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RES HA-117
RESOLUTION NO. HA 117 A RESOLUTION OF THE PALM DESERT HOUSING AUTHORITY, ADOPTING THE RECORDS MANAGEMENT POLICY AND RECORDS RETENTION SCHEDULES OF THE CITY OF PALM DESERT THE PALM DESERT HOUSING AUTHORITY HEREBY FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS: SECTION 1. The Records Management Policy and Records Retention Schedules of the City of Palm Desert, attached hereto as Exhibit “A,” are hereby adopted in their entirety. These policies and schedules shall apply to the Palm Desert Housing Authority, except as otherwise preempted by federal, state, or local law. ADOPTED JULY 13, 2023 KATHLEEN KELLY, CHAIRMAN ATTEST: ANTHONY J. MEJIA, SECRETARY I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that Resolution No. HA 117 is a full, true, and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Desert on July 13, 2023, by the following vote: AYES: HARNIK, NESTANDE, QUINTANILLA, TRUBEE, AND KELLY NOES: NONE ABSENT: NONE ABSTAIN: NONE RECUSED: NONE IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Palm Desert, California, on ______________. ANTHONY J. MEJIA CITY CLERK DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 11/2/2023 Resolution No. HA 117 Page 2 EXHIBIT A RECORDS MANAGEMENT POLICY AND RECORDS RETENTION SCHEDULES DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 RECORDS RETENTION SCHEDULE: BOARDS, COMMISSIONS & COMMITTEES Page BC&C-1 Office of Record (OFR) Retention No.Records Description Total Retention 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). BOARDS, COMMISSIONS & COMMITTEES (Used by All Departments who staff an Advisory Body) City Clerk BC&C-001 Applications for Boards, Commissions or Committees - Successful / Active Includes Oath of Office & Appointment Letter Term + 4 years Department preference; GC §34090 City Clerk BC&C-002 Applications for Boards, Commissions or Committees - Unsuccessful 2 years GC §34090 City Clerk BC&C-003 Attendance Lists - Boards, Commissions, or Committees 2 years Preliminary drafts not retained in the ordinary course of business; GC §34090 Staffing Dept.BC&C-004 Boards and Committees: AUDIO OR VIDEO RECORDINGS of Meetings / Audio Recordings & Video Recordings P City preference - Resolution No. 2022-30 ; State law only requires for 30 days for audio, 90 days for video; GC §54953.5(b); GC §§34090.7, 34090 Staffing Dept.BC&C-005 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years All recommendations are presented to the City Council; GC §34090 et seq. (Outside Agency)BC&C-006 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required Non-records - See separate records retention schedule for City Boards, Commissions & Committee. Lead Dept.BC&C-007 Committees Internal - Attended by employees: All Records (e.g. Records Management Committee, In-House Task Forces, etc.) 2 years GC §34090 Staffing Dept.BC&C-008 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS 2 years Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.BC&C-009 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. City Clerk BC&C-010 Committee Membership Database (MS Access)Indefinite Data Fields / Records are interrelated; GC §34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Ver. 3.0 If highlighted the record has not been approved for Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 3.0 RECORDS RETENTION SCHEDULE: BOARDS, COMMISSIONS & COMMITTEES Page BC&C-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk BC&C-011 Committee Rosters / Term Roster / Boards, Commissions and Committees (Maddy Act)2 years GC §34090 City Clerk BC&C-012 Ethics Training / Harassment Prevention Training - Certificates for City Council and Committees and Commissions ONLY 5 years GC §§34090, 53235.2(b), 53237.2(b) Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for Conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY COUNCIL SUPPORT City Clerk CC-000 City Council Correspondence / Mayor's Correspondence 2 years GC §34090 CITY CLERK City Clerk CC-001 Agendas / Agenda Packets / Staff Reports - IMAGED (City Council, Redevelopment, Successor Agency, Oversight Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) P Department Preference; GC §34090 et seq. City Clerk CC-002 Agreements / Contract - ALL - If Imaged, Infrastructure, CIPs, DDAs, OPAs, MOUs, MOAs, PSAs (Purchase & Sale Agreements, if Imaged) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) & Insurance Certificates Examples of Infrastructure: Architects, CIPs (Capital Improvement Projects,) franchise agreements, subdivision improvement agreements, development, Joint Powers, MOUs, retirement, water rights, etc. P 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 City Clerk CC-003 Agreements / Contracts - ALL - Non-Infrastructure that are NOT Imaged (includes Recurring) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) & Insurance Certificates Examples of NON-Infrastructure: PSAs (Purchase & Sale Agreements), Consulting, disposal, City Manager employment contracts, leases, loans, mutual aid, professional services, settlement, services, etc. Completion + 10 years 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 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-009 Bond Official Statements / Transcripts / Certificates of Participations (COPs) See Bank Statements for statement retention. Fully Defeased + 10 years Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; ; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq. City Clerk CC-011 Claim Runs 5 years Department Preference; GC §34090 City Clerk CC-012 Claims (Liability Claims) Final Resolution + 5 years Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5 City Clerk CC-052 Closed Session Materials 10 years Department Preference; GC §34090 City Clerk CC-015 Contract File: Specifications, Unsuccessful Proposals 2 years GC §34090 City Clerk CC-053 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-016 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years City maintains original statements; GC §81009(e)&(g); GC §81009(f)&(g); 2 CCR 18615(d) City Clerk CC-017 FPPC Form 801 (Gift to Agency Report) 7 years Must post on website; FPPC Regulation 18734(c); GC §81009(e) City Clerk CC-018 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Should post on website for 4 years; FPPC Regulation 18734(c); GC §81009(e) City Clerk CC-048 FPPC Form 803 (Behested Payment Report)7 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-049 FPPC Form 804 (Agency Report of New Positions)P FPPC Regulation 18734(c); GC §81009e City Clerk CC-050 FPPC Form 805 (Agency Report of Consultants)P GC §34090; FPPC Regulation 18734(c); GC §81009(e) City Clerk CC-019 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) ELECTIONS - CONSOLIDATED City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not P For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-021 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-021.1 Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 City Clerk CC-022 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies)4 years Paper must be retained for at least 2 years; GC §81009(b)(g) City Clerk CC-023 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled)7 years Paper must be retained for at least 2 years; GC §81009(c)(g) City Clerk CC-024 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications for Vacancies on the Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.) 2 years GC §34090 City Clerk CC-025 Candidate File: Nomination Papers - SUCCESSFUL CANDIDATES Term of Office + 4 years Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-026 Candidate File: Nomination Papers - UNSUCCESSFUL CANDIDATES Election + 4 years Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months or Final Examination if No Election + 1 year after petition examination if petition is insufficient 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 City Clerk CC-028 Prop. 218 Fees & Charges: Ballots and/or protest letters 2 years GC §53753(e)(2) City Clerk CC-029 Prop. 218 Fees & Charges: Undeliverable Mail 3 months Transitory records not retained in the ordinary course of business; GC §34090 (End of Elections Section) City Clerk CC-051 Enterprise System Catalogue (posted on line)2 years GC §34090 (SB 272) City Clerk CC-031 Grand Jury Reports (Pertaining to City Operations)5 years Department preference (matches the retention of the Grand Jury); GC §34090 City Clerk CC-032 Historical Records & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.)P City Clerk determines historical significance; records can address a variety of subjects and media. Some media may be limited because of the media's life expectancy; GC §34090 City Clerk CC-035 Insurance Certificates (where they cannot be matched to an agreement)11 years Department preference to cover all statute of limitations; CCP §337 et. seq., GC §34090 City Clerk CC-036 Minutes (City Council, Redevelopment, Successor Agency, Oversight Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) P GC §34090 City Clerk CC-037 Municipal Code Administration, Distribution, etc. When No Longer Required Preliminary drafts not retained in the ordinary course of business; GC §34090 City Clerk CC-038 Municipal Code and History File (always retain 1 supplement)P GC §34090 City Clerk CC-039 Ordinances (City Council)P GC §34090 et. seq. 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-040 Proclamations / Commendations / Memoriums / Recognitions / Resolutions of Appreciation, etc.2 years GC §34090 City Clerk CC-041 Proof of Publication / Public Notices / Certificate of Posting / Legal Advertising (Usually kept with Project Files) 2 years Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 City Clerk CC-042 Real Property - Records that Affect the Title to Real Property (Deeds, Easements, Liens, Right-of-Ways, etc.)P GC §34090 City Clerk CC-043 Recordings of City Council Meetings - Audio or Video Recordings P Council Policy (Resolution 2022-30); State law only requires for 30 days for Audio recordings; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 GC §54953.5(b) City Clerk CC-045 Records Retention Schedules / Amendments to Records Retention Schedules / Records Destruction Authorizations (Resolutions) P GC §34090 et. seq. City Clerk CC-045.1 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.)10 years EC §21608(g); GC §34090 City Clerk / Lead Dept.CC-046 Request for Public Records 2 years GC §34090 City Clerk CC-047 Resolutions (City Council, Redevelopment, Successor Agency, Oversight Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) P GC §34090 et. seq. City Clerk CC-054 Secretary of State Statement of Facts / Registry of Public Agencies 2 years GC §34090 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-001 City Manager Correspondence (Interoffice, Citizens, Legislative Positions, Organizations, etc.)2 years GC §34090 City Manager CM-002 COPS (Citizens On Patrol) Unsuccessful or Pending Applicants 3 years 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, 12960, 34090 City Manager CM-003 COPS (Citizens On Patrol) Applications & Agreements - Successful Inactive / Separation + 3 years 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, 12960, 34090 City Manager CM-004 COPS General Files 3 years Department preference; GC §34090 City Manager / Lead Dept. CM-005 Projects, Programs, Department Files, Events, Subject & Issues (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.)2 years GC §34090 City Manager CM-010 Speech Notes / PowerPoint Presentations When No Longer Required Notes, drafts, or preliminary documents; GC §34090 et seq. Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY WIDE (Used by All Departments) Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES / ORIGINAL CONTRACTS Not Approved by the City Council (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, RFP, etc.) Completion + 10 years 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 Lead Dept.CW-008 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.) Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A- 133; GC §34090, GC §8546.7 Lead Dept.CW-009 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years The RFP / RFQ and the successful proposal becomes part of the agreement or contract (City Clerk is OFR); GC §34090 Lead Dept.CW-019 City Attorney Opinions 2 years Department Preference; GC §34090 Lead (Responding) Dept. CW-022 Complaints / Concerns from Citizens Computer Tracking Software or Correspondence 2 years 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 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.) 2 years GC §34090 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No.Records Description Total Retention 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). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive (does not pertain to City business), or NOT made or retained for the purpose of preserving the informational content for future reference (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, staff videoconference chats, notes and recordings, stop work notices, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other public agencies, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required 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 Lead Dept.CW-028 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required 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) Dept. that Authors Document or Receives the City's Original Document CW-063 e-mail 5 years City preference; pursuant to City Ordinance No. 1234; GC §34090 Lead Dept.CW-029 Facility Use Applications / Facility Use Permits 2 years GC §34090 Lead Dept.CW-030 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-031 Grants (UNSUCCESSFUL Applications, Correspondence)2 years GC §34090 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No.Records Description Total Retention 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). Lead Dept.CW-032 Grants / CDBG / FEMA Claims / 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 After Funding Agency Audit, if required - 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A- 133; GC §34090; GC §8546.7 Lead Dept.CW-035 Leave Requests / Vacation Requests 1 year City Preference; Preliminary draft / transitory record; GC §34090, GC §6252 Lead Dept.CW-036 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) 30 years 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 Lead Dept.CW-039 Newspaper Clippings When No Longer Required Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept.CW-040 Notices: Public Hearing Notices and Proofs of Publications Project Approval + 2 years Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Human Resources CW-042 Personnel Files Send to Human Resources Upon Separation or Transfer Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept.CW-043 Personnel Files (Supervisor's Notes) When No Longer Required Preliminary drafts; Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-044 Personnel Work Schedules 2 years GC §34090 Lead Dept.CW-045 Public Relations / Press Releases 2 years GC §34090 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No.Records Description Total Retention 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). Lead Dept. (Who Ordered the Appraisal) CW-046 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-047 Real Estate Appraisal Reports: Purchased Property, Funded Loans 5 years Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(a); 29 CFR 97.42, GC §34090 CW-048 Reference Materials: Brochures, Manuals, Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Non-Records Lead Dept.CW-049 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department 2 years Statewide guidelines propose superseded + 2 or 5 years; GC §34090 Lead Dept.CW-050 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OTHER Departments When Superseded Copies; GC §34090.7 Lead Dept.CW-052 Reports and Studies (Historically significant - e.g., Zoning Studies)P Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-053 Reports and Studies (other than Historically significant reports - e.g. ADA Reports, Annual Reports)10 years Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 Lead Dept.CW-055 Special Projects / Subject Files / Issue Files 2 years Department Preference; GC §34090 et seq. Lead Dept.CW-056 Subject / Reference Files: Subjects other than Specifically Mentioned in Retention Schedules 2 years Department Preference; GC §34090 et seq. Lead Dept.CW-057 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years GC §34090 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR) Retention No.Records Description Total Retention 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). Lead Dept.CW-060 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety training; Tailgate Training Meetings)) 7 years 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)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Lead Dept.CW-061 Volunteer / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years 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, 12960, 34090 Lead Dept.CW-062 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years 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, 12960, 34090 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 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record.DocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).BUILDING & SAFETYBuilding & SafetyBLD-001Building Permit Database IndefiniteDepartment Preference - Data is interrelated; GC §34090, H&S §19850Building & SafetyBLD-002 Building Permits / Address Files P Statewide guidelines propose permanent; GC §34090, H&S §19850Building & SafetyBLD-003 Building Plans - Expired or WithdrawnWhen No Longer RequiredDepartment preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090Building & SafetyBLD-004Building Plans and Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCESPDepartment preference; Law does not require plans to be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090Building & SafetyBLD-005Building Plans and Construction Documents - Finalled - 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.)PDepartment 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 Building & SafetyBLD-006 Certificates of Occupancy P Department Preference; GC §34090Building & SafetyBLD-007Complaints (Written, during Construction & Inspection - Not Code Enforcement)2 years GC §34090Building & SafetyBLD-008Construction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.)Until Cleared or Project CompletionThe finalled permit is the final / official record; these are preliminary drafts; GC §34090Building & SafetyBLD-011Reports: Building Activity10 yearsDepartment preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.Building & SafetyBLD-013Requests & Permissions to Receive Copies of Plans (to and from Architects)2 years GC §34090 et seq.Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Building & SafetyBLD-014 Uniform Building Codes / California Building CodeUntil SupersededGC §50022.6Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions 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).CODE COMPLIANCECode ComplianceCE-001 Abandoned Vehicle Abatement Reports 5 years Department preference; GC §34090Code ComplianceCE-002 Animal Hearing Determinations / Findings 2 years Department preference; GC §34090Code ComplianceCE-009Business Licenses - Regulatory Licenses, Home Occupation Permits, Massage, Short Term Rental, etc.PDepartment preference for historical and zoning (planning) purposes; GC §34090Code ComplianceCE-010Business Licenses - Revenue Licenses5 years Department preference; meets auditing standards; GC §34090Code ComplianceCE-003Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) PDepartment preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090Code ComplianceCE-004 DMV Forms 2 years GC §34090Code ComplianceCE-005 Liens P GC §34090(a)Code ComplianceCE-006Notice to Appear / Administrative Citations / Hearings (Includes Short Term Rentals Administrative Citations)5 years Department preference; GC §34090Code ComplianceCE-007 Parking Citations 2 years GC §34090Code ComplianceCE-008 Tow Forms 2 years GC §34090LAND DEVELOPMENT / ENGINEERINGLand Development / EngineeringLD-001 Benchmarks P Department Preference; GC §34090Land Development / EngineeringLD-002Bonds: Subdivision Bonds / Performance Bonds / Letters of CreditRelease of BondSecurities (Performance Bonds, Letters of Credit, CD's, etc.) are released; GC §34090Land Development / EngineeringLD-003Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps - Developer-Built ProjectsPDrafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-4Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions 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).Land Development / EngineeringLD-004Geotechnical Reports / Soils Reports / Hydrology Reports (Authored by the City or their contractors for Developer-Built Projects)P Department Preference; GC §34090Land Development / EngineeringLD-005Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed)15 years Department Preference; GC §34090Land Development / EngineeringLD-006 Grading Plans P Department Preference; GC §34090Land Development / EngineeringLD-007 Landscape Plans / As-Builts - Commercial / HOAsP Department preference; GC §34090Land Development / EngineeringLD-008 Landscape Plans / As-Builts - Residential2 years GC §34090Land Development / EngineeringLD-009 Plan ChecksWhen No Longer RequiredPreliminary drafts; GC §34090 et seq.Land Development / EngineeringLD-010Private Development Projects / Job Files: Administration FileConstruction Inspections, Photos, Private Lab Verifications, Testing Lab Final ReportsCompletion + 10 years Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090Land Development / EngineeringLD-011Private Development Projects / Job Files: Permanent FilesDrainage, Driveway, Encroachments, Grading Plans, Rights of Way, Stormwater, etc.Dedications, Easements, Abandonments (City Clerk is OFR)PDepartment preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions 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).PLANNINGPlanning PL-001Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting2 yearsBrown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO P Land Records; GC §34090Planning PL-009 Census, DemographicsWhen No Longer Required(Non-Records - Census Bureau is OFR; GC §34090 et seq.Planning PL-022Development Services Meetings (Employees only)ALL Records2 years GC §34090)Planning PL-010.1Environmental Determinations: CEQA Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence & Staff Notes submitted to, or transferred from the agency, and all internal agency communications, including staff notes related to a non-exempt CEQA actionProject Approval or Denial + 180 days Completion of CEQA ProcessNot all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090Planning PL-010Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundariesPUsually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090Planning PL-011Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Outside City boundariesWhen No Longer RequiredNon-records; EIRs and Negative Declarations within the City Boundaries are with the project filePlanning PL-012 General Plan, Elements and Amendments P GC §34090Planning PL-012.1Geotechnical Reports / Soils Reports / Hydrology Reports (Authored by Applicants / Developers)P Department Preference; GC §34090Planning PL-013 Master Plans, Specific Plans, Bikeway Plans, etc. P Department Preference; GC §34090Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-6Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Planning PL-017Planning Project Files - Approved & Unapproved Temporary Entitlements: Entertainment Permits, Going Out of Business Permits, Sign Permits (Banners/Temporary Signs), Temporary Use Permits (Christmas Tree Lots, Pumpkin Lots, Produce Stands), RV Permits, Special Events, etc. etc.2 yearsTemporary uses; Department maintains complete files for administrative purposes; GC §34090Planning PL-019Planning 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.PDepartment preferences; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7Planning PL-018Planning 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. PDepartment preferences; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7Planning PL-020 Preliminary Review FileWhen No Longer RequiredDepartment preference; Preliminary Documents (no application submitted); GC §34090Planning PL-023 Special Studies P Department Preference; GC §34090Planning PL-024 Zoning Maps Pre-GIS (Mylar only) PDepartment Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-7Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change P Department Preference (copies); GC §34090.7Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 13.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of Record (OFR) Retention No.Records Description Total Retention 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). ECONOMIC DEVELOPMENT Economic Develop.ED-001 Economic Development where Redevelopment was the Lead (Projects will vary over time - e.g. Proposed Hotels, etc.)2 years Department preference; GC §34090 Economic Develop.ED-002 Energy Management Grants or Loans / Lien Releases (Hot Water Heaters, Pool Pumps, Roof Coating, Solar Energy, etc.) Loan Payoff or Forgiveness + 5 years Department preference (funded by General Fund); GC §34090 Economic Develop.ED-003 Energy Management Programs (Hot Water Heaters, Pool Pumps, Roof Coating, Solar Energy, etc.)2 years Department preference; GC §34090 Economic Develop.ED-004 Façade Enhancement Program Loan Payoff or Forgiveness + 5 years Department preference (funded by General Fund); GC §34090 Economic Develop.ED-005 Marketing Programs 2 years Department preference; GC §34090 Economic Develop.ED-006 Property Management / Tenant Improvements, etc. Life of the Lease + 5 years Department Preference (meets municipal government auditing standards); GC §34090 Economic Develop.ED-007 Redevelopment Plans & Associated Environmental Reports P Department Preference; GC §34090 Economic Develop.ED-008 Redevelopment Project Files & Project Plans (Includes Environmental Assessments)P Department Preference; GC §34090 Economic Develop.ED-009 Relocation Files Where Redevelopment was the Lead Settle + 5 years Consistent with Claims; CCP §§ 337 et seq.; 34090, 34090.6; PC §832.5 Economic Develop.ED-010 Site Clearance / Soils Remediation / Mitigation P Department preference; GC §34090 PUBLIC AFFAIRS Lead Depart.PAF-001 Brochures, Flyers Graphics, PowerPoint Presentations When No Longer Request The customer (Lead Department) is responsible for retaining the final record for its retention period; GC §34090 Public Affairs PAF-002 Newsletters to Employees or City Council 2 years GC §34090 Public Affairs PAF-003 Public Relations / Press Releases / Community Newsletter 2 years GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 13.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC ART Public Art PART-001 Public Art Approvals & Locations, Including Insurance & Releases Exhibit End + 2 years Department preference; GC §34090 Public Art PART-002 Public Art Guidelines P Department preference; GC §34090 Public Art PART-003 Public Art Inventory Indefinite Department preference; GC §34090 Public Art PART-004 Release Forms / Exhibit Waivers / Insurance / Releases (Artists / Exhibitor's) Exhibit End + 2 years GC §34090 SPECIAL PROGRAMS Special Programs SP-001 Household Hazardous Waste Events (HHW)10 years Department Preference; GC §34090; 14 CCR 18812.4 Special Programs SP-002 Landscape Rebate Program 5 years Department Preference (meets auditing standards); GC §34090 Special Programs SP-003 Solid Waste & Recycling Grants (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 After Funding Agency Audit, if required - 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.333; 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 Special Programs SP-004 Solid Waste and Recycling General Files, Disposal Tracking Reports, Correspondence, etc.2 years GC §34090 Special Programs SP-005 Solid Waste and Recycling Reports and Compliance (AB 939, 303, etc.) SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years Department preference; SB 1383 compliance is required for 5 years; Low- Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 Special Programs SP-006 Special Event Permits 2 years GC §34090 Lead Dept.SP-007 Special Projects / Subject Files / Issue Files 2 years Department Preference; GC §34090 et seq. Special Programs SP-008 Waste Hauler Reports 10 years Department Preference; GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No.Records Description Total Retention 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 / ADMINISTRATION Finance / Admin.FN-001 Assessment Districts / Community Facilities Districts, etc. - Financial Records / Assessor Rolls / Annual Engineers Reports 5 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Admin.FN-002 Assessment Districts / Community Facilities Districts, etc. - Initial Engineer's Report P Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Admin.FN-003 Audit Reports / Annual Comprehensive Financial Report (ACFR) and related Audit Opinions P Department Preference (copies); GC §34090.7 Finance / Admin.FN-004 Audit Work Papers 5 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Admin.FN-005 Budgets - Adopted / Final P Department Preference; Must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance / Admin.FN-006 Budgets - Preliminary, Backup Documents 2 years Preliminary drafts; GC §34090 Finance / Admin.FN-007 Fixed Assets 5 years Department Preference (meets municipal government auditing standards); GC §34090 Finance / Admin.FN-008 Single Audits / Transportation Audits / PERS Audit, etc.P Department Preference (meets municipal government auditing standards); GC §34090 FINANCE / CDBG Finance / CDBG FN-009 CDBG Projects / Subrecipient Grants (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 After Funding Agency Audit, if required - Minimum 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.333; 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 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / GENERAL ACCOUNTING Finance / General Accounting FN-014 1096’s / 1099’s 5 years 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 Finance / General Accounting FN-015 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 5 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / General Accounting FN-016 Accounts Receivable / Revenue - Transient Occupancy Tax (TOT), Damage to Public Property, Invoices to Outside Entities, etc.5 years Department preference; Meets auditing standards; GC §34090 et seq. Finance / General Accounting FN-017 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 7 years Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001-1 Finance / General Accounting FN-018 Bankruptcies - NOT pursued / Notice of Trustee Sale When No Longer Required Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance / General Accounting FN-019 Bankruptcies - Where a claim is filed 5 years Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / General Accounting FN-021 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Treasurers Receipts (TRs)5 years Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001-1 Finance / General Accounting FN-022 Checks / Warrant Register Report (issued)10 years Department Preference; GC §34090 Finance / General Accounting FN-023 Checks / Warrants (Cashed / Deposited) for AP and AR 5 years Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Finance / General Accounting FN-024 Escheat (Unclaimed money / uncashed checks)4 years Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FN-025 Financial Services Database (HTE SunGard One Solution)Indefinite Data Fields / Records are interrelated; GC §34090 Finance / General Accounting FN-026 Investment Reports / Treasurer's Reports 5 years Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FN-027 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years 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 Finance / General Accounting FN-028 Journal Entries / Journal Vouchers 5 years Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Finance / General Accounting FN-029 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required Department preference (Financial System qualifies as a trusted system); GC §34090 Finance / General Accounting FN-030 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation 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 Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FN-031 Trust Accounts / Deposits Close + 5 years Department Preference; (meets municipal government auditing standards); GC §34090 Finance / General Accounting FN-032 Vehicle Titles ("Pink Slips")Sale or Disposal Department Preference; GC §34090 Finance / General Accounting FN-032.1 W-9's Vendor Inactive + 3 years Meets IRS auditing standards; GC §34090 FINANCE / PAYROLL Finance / Payroll FN-033 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Department Preference; Retained to match other auditing periods; GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FN-034 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FN-042 Deferred Compensation - Employee Files (Applications, Changes, Termination of Contributions, Rollover or Opt-Out) Separation + 6 years Department preference (consistent with Personnel Files); GC §34090 Finance / Payroll FN-035 Deferred Compensation (City Statements)5 years 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 Finance / Payroll FN-043 Garnishments Satisfied + 5 years, or Separation of Employee GC §34090; 26 CFR 31.6001.1 Finance / Payroll FN-036 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.)5 years Department preference; GC §34090 Finance / Payroll FN-037 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards / Payroll Changes 5 years Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 -10 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance / Payroll FN-038 W-2's 5 years Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 & 516.6(c); 29 USC 436, GC §34090 Finance / Payroll FN-039 W-4's No Longer in Effect + 4 years Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-1 Office of Record (OFR) Retention No.Records Description Total Retention 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). HOUSING Housing Commission Records Housing HS-007.1 Housing Commission RESOLUTIONS P Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Housing Loan Programs Housing HS-001 Bankruptcies - Housing Loans - NOT pursued When No Longer Required Preliminary drafts not retained in the ordinary course of business; GC §34090 Housing HS-002 Bankruptcies - Housing Loans - Where a claim is filed 7 years Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Housing HS-003 Concerns / Correspondence 2 years 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 Housing HS-004 Foreclosure Notifications 5 years Department preference; GC §34090 Housing HS-008 Housing Programs / Property Files: Affordable Housing Projects, Rehabilitation, Home Improvement, CDBG-funded Housing Projects, etc. WITH a Recapture / Resale Restriction Deeds are sent to City Clerk 5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 Housing HS-009 Housing Programs / Property Files: Affordable Housing Projects, Rehabilitation, Home Improvement, CDBG-funded Housing Projects, etc. WITHOUT a Recapture / Resale Restriction Deeds and Insurance are sent to City Clerk Loan Pay-off + 5 years HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-2 Office of Record (OFR) Retention No.Records Description Total Retention 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). Housing HS-010 Loan Applications Rejected (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.)6 years Federal regulations require 6 years for all applications whether approved or denied; GC §34090 Housing Rental Programs (not Section 8 Housing) Police or Sherriff HS-019 Applications (Tenant / Participant) – Criminal Conviction Records/Sex Offender Registry - DENIED For Public Housing or Subsidy Assistance, Unsubsidized Residential Housing Expiration of Challenge Period, or Final Disposition of Challenge Department preference to comply with HUD requirements; GC §34090.7 Police or Sherriff HS-020 Applications (Tenant / Participant) – Criminal Conviction Records/Sex Offender Registry - ELIGIBLE For Public Housing or Subsidy Assistance, Unsubsidized Residential Housing When Applicant is Housed Department preference to comply with HUD requirements; GC §34090.7 Housing HS-021 Applications (Tenant / Participant) – Ineligible Due to Debt Owed and/or Adverse Action For Public Housing or Subsidy Assistance, Unsubsidized Residential Housing 10 years after application withdrawn or applicant determined ineligible and expiration of appeal period and conclusion of appeal, if filed Department Preference, consistent with Administrative Plan Policy and Guidelines and Source Funding Program; GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-3 Office of Record (OFR) Retention No.Records Description Total Retention 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). Housing HS-022 Applications (Tenant / Participant) – Ineligible or Withdrawn For Public Housing or Subsidy Assistance Records relating to the application process for public housing or subsidy assistance where the applicant is determined to be ineligible, or where the application is withdrawn by the applicant. Also includes applicants for unsubsidized residential housing provided by the agency. Includes, but is not limited to: Application (and supporting data); Social Security Number disclosure consent, documentation, verification, discrepancy, investigation and resolution; Eligibility verification documentation (consent forms, wage & claim information, etc.); Correspondence and notifications to applicant; Racial, ethnic, gender, and place of previous residency data; Applicant appeal/hearing records. 3 years after application withdrawn or cancelled or applicant determined ineligible and expiration of appeal period and conclusion of appeal, if filed Department Preference, consistent with Administrative Plan Policy and Guidelines and Source Funding Program; GC §34090; 24 CFR 92.508(a)&(c) Housing HS-023 Housing Database Indefinite - 3 years Department preference; GC §34090 Housing HS-011 Property Management Reports 10 years Department Preference; GC §34090 Housing HS-025 Reasonable Accommodation Requests - MEDICALLY SENSITIVE INFORMATION - DENIED Expiration of Appeal Period, or Final Disposition of Appeal HUD Notice PIH 2010-26; Joint Statement on Reasonable Accommodations under the Fair Housing Act (issued by HUD and the Department of Justice on May 17, 2004) GC §34090 Housing HS-026 Reasonable Accommodation Requests - MEDICALLY SENSITIVE INFORMATION - APPROVED 3 years after Determination HUD Notice PIH 2010-26; Joint Statement on Reasonable Accommodations under the Fair Housing Act (issued by HUD and the Department of Justice on May 17, 2004) GC §34090 Housing HS-027 Rents - Rate Setting 4 years Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34090 Housing HS-028 Reporting (Applicant / Tenant / Participant-Specific) 4 years Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34090 Housing HS-029 Service Requests (by Tenant)2 years GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-4 Office of Record (OFR) Retention No.Records Description Total Retention 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). Housing HS-030 Tenant / Participant Files - Clients Records include, but are not limited to: Application (and supporting data) from the household and household members; Eligibility verification documentation (consent forms, wage & claim information, Social Security Number, etc.); Household income / composition re-certification re- examinations; Executed Lease Basis for determining (reasonable) rent pursuant; Move-in/move-out inspection reports; Disposition of tenant/participant personal property; Termination of lease / subsidy assistance; Grievance / informal hearing procedures; Correspondence with tenants /participants (including notifications, complaints and responses, notices of entry of dwelling unit during tenancy, etc.). 5 years after termination of lease or subsidy, whichever is later and expiration of appeal period and conclusion of appeal, if filed Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34090; 24 CFR 92.508(a)&(c) Housing HS-031 Tenant Files - Income Verification, 50058s, Verifications Only 3 years Department Preference (consistent with Section 8 requirements, even though the City does not provide Section 8 Housing); GC §34090 Housing HS-032 Waiting List 2 years GC §34090 Housing Rent Review Housing HS-013 Mobile Home Rent Control (Ordinances, regulations, etc.)P Department Preference; GC §34090 Housing HS-014 Mobile Home Rent Control General Files 2 years Department preference; GC §34090 Housing HS-015 Mobile Home Rent Control History and Registration Files (Files separated by park)P Department Preference; GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-022 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form)4 years Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC § 34090 Human Resources HR-001 CalPERS Benefit Administration (Includes contract amendment, actuarial reports, service credit reports, annual employee listing, etc.) 6 years 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, 12960, 34090 Human Resources HR-002 CalPERS Enrollment / Termination Forms P Department Preference; GC § 34090 Human Resources HR-003 CalPERS Reports - Annual Employer Statements 5 years Department Preference; Retained to match other auditing periods; GC §34090 Human Resources HR-004 Classification / Reorganization Studies (for employee classifications and department structures) 3 years Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-005 Classification Specifications 3 years Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human Resources HR-005.1 COVID-19 Notifications to Employees 3 years LC §6409.6(k), GC §34090 Human Resources HR-006 Compensation Surveys & Studies 3 years Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-007 Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 3 years All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 11013©; GC §§12946, 34090 Human Resources HR-008 DMV Pull Notices When Superseded or Separated Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives)5 years D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 12960, 34090, 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq.; 49 CFR 653.71 Human Resources HR-010 EEO-4 Reports and records required to generate EEO-4 report (Self- Identification Form, etc.)3 years 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090 Human Resources HR-023 Employee Fidelity Bonds P Department Preference; GC §34090 Human Resources HR-011 Hearing Tests 30 years Department preference; GC §34090 Human Resources HR-012 I-9s Separation + 3 years Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human Resources HR-013 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 10 years Department Preference; GC §34090 Human Resources HR-014 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years 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 Human Resources HR-015 Personnel Files - Employees Includes Oaths of Office and Disaster Service Workers Oaths, Training Certificates, including Ethics and Harassment Prevention Training Separation + 6 years Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.14, 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; 29 USC 1113; GC §3105; LC §1198.5 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-016 Personnel Files - Medical File (all employees) Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090; LC §1198.5 Human Resources HR-024 Recruitment Database (NeoGov)4 years Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14;.2 CCR 11013(c); GC §§12946, 12960, 34090 Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications (Unsuccessful); Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 4 years State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c), GC §§12946, 12960, 34090 Human Resources HR-019 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.)3 years Department preference; GC §34090 Human Resources HR-020 Workers Compensation Claim Runs 5 years Meets auditing standards; GC §34090 Human Resources HR-021 Workers Compensation Claims Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Department preference; Claims can be made for 30 years for toxic substance exposure; Claims are required for five years after the end of 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, 12960, 34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 16.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record (OFR) Retention No.Records Description Total Retention 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). INFORMATION TECHNOLOGY Information Technology IT-001 Backups - Daily When No Longer Required 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. Information Technology IT-002 Backups - Weekly / Monthly When No Longer Required 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. Information Technology IT-003 Inventory, Information Systems When No Longer Required Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-004 Network Configuration Maps & Plans When No Longer Required Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-005 WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P 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.. Information Technology IT-006 Video Recordings - Surveillance Recordings - Public Areas (Council Chambers, Parking Lots, etc.) 1 year + 1 day Per City Policy (Resolution 2017-75); Does not record regular ongoing operations of the City; GC §34090.6(a) Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Record (OFR) Retention No.Records Description Total Retention 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). PW / CIP (CAPITAL IMPROVEMENT PROJECTS) & O&M CIP / INSPECTIONS CIP PW-001.1 ADA Request Forms (Americans with Disability Act)2 years GC §34090 CIP PW-001.2 ADA Request Studies or Reports (Americans with Disability Act)10 years Department preference; GC §34090 CIP PW-002 Aerial Maps / Photographs - Analog or Digital & Index to Aerials When No Longer Required Department Preference; GC §34090 CIP PW-003 Assessment District / Community Facilities Districts / Maintenance District / Landscape & Lighting / Street Improvement District Projects / Underground Utility Districts (FORMATION, BOUNDARIES, ENGINEERS REPORTS, MAPS) P Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7 CIP PW-005 Capital Improvement Projects (CIP): Administration File Project Administration, 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. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 CIP PW-006 Capital Improvement Projects (CIP): Permanent File Plans, Specifications & Addenda, EIRs, Negative Declarations, Categorical Exemptions, Daily Inspections, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Photos, RFIs, Soils Reports, Studies, Submittals, Surveys, etc. P Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Lead Dept.PW-007 Correspondence - Regulatory Agencies 10 years Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 CIP PW-009 Design & Construction Standards P Department Preference; GC §34090 CIP PW-010 Capital Improvement Project "As-Builts" - City-Built Projects P Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record (OFR) Retention No.Records Description Total Retention 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). CIP PW-011 Encroachment Permits - Permanent Encroachments, Rights of Ways P Department Preference; GC §34090 CIP PW-012 Encroachment Permits -Temporary Construction, Street Permits, Sidewalk Repairs, Traffic Control, Utility Cuts etc. 2 years Department Preference (the warrantee period for work done is 5 years); GC §34090 CIP PW-013 Encroachment Permits: Temporary (Pool Drain, Debris Boxes, Wide Load, Transportation Permits, etc.) 3 years Department Preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. CIP PW-015 Engineering Studies / Surveys (City Built Projects)P Department Preference; GC §34090 CIP PW-016 Geotechnical Reports / Soils Reports / Hydrology Reports (Authored by the City or their contractors for City-Built Projects) P Department Preference; GC §34090 CIP PW-019 NPDES Monitoring and Inspections - Stormwater 3 years Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. CIP PW-020 NPDES Permits - Stormwater Superseded + 3 years Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. CIP PW-025 Rights of Entry P Department preference; GC §34090 et seq. CIP PW-026 Survey Field Books (Authored by the City)P Department preference; GC §34090 et seq. CIP PW-027 Use of Facilities Permits 2 years GC §34090 et seq. PW / OPERATIONS / CORPORATION YARD / STREETS Ops / Corp Yard / Streets PW-042 Aboveground Petroleum Storage Tanks (City Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs P Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); EPA recommends that formal test records or reports be retained for the life of the container. GC §34090 Ops / Corp Yard / Streets PW-043 AQMD Permits (Generators, etc.)5 years 40 CFR 70.6; GC §34090 Ops / Corp Yard / Streets PW-044 Building Inspections 2 years GC §34090 Ops / Corp Yard / Streets PW-057 Generator Operation Logs & Inspections - Portable / Emergency Generators)5 years AQMD Rule 1470; Form 400–E–13a instructions, GC §34090 Ops / Corp Yard / Streets PW-045 Generator Operation Logs (for Fixed / Stationary Generators) / Inspections 3 years AQMD Rule 1470; GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record (OFR) Retention No.Records Description Total Retention 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). Ops / Corp Yard / Streets PW-046 Hazardous Waste Manifests / Certificates of Disposal P Department Preference (test results for hazardous waste generators are required for 3 years); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Ops / Corp Yard / Streets PW-047 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Department Preference; GC §34090 et. seq. Ops / Corp Yard / Streets PW-048 Pesticide Application Records 2 years Department Preference (agricultural pesticide records are required for 2 years); GC §26202; 3 CCR 6623 Ops / Corp Yard / Streets PW-049 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 13 CCR 1234(c); GC §34090 Ops / Corp Yard / Streets PW-049.1 Safety Meeting Topic, Sign-in, Minutes 7 years Department preference; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Ops / Corp Yard / Streets PW-050 Sidewalk Inspections 10 years Department Preference; GC §34090 Ops / Corp Yard / Streets PW-051 Used Oil Disposal 3 years 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Ops / Corp Yard / Streets PW-052 Vehicle & Equipment Database Indefinite Data Fields / Records are interrelated; GC §34090 Ops / Corp Yard / Streets PW-053 Vehicle & Equipment History Files Maintenance, Smog Certificates, Registrations Disposal of Vehicle or Equipment + 2 years 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 Ops / Corp Yard / Streets PW-054 Work Orders / Service Requests / Civica - CMMS DATABASE (Computerized Maintenance Management System) Indefinite Data is interrelated; GC §34090 Ops / Corp Yard / Streets PW-055 Work Orders / Service Requests / Civica - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Preliminary drafts (the database is the original); GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record (OFR) Retention No.Records Description Total Retention 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). Ops / Corp Yard / Streets PW-056 Work Orders / Service Requests Civica - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years City Preference; CCP §§338 et seq., 340 et seq., 342; GC §34090 PW / LANDSCAPE Landscape PW-059 Community Gardens Agreements Expiration + 2 years GC §34090 Landscape PW-060 Community Gardens General Files 2 years GC §34090 Landscape PW-030 Tree Keeper Database Indefinite Data Fields / Records are interrelated; GC §34090 PW / TRAFFIC & TRANSPORTATION ENGINEERING Traffic & Transportation Engineering PW-034 Street Closures P Department Preference; GC §34090 Traffic & Transportation Engineering PW-035 Studies - Transportation 10 years Drafts / source records entered into database and not retained in the ordinary course of business; GC §34090 Traffic & Transportation Engineering PW-036 SWITRS - Statewide Integrated Traffic Records System When No Longer Required Non-Records (Sheriff) Traffic & Transportation Engineering PW-037 Traffic Signals P Department preference; Drafts should be destroyed; GC §34090 Traffic & Transportation Engineering PW-038 Traffic Speed Surveys 10 years Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Traffic & Transportation Engineering PW-039 Traffic Studies / Traffic Counts 10 years Department preference; GC §34090 Traffic & Transportation Engineering PW-040 Transportation Master Plans / Traffic Master Plans P Department preference; Drafts should be destroyed; GC §34090 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record (OFR) Retention No.Records Description Total Retention 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). Traffic & Transportation Engineering PW-041 Underground Service Alerts (USA's) / Dig Alerts - Our Locate and Marks Only 3 years Department Preference (required for 3 years); GC §§4216.2(f) & 4216.3(d), 60201 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 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8 Ver. 14.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Record (OFR) Retention No.Records Description Total Retention 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). RISK MANAGEMENT Risk Manage. RM-001 Accident Reports - Vehicle Accident Report (City Vehicles)2 years Department Preference; GC §34090 Risk Manage. RM-002 Insurance Claims 2 years Department Preference; GC §34090 Risk Manage. RM-003 Insurance Policies (City-owned) - Auto, Fire Expiration + 2 years Department Preference; GC §34090 Risk Manage. RM-004 Insurance Policies (City-owned) - General Liability, Property P Department Preference; GC §34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic RecordDocuSign Envelope ID: AC66F89B-25A7-4310-9713-62D9E7EB13C8