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No. 1 Records Description Active (in office) If the record is not listed here, refer to the Retention for City -I fide Standards Retentions becIn when the act 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 inv ti ations susp�nd normal retention periods (retention resumes after settlement or completion). -- Mk' RESOURCg Inactive (Records Center) Retention / Disposition Total Retention Vital? Comments / Reference Human Resources Human Resources Human Resources Human Resources Human Resources HR-022 HR-001 HR-002 HR-003 HR-004 1095-C, 1094-C (Employer - Provided Health Insurance Offer and Coverage & Transmittal Form) CaIPERS Benefit Administration (Includes contract amendment, actuarial reports, service credit reports, annual employee listing, etc.) CalPERS Enrollment / Termination Forms CaIPERS Reports - Annual Employer Statements Classification / Reorganization Studies (for employee classifications and department structures) 4 years 6 years 2 years When No Longer Required - Minimum 3 years 3 years 4 years 6 years 5 years When No Longer Required - Minimum 3 years Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Image: Media I=Import Options M=Mfr S=Sr:an Mag, Ppr Mag, Ppr Mag, Mfr, OD, Ppr Mag, Ppr Mag, Ppr ,.. Destroy Paper after Imaged & OC'd? No Department Preference; Instructions state "Generally, keep copies of information retums you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the retums"; GC §§34090 Department Preference; 6 years for retirement benefits; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027: GC §§12946, 3409 Department Preference; GC § 34090 Department Preference: Retained to match other auditing periods; GC §34090 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 Revision Adopted: 10/29/2020 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record Retention No. (OFR) Records Description Retention / Disposition Comments / Reference Inactive Active Total (Records (in office) Center) Retention Vital? Image! Destroy Media I=Import Paper after Options M=Mfr Imaged & S=Swan OC'd? 1if the record is riot listed here, refer to the Retention for Criv-Wide Standards IRetenl ons bean when the act is completed, and imply a feral foie folder e.d. /ast document + 2 years), srr?.ce destruction is normal/v performed by file folder. HOLDS, Litigation, corr+plarnts. C/aims, public records act re erests. audits and/or inv9stioa1ions suspend r1orrnal reienfian periods (retention mistimes after SiSlitierrlani or comDierior!J, Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, When No When No demotion, transfer, selection, or RequiLonHuman HR-005 Classification Specifications er red - Requier irred - Mag, Mfr, Yes: After 1 discharge; State Law requires 2 - Resources Minimum 3 Minimum 3 OD, Ppr year 3 years; retirement benefits is 6 years years years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§129.16,34090 Bureau of National Affairs When No When No recommends 2 years for all Longer Longer supplementary Personnel Human HR-006 Compensation Surveys & Studies Required - Required - Mag, Ppr records; Wage rate tables are 1 Resources Minimum 3 Minimum 3 or 2 years; State requires 2 years years years, 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 3_4090 All State and Federal laws Department of Fair Employment Final require retention until final Human disposition of formal complaint; HR-007 & Housing (DFEH or EEOC) Disposition Disposition Mag, Ppr Resources Claims + 3 years + 3 years State requires 2 years after "fully and finally disposed"; 2 CCR 1101315; GC §§12946, 34090 Transitory or source records not retained in the ordinary course of business; CHP audits every 2 Mag Ppr years; Bureau of National Affairs When When Human HR-008 DMV Pull Notices Superseded Superseded Resources or or Separated Separated Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I recommends 2 years for all supplementary Personnel records; GC §34090 Revision Adopted: 10/29/2020 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention ! Disposition Total Retention Vital? Image: Media l=Import Options M=Mfr S=Sca n Destroy Paper after Imaged & OC'd? Comments / Reference If the recor;±! !s 11 !Wed here, refer to the Retention for City -Wide Standards - Retentions begin when the act is completed, and irrapiV full file folder (e,cl, last document + 2 years), since destruction is normatrvper'formed by filo folder, HOLDS: Litigation. complaints, o!&rmsl public records act requests_ audits anmor investigations suspend rrorrr7&& relenliorr periods (reler t/ora resumes after settlement or co�•},�.Jl/Fj�r1elior). positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical 3 years 5 years Mag Ppr examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 34090, 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq.; 49 Human Resources Human Resources Human Resources Human Resources Human Resources HR-009 Drug & Alcohol Test Results (All - 2 years Positives and Negatives) HR-010 EEO-4 Reports and records required to generate EEO-4 report (Self -Identification Form, etc.) HR-023 Employee Fidelity Bonds HR-011 Hearing Tests HR-012 I-9s 3 years 2 years 30 years Separation + 3 years 3 years P 30 years Separation + 3 years Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written perrnission Mag, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Ppr S/I No Yes: After 1 Year 29 CFR 1602.30 Department Preference; GC §34090 Department preference; GC §34090 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 §§12948, 34090 Revision Adopted: 10/29/2020 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record Retention No. (OFR) Records Description Retention / Disposition Active (in office) If tfre record is not listed here. refer to the iolenr,on for Cry -Wide Standards Retentions begin when the act is compfeled. end , fy a fOi file fo der . fast document + 2 years), since destruction is nomnet #ertorrned by file folder. HOLDS: Litipallon, cornolarntsclaims, public records act requests, audits andlor investmalroras suspend normal retention periods (retention (esumes after settfemerlt or mae/ion I. Inactive (Records Center) Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scar QC d? Comments / Reference Human Resources Human Resources Human Resources HR-013 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) HR-014 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A HR-015 Personnel Files - Employees Includes Oaths of Office and Disaster Service Workers Oaths 5 years 5 years 10 years Mag, Ppr 5 years 5 years Separation + 6 years Separation 6 years Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Ppr Mag, Mfr, OD, Ppr Department Preference; GC §34090 Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; ; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090; LC §6429c Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) Yes: After requires 3 years for promotion, S Separation + demotion transfer, selection, or 1 year discharge; State Law requires 2 - 3 years; 29 CFR 1602.14, 1602.31 & 1627.3(b)(ii), GC §§12946, 34090; 29 USC 1113; GC §3105; LC 0198.5 Revision Adopted: 10/29/2020 RLJVLV I IVIV IVV. LULU -ID Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & p=Scan OC'd? Comments / Reference if rho record is not listed here, refer to the Retention for CAE -Wick Starrdarors freosen whn the acts compled. and imply a f e fe fodr('e,4. last dorrmertt +2year), sincedstrucarrs nmarty oeforrne+d by fifeainr.LDS, Ltrigaliorr, corrrpleir:ta,cJafms, pub//c records act requests, audits and/or investigations suspend non -nee rere►1rh. ri periods (retention resumes after settlement or cornprelron 1_ Whichever Whichever is Longer: is Longer: Department preference; Files 24 years, or Separation + maintained separately; Claims 30 years, or can be made for 30 years for Termination Yes: After Human Personnel Files - Medical File (all Separation + Termination Yes: Until Mag, Mfr, toxic substance exposure; 8 HR-016 of Benefits + S Separation + Resources employees) 6 years 5 years, or of Benefits + Separation OD, Ppr 1 year CCR §3204(d)(1) et seq., 8 CCR Death of 5 years, or 5144, 8 CCR 15400.2; 29 CFR Employee + Death of 1910.1020(d)(1)(i), GC §§12946, Employee + 34090; LC §1198.5 5 years 5 years Human Resources Human Resources HR-024 Recruitment Database (NeoGov) 5 years Recruitment and Testing File (Includes Advertisements, Applications (Unsuccessful); Interview Notes, Job Brochures, HR-017 Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc) 3 years r 5 years 3 years Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag Mag, Ppr Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 34090 Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq. 2 CCR 11013(c), GC §§12946, 34090 Revision Adopted: 10/29/2020 Ver. 8.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S Scan Of rI7 of tore record Oa nat iristad hers, refer to the Refent+o, for Cot,'-Wrde 81�rroi7F+rr#s Retentions tiepin when the act +a comptefed: and knpiv a feift file fader ie_pr. Oast document + 2 yrearsk, since deatruaron is norrrraky oarfhrrned fxifi file !Gid& `I OLDS: Ltloafroor, . cla ms. ams. pvti+c records act requests, audifs arrdfor ravestovatft is ausoonti roar j reten#oar+ Deriods tretentiori rVsuma,E aftersetiO€ment cf 4 arer,arm 1. — Department preference Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; 8 CCR §3203 seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53#35.2rb) Comments / Reference 71 Human Resources Human Resources Human Resources Human Resources HR-018 Safety Committee Agendas, Agenda Packets, Minutes HR-019 HR-020 Studies & Surveys Conducted Behalf of the City (Sick Leave, Aitnuon Benefits, etc.) Workers Compensation Claim Runs 7 years When No on Longer Required - Minimum 3 years 5 years HR-021 *Di i;co3 Compensation Claims Separation + 2 years 7 years When No Longer Required - Minimum 3 years 5 years Whichever is Longer: 28 years, or Termination of Benefits { 5 years, or Death of Employee + Employee + 5 years 5 years Whichever is Longer: Separahnn ., 30 years, or Termination [If Benefits + 5 years, or Death of Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr Mag, Ppr Mag Ppr Mag, Mfr, OD, Ppr Yes: When Inactive Department preference; GC §34090 Meets auditing standards; GC _§3409L Department preference; Claims can be made for 30 years for toxic substance exposure; Claims are required for five Yes: After yeats after the end of QC & OD compensation, or injury, whichever is longer; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2; GC §§12946, 34090 Revision Adopted: 10/29/2020 Ver. 7.0 RECORDS RETENTION SCHEDULE: INFORMATION SYSTEMS Page IS-1 Office of Record (OFR) Retention No. Records Description Active (In office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Vital? Image: Media I=Import Options M=Mfr S=Scan Destroy Paper after Imaged & OC'd? Ilf the record is not listed here, refer to the Retention for Citi(-Wide Standards Retentions begin when the act is completed, and imply a full file folder e.q. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, au�its and/or inv stCC'q� t'o s sus end normal retention periods (retention resumes after settlement or completion). IN��RMAt)�N S'STE 4s Information Systems Information Systems Information Systems Information Systems Information Systems Information Systems IT-001 Backups - Daily IT-002 Backups - Weekly / Monthly IT-003 Inventory, Information Systems IT-004 Network Configuration Maps & Plans WORM / DVD-r / CD-r / Blue Ray IT-005 R or other unalterable media that does not permit additions, deletions, or changes When No Longer Required When No Longer Required When No Longer Required When No Longer Required When No Longer Yes Mag. Required When No Longer Required When No Longer Required When No Longer Required P P Video Recordings - Surveillance IT-006 Recordings - Public Areas ! 1 year + 1 1 year + 1 (Council Chambers, Parking Lots,; day day etc.) Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Yes Mag. Mag. Mag. OD Mag Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; store off -site in a commercial facility for disaster recovery purposes; GC §34090 et seq. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; store off -site in a commercial facility for disaster recovery purposes; GC §34090 et seq. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq.. Per City Policy (Resolution 2017- 75); Does not record regular ongoing operations of the City; GC §34090.6(a) Revision Adopted: 10/29/2020 Ver. 13.1 RECORDS RETENTION SCHEDULE: PLANNING / COMMUNITY DEVELOPMENT Page PL-1 Office of Retention No. Records Description Record (OFR) Active (in office) flf the record is not listed here, refer to the Retention for City -Wide Standards 'Retentions begin when the act 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). -- — - PLANNIN Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments l Reference Affidavits of Publications / Public Planning PL-001 Hearing Notices / Legal Advertising 2 years 2 years / Affidavits of Posting Planning PL-002 Planning PL-003 Planning PL-004 Planning PL-005 Annexations / Boundaries / Consolidations / LAFCO Citizen Sustainability Committee AGENDAS, AGENDA PACKETS Citizen Sustainability Committee AUDIO RECORDINGS Citizen Sustainability Committee MINUTES & BYLAWS 5 years Minimum 2 years 2 years Palm Desert, CA. 01995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Minimum 2 years 2 years Mag, Yes Mfr, OD, S Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Govemment actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) S / I Yes: After Land Records; GC §34090 QC & OD Mag, Mfr, OD, S / I Ppr Department Preference; Brown Yes: After Act challenges must be filed QC & OD within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; State law only Mag requires for 30 days; GC §54953.5(b) Notes taken to facilitate the Yes: After writing of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et seq. Revision Adopted: 10/29/2020 1NLVV1-v I IVIN 19 v. LVLv-Iv Ver. 13.1 RECORDS RETENTION SCHEDULE: PLANNING / COMMUNITY DEVELOPMENT Page PL-2 Office of Record Retention No. Records Description Retention / Disposition Comments / Reference Image: Destroy Inactive Paper (OFR) Active (Records Total Vital? Media I=Import after (in office) Retention Options M=Mfr Center) S=Scan Imaged & OC`d7 rI.f the record is not listed here. refer to the F2erentoorr for City -Wide Standards etentions begin when the act rs completed, and imply a Rill file folder (e_g. last document + 2 years), since destruction is normally performed by file ?older. OLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations susporid normal retention periods (retentt in resumes after sattfsmont or completion). Planning PL-006 Planning PL-007 Planning PL-008 Planning Planning PL-009 Architectural Review Commission AGENDAS. AGENDA PACKETS Architectural Review Commission AUDIO RECORDINGS Architectural Review Commission MINUTES & BYLAWS Census, Demographics Minimum 2 years 2 years i When No Longer Required Environmental Determinations: Environmental Impact Reports PL-010 (EIRs), Negative Declarations, etc.) P Inside City boundaries i Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Minimum 2 years 2 years P When No Longer Required Mag, Mfr, OD, S / I Ppr Mag Mag, Yes Mfr, OD, S Ppr Mag, Ppr Mag, Mfr, OD, S Ppr Department Preference; Brown Yes: After At challenges must be filed QC & OD within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; State law only requires for 30 days; GC §54953.5(b) Notes taken to facilitate the Yes: After writing of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et seq. (Non -Records - Census Bureau is OFR; GC §34090 et seq. Usually filed in the project file; Final environmental Yes; After determinations are required to QC & OD be kept a "reasonable period of time", 14 CCR §15095(c); GC §34090 Revision Adopted: 10/29/2020 NL ULL/ I !VIA NV. LULU-/0 Ver. 13.1 RECORDS RETENTION SCHEDULE: PLANNING / COMMUNITY DEVELOPMENT Page PL-3 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Image: Media I=Import Options M=Mfr S=Scan Destroy Paper after Imaged & OC'd? Comments / Reference /f the record is nor listed irate, refer to the Reten iron for City -Wide Standards Retentions begot *hen the act is completed, and imply a full file folder fe,4. last docurfefl + 2 years), swrrc9 destruction is normally perforated by f.'/e foyer_ HOLDS: Litigation, complaints, claims, public records act requests, audits andlor investigations suspend normal retention periods {retention resumes after settlement or completion.) Planning Planning Planning Planning Environmental Determinations: Environmental Impact Reports PL-011 (EIRs), Negative Declarations, etc. ) PL-012 Planning PL-013 PL-014 PL-015 Outside City boundaries General Plan, Elements and Amendments Master Plans, Specific Plans, Bikeway Plans, etc. Planning PL-016 Planning Commission AGENDAS, AGENDA PACKETS. Planning Commission AUDIO RECORDINGS Planning Commission MINUTES, RESOLUTIONS & BYLAWS When No Longer Required Minimum 2 years 2 years Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 When No Longer Required Ppr Mag, P Yes (all) Mfr, OD, Ppr P Minimum 2 years 2 years Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Tape (Mag) S/I S/I S/I Mag, P Yes Mfr, OD, S Ppr Non -records; EIRs and Negative Declarations within the City Boundaries are with the project file Yes: After GC §34090 QC&OD Yes: After Department Preference; GC QC & OD §34090 Yes: After Department Preference; GC QC & OD §34090 City preference; State law only requires for 30 days; GC §54953.5(b) Notes taken to facilitate the Yes: After writing of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et seq. Revision Adopted: 10/29/2020 Ver. 13.1 RECORDS RETENTION SCHEDULE: PLANNING / COMMUNITY DEVELOPMENT Page PL-4 Office of Record Retention No. (OFR) rhrthe record is not Listed here. refer to the Retention for City -Wide tarrdarcls Records Description Retention / Disposition Active (in office) Inactive (Records Center) Total Retention Vital? Image: Media I=Import Options M=Mfr S=Scan Imaged & II Destroy Paper after Retentions Begin when ttre act /s completed, and imply a Puri 7e foiderie,g, last document + 2 years), $nce destruction is normally performed by eV folder. Comments / Reference HOLDS: Litigation, compfaifts, claims_ public records act requests, audits and/or investigations s+isgend normalretentrorr ixenods fretorrffrxr resumes actor settlement or come lef/on). Planning Project Files - Approved I & Unapproved Temporary Entitlements: Entertainment Permits, Going Out of Business Permits, Sign Permits Planning PL-017 (Banners/Temporary Signs), Temmporary Use Permits (Christmas Tree Lots, Pumpkin Lots, Produce Stands), RV Permits, Special Events, etc. etc. Planning PL-018 Planning Project Files - Approved Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Cannabis Regulatory Permit, Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, etc. Minimum 2 years 5 years Minimum 2 years P P Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: During Event Yes Mag, Mfr, OD, Ppr Mag, Mfr, OD, S Ppr Temporary uses; Department Yes: After maintains complete files for QC & OD administrative purposes; GC §34090 Department preferences; Final environmental determinations Yes: After are required to be kept a QC & OD "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7 Revision Adopted: 10/29/2020 Ver. 13.1 RECORDS RETENTION SCHEDULE: PLANNING / COMMUNITY DEVELOPMENT Page PL-5 1 Office of Retention No. Record (OFR) Records Description Retention / Disposition Active (in office) r Inactive Total (Records Retention Center) Vital? Media Options Destroy Image: Paper I=Import after M=Mfr Imaged & S=Scan OC,d? If the record is not listed Jrerer refer to the Retain on for ON -Wide Standards - Retentions begin when the act Is comptetedr and imply a fW/ file folder (e.g. last document + 2 years), since destruction is normally performed Gv i+fe Fonder. HOLDS: Lrtlglaliorr, cornOaints, eiarms_ pvblrc records act requests, audits and/or investigations suspend pommel rntentiof periods (retention reswmes after settlement or completion). Comments / Reference Planning PL-019 Planning Project Files - Approved Permanent Entitlements - Applications and/or Entitlements Expired, not Exercised or Withdrawn Examples: Cannabis Regulatory Permit, Short -Term Rental Permits, Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances. Zone Changes, etc. Planning PL-020 Preliminary Review File Planning PL-021 Planning PL-022 Project Log Index / Spreadsheet / Binders of Historic Actions Development Services Meetings (Employees only) ALL Records 5 years When No Longer Required When No Longer Required P P 2 years 2 years Palm Desert, CA. ©1995-2014 Giadwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes Mag, Mfr, OD, , S Ppr Mag, Ppr • Mag, Yes Mfr, OD, Ppr Tape (Mag) S/I Department preferences; Final environmental determinations Yes- After are required to be kept a QC & OD "reasonable period of time": 14 CCR §15095(c); GC§§34090, 34090.7 Department preference; Preliminary Documents (no application submitted); GC §34090 • Yes: After Department Preference; GC 1 year §34090 GC §34090) Revision Adopted: 10/29/2020 Ver. 13.1 RECORDS RETENTION SCHEDULE: PLANNING / COMMUNITY DEVELOPMENT Page PL-6 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Vital? Retention Media Options Image: 1=Import M=Mfr Imaged & S=Scan QC'd? Destroy Paper after 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. IHOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Planning Planning PL-023 Special Studies PL-024 Zoning Maps Pre-GIS (Mylar only) Planning PL-025 Planning Planning Zoning Ordinance Amendments, Reclassifications / Zone Change PL-026 Youth Committee General Files Youth Committee PL-027 AGENDAS, AGENDA PACKETS Planning PL-027.1 Planning PL-027.2 Youth Committee APPLICATIONS Youth Committee AUDIO RECORDINGS Mag, Yes Mfr, OD, S / I Ppr P Yes (all) P Yes YOUTH CO AMITTEE 2 years 2 years _ Minimum 2 Minimum 2 years years 2 years 2 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years 2 years Mag, Mfr, OD, S Ppr Mag, Mfr, OD, Ppr Mag Mag, Ppr Yes: After Department Preference; GC 1 year §34090 No Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7 S / I Yes: After Department Preference 1 year (copies); GC §34090.7 Mag, Ppr Mag GC §34090 Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; State law only requires for 30 days; GC §54953.5(b) Revision Adopted: 10/29/2020 Ver. 13.1 RECORDS RETENTION SCHEDULE: PLANNING / COMMUNITY DEVELOPMENT Page PL-7 ilk le of Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Destroy Paper Vital? after Imaged & OC'tt? Image: Media I=Import Options M=Mfr S=Scan !tha f9Gt nt& (Pnt. /rstad tiara: ref?r to Ilia Ret61nfran for Grfy-WWidel 'rerklara — Refe stint ulautp t Wfrarr tare act os o rrwdeta4. and limply a No War (isr.q. fast document + 2 yeas). wince dastr letrort port try fi/e tower. t-fiT T? S: r digaf/con, complaints. otitalt tecorcts art requasts, apoli4 ant.+or ortvastkjations srt513atrd rior ar. ratenfinrr periods resume.offer 549012 7rant or — Notes taken to facilitate the aistr* Committee Planning PL-027.3 P P MINUTES & BYLAWS Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Yes Mfr, OD, Ppr Yes: Afier..r''ritinn of the minutes can be 10 years destroyed after minutes have been adopted; GC §34090 et seq. Revision Adopted: 10/29/2020 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC ART Page PA-1 Office of Retention No. Record (OFR) Records Description Active (in office) If the record is not listed here, refer to the Retention for City -Wide Standards (?q(ten fonts begin when the act is Fomplete�, and imply a full file folder (e fl_Iast document + 2 years), since destruction is normally performed by file folder. HOLD: Litigation complaints claims„ public records act requests audits and/or inyesticrations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC ART Inactive (Records Center) Retention 1 Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper after M=Mfr Imaged & S=Scan OC'd? Comments 1 Reference Public Art Public Art Public Art Public Art Public Art Public Art PA-001 Art in Public Places Commission AGENDAS, AGENDA PACKETS PA-002 Art in Public Places Commission AUDIO RECORDINGS PA-003 PA-004 PA-005 Public Art Guidelines PA-006 Public Art Inventory Release Forms / Exhibit Waivers Public Art PA-007 / Insurance / Releases (Artists / Exhibitor's) Art in Public Places Commission MINUTES & BYLAWS Minimum 2 years 2 years Public Art Approvals & Locations, Exhibit End Including Insurance & Releases + 2 years P Indefinite Exhibit End + 2 years Minimum 2 years 2 years Yes Exhibit End + 2 years P Indefinite Exhibit End Yes: Before + 2 years Event Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr Mag Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Ppr S/I S/I Mag, Ppr S/I Department Preference; Brown Yes: After Act challenges must be filed QC & OD within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; State law only requires for 30 days; GC §54953.5(b) Notes taken to facilitate the Yes: After 10 writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Yes - After Department preference; GC QC & OD §34090 Yes - After Department preference; GC QC & OD §34090 Department preference; GC §34090 years GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition 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 sus end normal retention periods (retention resumes after settlement or completion). PW / ENGINEERING PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW-001 Abandonments / Vacations (Streets) / Survey File P W -002 P W -003 PW-004 Aerial Maps / Photographs - Analog or Digital & Index to Aerials Assessment District / Community Facilities Districts / Maintenance District / Landscape & Lighting / Street Improvement District Projects / Underground Utility Districts (FORMATION, BOUNDARIES, ENGINEERS REPORTS, MAPS) Benchmarks When No Longer Required Mag, P Yes (all) Mfr, OD, Ppr When No Longer Regilircd P P P P Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr, OD, S/I Ppr Yes: Until Mag, Completed Mfr, OD, Ppr S/I Mag, Mfr, OD, S/I Ppr Department preference; Finals Yes: After are maintained by City Clerk; QC & OD Department file may include correspondence; GC §34090 et seq. Yes: After Department Preference; GC QC & OD §34090 Department Preference; Yes: After Statute of Limitations is 4 -10 QC & OD years (for Errors & Omissions); CCP §§337.337.1(a), 337.15, 343; GC §34090.7 Yes: After Department Preference; GC QC & OD §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: Destroy I=Import Paper M=Mfr after S=Scan Imaged & QCd? Comments / Reference lr the record is not Listed here, refer to the Retention for City -Wide Standards Retentions begirt when the act rs completed, and irrlDly a fa!/ fie folder fag_ last document + 2 years), since destruction is normally performed by file folder. HOLDS_ LrtrgetiCr}, complaints, claims,ouibi;c records act requests, audits artdfor irtvestrgrations suspend normal retention_perilocds (retention resumes after settlement or corrrpletion) PW / Engineering PW-005 Capital Improvement Projects (CIP): Administration File Project Administration, Advertising / Noticing, Certified Payrolls, Construction Manager's Logs, Complaints (project -related), Cost of Construction, Fee & Deposit Reimbursements, Project Schedules, Progress Meetings, Punch Lists, Real Estate Appraisals, etc. Upon Completion 1 years or Completion + After 10 years or Funding After Funding Agency Agency Audit, if Audit, if required, required, whichever+s whichever is longer longer Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 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, ' rongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & OC"sl? Comments / Reference If the record is not tested here, refer to the Reterttiora for Cray -Wide Standards Retentions begin when the act as completed, and imply a full file folder 9j_ last document + 2 years), since destrucriar� is normality performed by the fatder. HOLDS: Lrtrgaliorr,_corrr saints, claims, pubis± records act requests, audits artdJor irwastklations suspend normal retention periods (rater:Ila- resumes after settlement or completion). PW 1 Engineering PW-006 Capital Improvement Projects (CIP): Permanent File Plans, Specifications & Addenda, Agreement / Contract, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Upon Exemptions, Daily Inspections, Completion Materials Testing Reports, Grading Permits, Insurance Certificates, Hazardous Materials Plans, Notice of Completion, Photos, RFIs, Soils Reports, Studies, Submittals, Surveys, etc. Lead Dept. PW-007 Correspondence - Regulatory Agencies City Clerk PW-008 Deeds, Easements, Liens (Background File & copies) 10 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: Until MfA OD, S/I Completed Ppr Yes: While Mag, 10 years Active Mfr, OD, S Issues Ppr Mag, P Yes (all) Mfr, OD, S Ppr Department preference; retained for disaster Yes: After preparedness purposes; QC & OD Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Department preference; Some Yes After correspondence from QC & OD Regulatory Agencies need to be retained for long periods of time; GC §34090 Department preference; Finals Yes: After are maintained by City Clerk; DC & OD Department file may include correspondence; GC §34090 et seq. Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Retention No. Record (OFR) Records Description Active (in office) if the record is not tinted here, refer to the Retention for CiIY-W cfp Standards Retentions begin when the act is comp/Wed, and imply a fut.'. The folder (e_g_ last document + 2 years.), since destruction is rxormafly performed by file folder. HOLDS: Litigation, complaints, ciairrls, pubic records act requests, audits andfor irrvestgalions suspend normal reIei i i periods (rotvnhon resumes after settlement orcomp!elioni P P PW-010 P P Yes (all) PW-011 P P Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr Imaged & S=Scan OC,d, Destroy Paper after Comments / Reference I PW / Engineering PW-009 Design & Construction Standards PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW-012 PW-013 PW-014 Drawings, Maps, Plans and Record Drawings, Large -Format Drawings, Survey Record Maps, Capital Improvement Project "As-Builts" Encroachment Permits - Permanent Encroachments Encroachment Permits -Temporary Construction, Street Permits, Sidewalk Repairs, Traffic Control, Utility Cuts etc. Encroachment Permits: Temporary (Pool Drain, Debris Boxes, Wide Load, Transportation Permits, etc.) Engineering Studies / Surveys - Preliminary Studies / Project Assassrnents (Not Acquired or Developed) 2 years 3 years 15 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years 3 years Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, Ppr Mag, Yes (all) j Mfr, OD, S Ppr 15 years Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S/I Ppr Yes! After Department Preference; GC QC & OD §34090 Drafts should be destroyed; Some maps are also retained Yes: Mite- by Planning; Selected maps QC & OD are retained in Public Works for administrative purposes; GC §34090, 34090.7 Yel After Department Preference; GC QC & OD §34090 Yes After Department Preference (the QC & OD warrantee period for work done is 5 years); GC §34090 Department Preference; Yes: Afie; NPDES Monitoring records QC & OD required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. Yes. After Department Preference; GC QC & OD §34490 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & OC'd7 Comments / Reference if the record is not listed here, refer to the Retention for Cily-Wade Standards Retentions began when the act is completed, and imply. a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. HOr_DS. titration, complaints. claims, public records act requests, audits and/or investigations suspend normal rervntion periods (re/ernion resumes after settlement or completion). PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW-015 PW-058 PW-016 PW-017 PW-059 Engineering Studies / Surveys (City Built Projects) Franchise Reports (Cable TV, etc.) Gentechnical Reports / Soils Reports / Hydrology Reports (Authored by the City or their contractors) Grading Plans Household Hazardous Waste Events (HHW) 10 years 10 years PW-019 NPDES Monitoring and Inspections - 3 years Stormwater PW-020 NPDES Permits - Stormwater Superseded + 3 years Palm Desert, CA. ©1995-2014 Gladweli Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 i 10 years P P 1 10 years 3 years Superseded Yes: Until + 3 years Expiration Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr S/I S/I Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, Ppr S/I Yes: After Department Preference; GC QC & OD §34090 Yes: After Department Preference; GC QC & OD §3A090 Yes; After QC & OD Yes: Alter QC & OD Yes: After QC & OD Department Preference; GC §34090 Department Preference; GC §34090 Department Preference; GC §34090; 14 CCR 18812.4 Department Preference; Yes: After Monitoring records required for QC & OD 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. Department Preference; Yes.: After Monitoring records required for QC & OD 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Men of Record Retention No. (OFR) Records Description Retention / Disposition Active (in office) if Ire record rs nqt listed here, refer to tyre Rerenticrt for CO -Wide Standards Retarrtfons tlartln when the act is corrrplefed, and limply a till Ps raider (e.g. Last document + 2 years). since destructoon is norrr:atiy perfarrrmed t'y Are totter, HOLDS: Litigation, compiairtts clalnis. public racarxlt~ act requesis_ audits andfor Investigations suspend normal' retention perLods trerentLcrrr resumes after serlilomwrl or sorrtpletLon). Inactive (Records Center) Total Retention Vital? Media Options Destroy Image: Paper I=Import after M=Mfr Imaged & S=Scan UCd? Comments / Reference PW / Engineering PW-021 Plan Checks City Clerk PW-024 Real Property Acquisitions / Sale (Background File / Copies) PW / Engineering PW / Engineering PW-025 Rights of Entry Solid Waste & Recycling Grants (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) PW-060 Aoplicabona (successful), grant agreement. program rules, regulations & procedures, reports to grant funding agencies, ra rresiander.cc. audit records, completion records When No Longer Required 2 years Mien No Longer Required Mag, Mfr, OD, S/I Ppr Mag, P Yes (all) Mfr, OD, Ppr Mag, P Yes (all) Mfr, OD, Ppr After After on ding Funding Agency Agency Audit, if Audit, if required - Required - Minimum 5 Minimum 5 years years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr, OD, S/I Ppr Yes: Alter Preliminary drafts; GC §34090 QC&OD et seq. Department preference; Finals Yes: Alter ale maintained by City Clerk; QC & OD Department file may include correspondence; GC §34090 Pt seq. Yes After Department preference; GC QC & OD §34090 et seq. Yes: Alter QC & OD Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Ar. rti+rr Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 20r' 33•3. -24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090, GC §8546.7 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments 1 Reference Total Retention Image: Destroy Paper Vital? Media I=Import after Options M=Mfr Imaged & S=Scan ,d, 11 the record is nit listed here, refer to the Retention for City-Wlde Standards Retentions begin wtrea the act is completed, and imply a tuff file folder (e.g. last document + Z Ygars). since destruction is normally perforated by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits end/or investigations suspend rrorrnai retention periods (retention resumes after settlement or completion). PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW / Engineering 1. PW-061 PW-062 PW-026 Solid Waste and Recycling General Files, Disposal Tracking Reports, Correspondence, etc. Solid Waste and Recycling Reports and Compliance (AB 939, 303, etc.) Survey Field Books (Authored by the City) PW-027 Use of Facilities Permits PW-063 Waste Hauler Reports 2 years 2 years 10 years 10 years 10 years P P 2 years 2 years 10 years 10 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 i i Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S Ppr Yes: Alto GC §34090 QC&OD Yes: After Department Preference; GC QC & OD §3409fl Yes: After Department preference; GC QC & OD §34090 et seq. Yes: After GC §34090 et seq. QC & OD Yes'. Alter Department Preference; GC QC & OD §34l]9c Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Comments / Reference Destroy Paper after Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.ct 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). LANDSCAf i When No Longer Required - Minimum 2 years PW / Landscape Special Programs PW / Landscape Special Programs PW / Landscape PW / Landscape PW / Landscape PW / Landscape When No Longer PW-059 Community Gardens Agreements Required - Minimum 2 years PW-060 Community Gardens General Files PW-028 PW-029 Landscape Plans / As-Builts - Commercial / HOAs Landscape Plans / As-Builts - Residential PW-058 Landscape Rebate Program PW-030 Tree Keeper Database 2 years 2 years P P 2 years 2 years 5 years 5 years Indefinite Indefinite Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr; OD, S Ppr Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S/I Ppr Yes Mag Yes: After GC §34090 QC & OD Yes: After GC §34090 QC & OD Yes: After Department preference; GC QC & OD §34090 Yes: After QC & OD Yes: After QC & OD GC §34090 Department Preference (meets auditing standards); GC §34090 Data Fields 1 Records are interrelated; GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office ofRetention No. Record (OFR) Records Description Retention 1 Disposition Active (in office) /f the record is nor Aided here, refer to the Retention for City -Wide Standards Retentions begirt when the act is completed, and imply a full file folder le_q_ last document + 2 years}, since destruction is rrnrntany perforrned by ale folder. HOLt7S_ Ldrgation, complaints, Cairns, public records act requests, audits and/or investigations suso+arool rtorrnal retention periods /rReterrtrorr rewrites aRer settierreent or completion • PW f PRIVATE DEVELOPMENT - Inactive (Records Center) Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & OC•d? Comments / Reference PW 1 Engineering PW / Engineering Bonds: Subdivision Bonds 1 PW-031 Performance Bonds / Letters of Credit PW-032 Release of Release of Bond Bond Private Development Projects / Job Files: Administration File Construction Inspections, Photos, Private Lab Verifications, Testing • Lab Final Reports Upon Completion Examples: CUPs, Lot Line Adjustments. Parcel Maps, Precise ;Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs Mag, Mfr, OD, Ppr Securities (Performance No Bonds, Letters of Credit, CD's, etc.) are released; GC §34090 Completion 4- Yes: Until Mag, 10 years Mfr, OD, 10 years Completed Ppr Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years. Statute of Limitations: 1Yes: Ater Contracts & Spec's=4 years, QC & OD i W ro igful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition 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 1Retentions begin when the act 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). PW / Engineering PW / Engineering PW / Engineering State of California Private Development Projects / Job Files: Permanent Files Drainage, Driveway, Encroachments, Grading Plans, Rights of Way, Stormwater, etc. PW-033 Dedications, Easements, Abandonments (City Clerk is OFR) Examples: CUPs, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs, TSMs PW-034 Street Closures PW-035 Studies - Transportation Upon Completion Yes: Until Mfr OD, S/I Completed Ppr TRAFFIC & TRANSPORTATION ENGINEERING PW-036 SW ITRS - Statewide Integrated Traffic Records System 10 years When No Longer Required Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 10 years When No Longer Required Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag Ppr Department preference; retained for disaster Yes: After preparedness purposes; QC & OD Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 S / I Yes: After Department Preference; GC QC & OD §34090 Drafts / source records entered Yes: After into database and not retained QC & OD in the ordinary course of business; GC §34090 Non -Records (Sheriff) Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of Retention No. Record (OFR) Records Description Retention / Disposition Active (in office) Inactive (Records Center) Total Retention Vital? Media Options Image: Destroy I=Import Paper M=Mfr after S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after s PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW / Engineering PW-037 Traffic Signals PW-038 Traffic Speed Surveys PW-039 Traffic Studies / Traffic Counts PW-040 Transportation Master Plans / Traffic Master Plans PW-041 PW / Ops / Corp Yard / PW-042 Streets Minimum 10 years Minimum 10 years P Yes Minimum 10 years Minimum 10 years P Yes Underground Service Alerts (USA's) 3 years 3 years - Our Locate and Marks Only OPERATIONS / CORPORA'hON YARD / STREETS Aboveground Petroleum Storage Tanks (City Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs 20 years P P Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S Ppr Mag, Mfr, OD, S Ppr Mag, Mfr, OD, Ppr Comments / Reference ettlement or completion). Yes: After Department preference; Drafts QC & ODshould be destroyed; GC §34090 Department preference Yes: After (required every 5 years, but QC & OD can be extended to 7 or 10 years); GC §34090 Yes: After Department preference; GC QC & OD §34090 Yes: After Department preference; Drafts S QC & OD should be destroyed; GC §34090 Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, S Ppr Department Preference Yes: After (required for 3 years); GC QC & OD §§4216.2(f) & 4216.3(d), 60201 Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are Yes: After required to have an integrity QC & OD test every 20 years); EPA recommends that formal test records or reports be retained for the life of the container. GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Vital? Image: Media i I=Import Options M=Mfr S=Scan Destroy Paper after Imaged &. QC'd? li the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a fui/frie folder (e.g. fast document + 2 years), since destruction is norrrrally. performed bire The Folder. HOLDS: t iti atforr, carnpiairtts, O irrrs, pubilt records act requests, audits andior investightobas s ispend normal retention iaeriods (intention resumes after settlement or con-1.090bn). PW / Ops / Corp Yard / Streets PW / Ops / Corp Yard / Streets PW / Ops / Corp Yard / Streets Public Works / Facilities PW / Ops / Corp Yard / Streets PW / Ops / Corp Yard / Streets PW-043 AMID Permits (Generators, etc.) 5 years PW-044 PW-045 PW-057 PW-046 PW-047 Building Inspections Generator Operation Logs (for Fixed / Stationary Generators) / Inspections Generator Operation Logs & Inspections - Portable / Emergency Generators} Hazardous Waste Manifests / Certificates of Disposal Operations & Maintenance Manuals (O&M Manuals) PW / Ops / Corp Yard / PW-048 Pesticide Application Records Streets 2 years 3 years 5 years 5 years Life of Facility or Equipment wPM 5 years 2 years 3 years 5 years P P Life of I Facility or Equipment 2 years 2 years Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 I i Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr S/I yes After 40 CFR 70.6; GC §34090 QC & OD S/I Yes . ter GC §34090 QC & OD S/I Yes- After AQh,1D Rule 1470; GC §34090 QC&OD Yes: AftrrAOMD Rule 1470; Form S/I QC & OD 400-E-13a instructions, GC 34090 S/I Department Preference (test results for hazardous waste Yes: After generators are required for 3 QC & OD years); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.4 0 Yes: After Department Preference; GC I QC & OD 4:34090 et. seq. Department Preference Mag, Yes: After (agricultural pesticide records Mfr, OD, S/I QC & OD are required for 2 years); GC Ppr §26202: 3 CCR 6623, 40 CFR 171.11 et seq. Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of Retention No. Record (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Total Retention Vital? Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd 7 Comments / Reference li the recori5 is not listed here, refer to the Retention for City -Wide Standards € etentiorrs begin when the act is completed, and imply a fts'i Re folder (e.g. last document + 2 years)_ since destruction is normally performed by fil'e folder. HOLDS_ Litigation, complaints, clairrrs, pribl'ic records act requests_ audits anchor investigations suspend normal' retention periods (retention resumes after settlement or completion). PW / Ops / Corp Yard / PW-049 Streets PW / Ops / Corp Yard / Streets PW / Ops / Corp Yard / Streets PW / Ops / Corp Yard / Streets PW / Ops / Corp Yard / Streets PW-050 PW-051 PW-052 PW-053 PW / Ops / Corp Yard / PW-054 Streets Pre -Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks Sidewalk Inspections Used Oil Disposal Vehicle & Equipment Database Vehicle & Equipment History Files Maintenance, Smog Certificates, Registrations Work Orders / Service Requests / Civica - CMMS DATABASE (Computerized Maintenance Management System) 2 years 10 years 3 years Indefinite Disposal of Vehicle or Equipment + 2 years Indefinite Palm Desert, CA. ©1995-2014 Gladwell Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 2 years 10 years 3 years Indefinite Disposal of Vehicle or Equipment + 2 years Indefinite Yes Mag, Mfr, OD, S/I Ppr Mag, Mfr, OD, Ppr Mag, Mfr, OD, Ppr Mag Mag, Mfr, OD, Ppr Mag S/I S/I Yes: After 13 CCR 1234(e); GC §34090 QC & OD Yes: After Department Preference; GC QC & OD §34090 Yes: After 22 CCR 66266.130(c)(5), H&S QC & OD §25250,18(b), 25250.19(a)(3) et seq. Yes: After QC & OD Data Fields / Records are interrelated; GC §34090 Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §340900 Data is interrelated; GC §34090 Revision Adopted: 10/29/2020 Ver. 15.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Office of Record Retention No. (OFR) Records Description Active (in office) Inactive (Records Center) Retention / Disposition Comments / Reference Total Retention Image: Destroy Media I=Import Paper Vital? after Options M=Mfr S=Scan Imaged & If the ream"( la not limed +mire. refer ro Itra Rateralkan far City -Wide SlanctaaJa r- r'iP/e IrIons bmgJn when the act +s corr{r}jetod, end tmply a full fife /oktef ( . g, fiast doc-rnent + ?years. Mire destruaflnn as normafi/y, performed by Irrle ifilaer. HOLDS_ trfigation, Carnpiainr6 c}aans, public cD ords act rrquests, audits andlar orwesllgatlorls susparxi ns+rrrat ror #nttan perlads KrittinliOn resumes dicer settle ant or Cnr1plrgti ). Wartt Orders / Service Requests / PW / Ops / C;v#ea - All Information Entered in When No When No Preliminary drafts (the Corp Yard / PW-055 CMMS Database Longer Longer I Mag Ppr r!alabaee is the original); GC Streets Required Required §34090 rParer Omits! PW /Ops/ Corp Yard / Streets PW-056 Work Orders / Service Requests Civica - NOT entered in CMMS Database (or partial information unrerecl into CMMS Database) (Division providing service retains arlgrriaDivision requesting serwce is considered a copy) 5 years Palm Desert, CA. ©1995-2014 Gladweli Govemmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 5 years Mag, City Preference; CCP §§338 et Mfr, OD, S/I J' It`: seq.,340 et seq., 342; GC QC & OD _," Ppr 'al}91! Revision Adopted: 10/29/2020 Ver. 6.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Retention No. Record Records Description Retention / Disposition Comments / Reference Active Inactive Total (OFR) (In office) (Records Retention Vital? Center) �— - -- Ilf the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed and imply a full file folder e.q. last document + 2 years), since destruction is normally performed by file folder. 7. (HOLDS: Litigation, complaints. claims. public records act requests, audits and/or investif ations sus end normal retention periods (retention resumes after settlement or completion). I RISkMANAGEI b4 Destroy Paper after Imaged & OC'd? Risk - RM-001 Accident Reports -Vehicle 2 years 2 years Manage. Accident Report (City Vehicles) Risk Manage. COPS (Citizens On Patrol) RM-001.1 Unsuccessful or Pending Applicants 3 years 3 years I Risk COPS (Citizens On Patrol) Inactive / inactive! Yes: Before RM-001.2 Applications & Agreements - Separation + Separation + Manage. Separation Successful 3 years 3 years Risk Manage. Risk Manage. Risk Manage. Risk Manage. RM-001.3 COPS General Files RM-002 Insurance Claims Public Safety Commission RM-003 AGENDAS, AGENDA PACKETS RM-004 Public Safety Commission AUDIO RECORDINGS 3 years 2 years Minimum 2 years Image: Media I=Import Options M=Mfr S=Scan Mag, Ppr Ppr Ppr 3 years Yes Mag, Ppr 2 years Mag, Ppr Minimum 2 Mag, Ppr years 2 years 2 years Mag Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Department Preference; GC §34090 Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 34090 Department preference; GC §34090 Department Preference; GC §34090 Department Preference; Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) City preference; State law only requires for 30 days; GC 1 §54953.5(b) Revision Adopted: 10/29/2020 Ver. 6.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2 Office of Record (OFR) Retention No. Records Description Active (in office) Inactive (Records Center) Retention / Disposition Image: Destroy Total Vital? Media I=Import Paper after Retention Options M=Mfr Imaged & S=Scan QC'd? Comments / Reference �If the record is not listed here, refer to the Retention for City -Wide Standards (Retentions beqin when the act is completed, and imply a full file folder few: last document + 2 year, since destruction is normally performed by file folder. MOLDS: Liti Cation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Risk Manage. RM-005 Public Safety Commission MINUTES & BYLAWS P Yes Palm Desert, CA ©1995-2014 Gladwell Govemmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Mag, Mfr, OD, Ppr Notes taken to facilitate the Yes: After 10 writing of the minutes can be destroyed after minutes have years been adopted; GC §34090 et seq. Revision Adopted: 10/29/2020