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HomeMy WebLinkAboutRES CC 2024 4256 2024 0619 RESOLUTION NO. 2024-4256 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Moorpark ("City"); and WHEREAS, Section 34090 et seq. of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the City previously considered and adopted a Records Retention Schedule at the City Council meeting of June 19, 1996, under Agenda Item 7.1 ("1996 Records Retention Schedule"); and WHEREAS, the City Council desires to repeal the 1996 Records Retention Schedule and adopt a new Records Retention Schedule in accordance with Government Code Section 34090 et seq. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES RESOLVE AS FOLLOWS: SECTION 1. The previously adopted 1996 Records Retention Schedule is hereby repealed. SECTION 2. The Records Retention Schedule, attached hereto as Exhibit "A", is hereby adopted as the records retention schedule for the City. The records of the City shall be retained as set forth in the Records Retention Schedule. SECTION 3. Unless otherwise required by law, the records of the City may be destroyed as provided by Government Code Section 34090 et seq. and in accordance with the provisions of the Records Retention Schedule upon the request of the Department Head having control over the record and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council. SECTION 4. The action is exempt from the California Environmental Quality Act (CEQA) as it does not constitute a project, as defined by Section 15378 of the State CEQA Guidelines and no environmental review is required. SECTION 5. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. Resolution No. 2024-4256 Page 2 SECTION 6. This resolution shall become effective immediately upon its passage and adoption. PASSED AND ADOPTED this 19th day of June, 2024. Chris R. En ren, Mayor ATTEST: fr-4%1\ PSr air egi,-405 irzabo: ) Ky Spa4er, City 1410 Illoo,ive Exhibit A: City of Moorpark Records Retention Schedule �� "'�K iw Resolution No. 2024-4256 Page 3 EXHIBIT A HOW TO USE RETENTION SCHEDULES ©1995-2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column. The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained. Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required. The term"records"shall include documents, instructions, books, microforms, electronic files,magnetic tape, optical media, or papers as defined by the California Public Records Act. STRUCTURE: CITYWIDE. DEPARTMENTS& DIVISIONS The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time. Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule.An index will be provided for your reference. BENEFITS This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits: • Reduce administrative expenses, expedite procedures • Free filing cabinet and office space • Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk. AUTHORIZATION TO DESTROY RECORDS: Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention ("Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed"When No Longer Required." • If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft/transitory record or a copy. On every page of the schedules(near the top,just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints,claims, public records act requests,audits and/or investigations suspend normal retention periods(retention resumes after settlement or resolution)." Resolution No. 2024-4256 Page 4 RECORDS RETENTION SCHEDULE LEGEND ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the Official (original or"record copy") record for its retention period, then authorizes destruction. Usually it is the department that originates the record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P= Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline)—the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed Destroy Paper after Imaged &QC'd (quality checked)/Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements)the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk(OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe&separate location. Employees are required to Quality Check("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations(§: Section) B&P: Business& Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food&Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code(CA) H&S: Health &Safety Code(CA) HUD: Housing & Urban Develop. (US) LC: Labor Code(CA) Ops. Cal.Atty. Gen..: Attorney General Opinions(CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code(CA) UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare& Institutions Code(CA) Resolution No. 2024-4256 Page 5 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Destroy Image: Office of Total Media I=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments/Reference (OFR) S=Scan Imaged& I : QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). CITY-WIDE(Used by All Departments) Mag, Lead Dept. CW-001 Aerial Photographs of the City (Historical/with P Mfr, OD, S /I Yes: After Department preference; GC §34090 Significant Historical Value) Ppr QC&OD Brown Act challenges must be filed within Affidavits of Publications/Affidavits of Posting Mag, 30 or 90 days of action; Statute of Lead Dept. CW-002 Notices/ Legal Advertising/ Notices/Proofs of 2 years Mfr, OD, S/I Yes: After Limitations on Municipal Government Publications/Public Hearing Notices Ppr QC&OD actions is 3-6 months; GC§§34090, 54960.1(c)(1) Agreements&Contracts: ADMINISTRATION Some grant funding agencies require ,(WITH Grant Funding) Completion + audits; Statute of Limitations for Errors& (Project Administration, Certified Payrolls, 10 years or Omissions is 10 years; Statute of Project Schedules, RFP-Request for Proposal After Funding Mag, Limitations: Contracts&Spec's=4 years, Lead Dept. CW-003 or Successful Proposal, etc.) Agency Audit, Yes: Before Mfr, OD, S/I Yes: After:Wrongful Death=comp. +5 years, if required, Completion Ppr QC&OD Developers=comp. + 10 years; CCP§337 Send all Original Agreements/Contracts, whichever is et. seq., 2 CFR 200.334; 24 CFR Amendments, and Insurance certificates to the longer . 91.105(h), 92.505, &570.502(b), 29 CFR City Clerk 197.42; OMB Circular A-133GC§34090 Agreements&Contracts: ADMINISTRATION (WITHOUT Grant Funding) City preference; Covers E&O Statute of (Project Administration, Certified Payrolls, Limitations; Published Audit Standards=4- Project Schedules, RFP-Request for Proposal Completion+ Yes: Before Mag' Yes: After'7 years; Statute of Limitations: Contracts Lead Dept. CW-004 or Successful Proposal, etc.) 10 years Completion Mfr, S/I QC&OD '&Spec's=4 years, Wrongful Death=comp. +5 years, Developers=comp. + 10 years; Send all Original Agreements/Contracts, CCP§337 et. seq., GC§34090 Amendments,and Insurance certificates to the City Clerk Agreements&Contracts: Approved by Statute of Limitations for Errors& Id Department Head ONLY Completion + Yes: Before Mag, Yes: After Omissions not applicable; Some grant Lead Dept. CW-005 5 years Completion Mfr, OD,, S/I QC &OD funding agencies require audits; Statute of City Clerk retains originals if approved by the Ppr Limitations: Contracts&Spec's=4 years, City Manager or City Council CCP§337 et. seq., GC§34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 6 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 N. Destroy Image:Office Paper Recordf Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention ;Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Agreements&Contracts: UNSUCCESSFUL BIDS PROPOSALS or RESPONSES to RFPs Mag, Yes: After Finance/Purchasing retains the originals Lead Dept. CW-006 (Request for Proposals)and/or RFQs (Request 2 years Mfr, OD, S/I QC&OD of Formal procurements; Includes for Qualifications)that don't result in a contract Ppr unopened bids; GC§34090 i Boards, Commissions, & Committees: When No External Organizations -Agendas, Minutes, Mag, n/a CW-007 Longer I Non-records Resolutions, or other documents Ppr Required (e.g. County Board of Supervisors) Boards, Committees, Commissions,Advisory I Bodies: Citizen Advisory Created by the City Copies- Council When No Mag, Yes: After l All originals are sent to, and retained by City Clerk CW-008 AGENDAS&STAFF REPORTS,AUDIO Longer MfrPO D, S/I QC&OD the City Clerk; GC§34090 et seq. RECORDINGS, MINUTES,VIDEO Required RECORDINGS Committees: Employee Committees, Only Citizen Advisory Boards appointed by Mag, the City Council must retain minutes Employee Staff Meetings/Department Staff Yes: After Staffing Dept. CW-009 2 years Mfr, OD, S/I QC&OD I permanently(Council Subcommittees Meetings AGENDAS and MINUTES Ppr present their recommendations to the full Council); GC§34090 et seq. Committees: Subcommittees of the City ' Mag, Yes: After All final actions are made by the City Staffing Dept. CW-010 Council(Ad-Hoc or Standing Committees) 2 years Mfr, OD, S/I QC&OD Council and reflected in their records; GC AGENDAS and MINUTES Ppr I §34090 Lead Mag, City preference; Claims must be filed in 6 Complaints/Concerns from Citizens Minimum 2 Yes: After (Responding) CW-011 1 Mfr, OD, S/I Imonths or 1 year; CCP§§338 et seq., 340 Dept. I(Excludes Police Officers) years PprQC &OD et seq., 342, GC§34090 Copies- Lead Dept. CW-012 Copies or duplicates of any record When No Mag Ppr GC§34090.7 Longer Required MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 7 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Image: ' Destroy Office of 1 Total Media I=Import Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after 1 Comments!Reference (OFR) S=Scan Imaged & QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Correspondence-ROUTINE 1 (Content relates in a SUBSTANTIVE way to the Dept. that conduct of the public's business) ONLY IF the Content relates in a Authors i substantive way to the conduct of the Document (e.g.e-mail,Letters,Memorandums,Administrative, Mag, Yes: After public's business; GC §34090; City of or CW-013 Chronological,General Files,Reading File,Working 2 years Mfr, OD, S/I QC&OD ',San Jose v. Superior Court (Smith). Receives the Files,etc.) IPpr S218066. Supreme Court of City's Original Document IF the Content relates in a SUBSTANTIVE way to the I California, 2017 conduct of the public's business Correspondence-TRANSITORY! PRELIMINARY DRAFTS, Interagency and Electronic and paper records are filed and Intraagency Memoranda NOT retained in the retained based upon their CONTENT. ordinary course of business Records, e-mails, electronic records, or social media postings where the Content (Content NOT Substantive, or NOT made or relates in a substantive way to the retained for the purpose of preserving the conduct of the public's business,or Dept. that informational content for future reference that ARE made or retained for the Authors purpose of preserving the informational Document (e.g. calendars, checklists,e-mail, social media When No Ma content for future reference are saved or CW-014 'posting, employee directories, flyers, invitations, Longer Ppr' by printing them out and placing in a file Receives the instant messaging, inventories, logs, mailing Required folder, or saving them electronically in a City's Original i lists, meeting room registrations, PowerPoint folder outside the e-mail system; If not Document presentations, speaker cards, speech notes, mentioned here, consult the City Attorney staff videoconference chats, notes and to determine if a record is considered recordings, supply inventories, telephone transitory/preliminary drafts. GC§34090, messages, text messages,transmittal letters, GC§7927.500; Ops. Cal.Atty. Gen. 317 thank yous, requests from other cities, (1981)); City of San Jose v. Superior Court 1 preliminary notices for construction projects, ! (Smith). S218066. Supreme Court of undeliverable envelopes/returned mail, visitors California, 2017 logs, voice mails, webpages, etc.) MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 . Resolution No. 2024-4256 Page 8 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 I Destroy '' Image:Office Paper Recordf Retention No. Records Description Total Vital? Media I=Import after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". if you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). 1 iAs long as the drafts and notes are not When No retained in the"Regular Course of Lead Dept. CW-015 Drafts& Notes: Drafts that are revised(retain Longer Mag, Business". Consult the City Attorney to final version) Required Ppr determine if a record is considered a draft. GC §§34090, 7927.500, 7928.705 The Lead Department should print out When No historical documents(or save source data) Lead Dept. CW-016 'GIS Database/Data/Layers(both City-wide Longer Yes Mag prior to replacing the data, if they require and Specialized) Required the data or output for historical purposes; Department preference(Preliminary 'documents); GC§34090 et seq. Lead Dept. CW-017 Grant Applications funded by the City's General 2 years Mf�aOD, S/I Yes: After Finance maintains payable information in Fund Ppr QC &OD Accounts Payable; GC§34090 Grants(UNSUCCESSFUL Applications, Mag, Yes: After Lead Dept. CW-018 Correspondence) 2 years Mfr, S/I QC &OD 'GC§34090 r Grants/CDBG Administration(Community Development Block Grant)/Reimbursable Meets auditing standards; Grants covered Claims I FEMA Reimbursements I OES by a Consolidated Action Plan are Reimbursements(SUCCESSFUL Reports, required for 5 years; Uniform Admin. After Funding other records required to pass the funding Agency Audit, Mag. ;Requirements for Grants to Local Lead Dept. CW-019 agency's audit, if required) if required Mfr, OD, S/I Yes: After Governments is 3 years from expenditure Minimum 5 Ppr QC& OD report or final payment of grantee or Applications(successful), grant agreement, subgrantee; 2 CFR 200.334; 24 CFR copies of invoices, program rules, regulations& years 91.105(h), 92.505, 570.490, & (procedures, reports to grant funding agencies, 570.502(a&b), 29 CFR 97.42; OMB ,correspondence, audit records, completion Circular A-110&A-133; GC§34090 records MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 9 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 ' I Destroy Image:Off Paper Re Comce ments Retention No. Records Description Total Vital? Media 1=Import' after Comments I Reference (OFR) Retention 1 Options M=Mfr Imaged& S=Scan QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). When No Mag, i Yes: After I Non-records-may be obtained from the Lead Dept. CW-020 Newspaper Clippings Longer Mfr, OD, S/I QC&OD newspaper company; GC§34090 Required Ppr Separation or Before ! Mag, Human CW-021 Personnel Files(Department Copies) Transfer+ 3 Annual Mfr, OD, S/I Yes: After Originals are retained by Human Resources Send all originals to Human Resources years Evaluation Ppr QC&OD Resources; GC §34090.7 - Shred After Incorporation Notes maintained in a separate folder to into Before Mag, Yes: After be incorporated into performance Lead Dept. CW-022 Personnel Files(Supervisor's Notes) Performance Annual Mfr, OD, S/I QC&OD iievaluation, or to document progressive Evaluation or Evaluation Ppr I Documented discipline; GC§34090 et seq. Discipline I When No Preliminary Drafts (retention is placed on Lead Dept. CW-023 Photographs Longer Mag, the final record in which the photograph is Required Ppr I published in, if any); destroy unnecessary photographs. GC§§34090,7927.500 Lead Dept. (Who Ordered CW-024 Real Estate Appraisal Reports: Property NOT 2 years MfrI,aOD, S/I Yes: After Not accessible to the public; GC§§34090, purchased, Loans not funded, etc. QC&OD 7928.705 the Appraisal) Ppr Not accessible to the public until purchase Lead Dept. Mag, has been completed; meets grant auditing Real Estate Appraisal Reports: Purchased or Minimum 5 Yes: Before Yes: After (Who Ordered CW-025 Mfr, Sold Property, Funded Loans years Purchase , OD, S/I QC&OD requirements; 2 CFR 200.334; 24 CFR the Appraisal) ; Ppr 91.105(h), &570.502(b); 29 CFR 97.42, i GC §34090 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Plans When No n/a CW-026 /Strategic Plans,etc.: Produced by OUTSIDE Longer Ppr' Non-Records ORGANIZATIONS(League of California Cities, Required Chamber of Commerce, etc.) MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 A Resolution No. 2024-4256 Page 10 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 I Destroy Image: Office of Total Media I=Import I Paper Record Retention No. Records Description Retention Vital? Options M=Mfr after Comments I Reference (OFR) S=Scan Imaged& '. I QC'd? I Retentions apply to the department that is NOT the Office of Record(OFR); or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Plans Minimum 2 Mag, Yes: After Lead Dept. CW-027 Mfr, OD,'I S/I Department preference; GC§34090 /Strategic Plans, etc.: Produced by YOUR years Ppr QC&OD Department . -- I Reference Materials: Policies, Procedures, Mag, When Yes: After' Copies; GC§34090.7 Lead Dept. CW-028 Brochures, Flyers, Manuals, Plans/Strategic Superseded Mfr, OD, S/I QC& OD Plans, etc.: Produced by OTHER Departments Ppr Reports and Studies(Historically significant- Mag' Yes: After Administratively and Historically Lead Dept. CW-029 e.g.,Zoning Studies) P Mfr, OD, S/I QC&OD significant,therefore retained Ppr permanently; GC§34090 Department preference; Information is Mag, Lead Dept. CW-030 Reports and Studies(other than Historically 10 years Mfr, OD, S/I Yes: After outdated after 10 years; If historically significant reports-e.g.Annual Reports) Ppr QC&OD significant, retain permanently; GC §34090 Minimum 2 Mag, Yes: After Department preference; GC§34090 et Lead Dept. CW-031 Special Projects/Subject Files/Issue Files years Mfr, S/I QC&OD seq. Surveys/Questionnaires (that the City issues). If a summary of the data is compiled, the survey Mag, Yes: After Lead Dept. CW-032 forms are considered a draft or transitory 2 years Mfr, OD, S/I QC&OD GC §34090 record, and can be destroyed as drafts(When Ppr No Longer Required) MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 11 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Destroy Image:Office Paper Recordf Retention No. Records Description Total Vital? Media I=Import after 1 Comments I Reference (OFR) Retention Options M=Mfr Imaged & l S=Scan i QC'd? Retentions apply to the department that is NOT the Office of Record(OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, claims, complaints, audits,public records act requests, and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference; Meets OSHA Training Presented by City Staff COURSE requirements; Ethics Training is 5 years; EEOC/FLSA/ADEA(Age)requires 3 years RECORDS Mag, for promotion, demotion,transfer, Yes: After selection, or discharge; State Law requires Lead Dept. CW-033 Attendance Rosters or Sign-In Sheets, 5 years Mfr, OD, S/I QC &OD ' g q ( Ppr 4 years for personnel actions; 8 CCR Outlines and Materials; includes Ethics, §3203 et seq., 29 CFR 1627.3(b)(ii), LC Harassment, & Safety Training&Tailgates) §6429(c); GC§§12946, 12960, 34090, 53235.2(b), 53237.2(b) Department preference; EEOC/FLSA/ Volunteer/Unpaid Intern Applications& ADEA(Age)requires 3 years for Lead Dept. CW-034 Agreements-Unsuccessful or Pending 3 years Ppr promotion, demotion, transfer, selection, Applicants or discharge; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC§§12946, 12960, 34090; 29 USC 1113 Department preference; EEOC/FLSA/ Volunteer/Unpaid Intern Applications& Inactive/ Mag, ADEA(Age)requires 3 years for Lead Dept. CW-035 Agreements(includes emergency contact Separation+ Mfr, OD, S Yes: 1 promotion,demotion, transfer, selection, information) -Successful Applicants 3 years Ppr year or discharge, 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC§§12946, 12960, 34090; 29 USC 1113 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 12 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments I Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). CITY CLERK Agenda Packets/Staff Reports: City Council, Redevelopment Agency, Successor Agency,Oversight Board, Public Mag, Mfr, Yes: After City Clerk CC-001 Financing Authority, Industrial P OD, Ppr S/I QC&OD Department preference; GC§34090 Development Authority Includes Appeals, Budgets,Annual Financial Reports(CAFR ACFRj Agenda Packets/Staff Reports: Advisory Boards-Arts Commission, Library Board of Mag, Mfr, Yes: After City Clerk CC-002 Trustees, Parks&Recreation Commission, P OD, Ppr S/I QC&OD Department preference; GC§34090 Planning Commission Agreements&Contracts,Amendments-ALL (INFRASTRUCTURE,OR IF IMAGED,JPAs, MOUs) Agreement or Contract includes all contractual Department preference;All infrastructure obligations(e.g. Specifications and Successful contracts should be permanent for emergency Proposal or Scope of Work), insurance response; Statute of Limitations is 10 years for City Clerk CC-003 certificates P Yes. Before Mag, Mfr, S/I Yes: After Errors&Omissions; 4 years for all contracts; Completion OD, Ppr QC&OD CCP§§337. 337.1(a), 337.15, 343; GC Examples of Infrastructure: Architects, Buildings, §34090, Contractor has retention requirements bridges, covenants,development,environmental, in 48 CFR 4.703(a) Joint Powers, MOUs, park improvements,property& property restrictions,redevelopment, reservoirs, sewers,sidewalks,street&alley improvements, settlement,subdivisions,utilities,water,etc. MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 Resolution No. 2024-4256 Page 13 Ver.4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Image: ' Destroy Total Media I=Import Paper after Record Retention No. Records Description Comments I Reference Retention Vital? Options M=Mfr Imaged& (OFR) S=Scan QC'd7 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 norrnally 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). Agreements&Contracts,Amendments-ALL j (NON-INFRASTRUCTURE,Professional Services Agreements, Tenant/Lease Agreements-NOT IMAGED) Department preference; Statute of Limitations Agreement or Contract includes all contractual is 10 years for Errors&Omissions; 4 years for City Clerk CC-004 obligations(e.g. Specifications and Successful Completion Yes: Before Mag, Mfr, Yes: After Proposal or Scope of Work), insurance + 10 years Completion OD, Ppr S/I QC&OD all contracts; CCP §§337. or has re),ention 337.15, 343; GC§34090, Contractor has retention certificates requirements in 48 CFR 4.703(a) Examples of Non-Infrastructure: Consultants, Franchises,Landscaping,Painting,Slurry Seals (Paving),Tree Trimming, Leases,Personnel, Professional Services,etc. I - j Agreements&Contracts-(MAINTENANCE, INSTRUCTORS, PERFORMERS, or others where Errors and Omissions Insurance Coverage is not applicable to their work) Agreement or Contract includes all contractual Mandated retention is 2 years; 5 years meets obligations(e.g. Specifications/RFP Completion Yes: Before Mag, Mfr, Yes: After municipal government auditing standards City Clerk CC-005 (Request for Proposal), Successful Proposal + 5 years Completion OD, Ppr 1 S/I QC&OD Statute of Limitations is 4 years; CCP§§337. or Scope of Work, all exhibits or attachments, 337.1(a), 337.15, 343; GC§34090 All Addendums, Insurance Certificates) Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting,Slurry Seals/ Pavement Rehabilitation,Tree Trimming, Leases, Personnel,Professional Services,etc. City Clerk CC-006 Board&Commission/Committee Applications 2 years Mag, Ppr Yes: After GC§34090 (All,whether appointed or not) QC&OD MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 Resolution No. 2024-4256 Page 14 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Image: Destroy L Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Retention Options M=Mfr Imaged& I (OFR) S=Scan QC'd? 1 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-007 Board&Commission/Committee Maddy Act 2 years Mag, Ppr ' Yes: After GC§34090 Lists/Vacancy Notices QC&OD Bonds: Labor&Materials, Performance Release of Mag, Mfr, Yes: After City Clerk CC-007.5 Bonds, Letters of Credit, Encroachment Bond/Letter OD, P r S/I QC&OD Security; GC§34090 Permits, Monitoring Bonds of Credit p Mag, Mfr, Yes: After _ -- i City Clerk CC-008 City Articles of Incorporation P OD, Ppr S/I QC&OD Department preference; GC§34090 City Clerk CC-009 Claims-Potential Claim Forms 2 years Mag, Ppr Yes: After 'Risk Management handles Claim Files; GC QC&OD '§34090 — • Filing System/Subject Files/Function Filing System -HISTORICALLY SIGNIFICANT, Yes: After City Clerk CC-014 LAND,PLANNING,CAPITAL P !Mag, Ppr QC &OD Department preference; GC§34090 IMPROVEMENT INFRASTRUCTURE !PROJECTS 1 Filing System/Subject Files/Function Filing Minimum 2 • Yes: After City Clerk CC-015 System -NOT HISTORICALLY SIGNIFICANT years Mag, Ppr QC&OD Department preference, GC§34090 FPPC Economic Interest Filings(FPPC 700 Statements filed electronically are required for City Clerk CC 010 Series Forms-Statement of Economic 10 years Mag, Mfr, S/I Yes:After 10 years; City maintains copies only; original Interests): ELECTRONICALLY FILED/ OD, Ppr QC&OD statements are filed with FPPC; GC DATABASE §81009(f)(g); GC§84615 FPPC Economic Interest Filings(FPPC 700 • Series Forms-Statement of Economic Mag, Mfr,' Yes: After 21City maintains original statements; GC City Clerk CC-011 Interests): DESIGNATED EMPLOYEES& 7 years OD, Ppr S/I years §81009(e)&(g) CONSULTANTS(specified in the City's l Conflict of Interest code) I I I MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 Resolution No. 2024-4256 Page 15 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Image: Destroy Record Retention No., Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litiation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). 1 � FPPC Economic Interest Filings(FPPC 700 i Series Forms-Statement of Economic Interests): PUBLIC OFFICIALS(elected &not Mag, Mfr, Yes: After 2 City maintains copies only; original statements City Clerk CC-012 elected. Includes City Council Members, 4 years OD, Ppr S/I years are filed with FPPC; GC§81009(f)&(g) Planning Commission Members, City Manager, City Treasurer&City Attorney) FPPC Economic Interest Filings(FPPC Form City Clerk CC-013 635/602)-Lobbyist Authorization/ 5 years Ma , 2 CCR 18615(f), GC§34090 r Reporting _ City Clerk CC-016 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S/I Yes: After Must post on website; GC§81009(e) 2 years City Clerk CC-017 IFPPC Form 802(Event Ticket /Pass 7 years Mag, Ppr S/I Yes: After Should post on website for 4 years;GC Distributions Agency Report) 2 years §81009(e) City Clerk CC-018 FPPC Form 803(Behested Payment Report) 7 years Mag, Ppr S/I Yes: After GC §81009(e) 2 years City Clerk CC-019 FPPC Form 806(Agency Report of Public 7 years Mag, Ppr S/I Yes: After Must post on website; 2 CCR 18705.5; 2 CCR Official Appointments) 2 years 18702.5(b)(3); GC§34090; GC§81009(e) CITY CLERK ELECTIONS(CONSOLIDATED) Campaign Disclosure Statements (FPPC 400 Mag, Mfr, Yes: After Paper must be retained for at least 2 years; City Clerk CC-020 Series Forms, 501 Form): SUCCESSFUL P S/l OD, Ppr 2 years GC §81009(b)&(g) CANDIDATES (Elected Officials) Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): Mag, Mfr, Yes: After Paper must be retained for at least 2 years; City Clerk CC-021 UNSUCCESSFUL CANDIDATES-PRIOR TO 5 years OD, Ppr S/I 2 years GC §81009(b)&(g) ELECTRONIC FILING Campaign statements must be posted on the Campaign Disclosure Statements (FPPC 400 City's website within 72 hours and remain on Series Forms, 501 Form): UNSUCCESSFUL Mag, Mfr,, Yes:After City Clerk CC 022 ) 10 years OD, Ppr S/I QC line for 4 years; Statements filed electronically CANDIDATES, ELECTRONICALLY FILED- are required for 10 years; GC§81009(b)&(g); WITH or WITHOUT Committees IGC§84615 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 Resolution No. 2024-4256 Page 16 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Image: Destroy Office of ! Total Media I=Import Paper after'I Record Retention No. Records Description Vital? Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Campaign Filings(FPPC 400 Series Forms): Mag, Mfr,', Yes: After Paper must be retained for at least 2 years; City Clerk CC-023 ITHOSE NOT REQUIRED TO FILE ORIGINAL 4 years OD, Ppr S/l 2 years GC§81009(f)&(g) WITH CITY CLERK(copies) Campaign Filings(FPPC 400 Series Forms): Mag, Mfr, Yes: After Paper must be retained for at least 2 years; City Clerk CC-024 OTHER COMMITTEES(PACS-not candidate- 7 years OD, Ppr S/l 2 years GC§81009(c)&(g) controlled) Candidate File: Nomination Papers, Candidate Term of Department preference, CA law states term of City Clerk CC-025 'Statement Forms, Ballot Designation Forms, Office+4 Mag, Mfr,' S/l Yes: After office and 4 years after the expiration of term etc. -SUCCESSFUL CANDIDATES years OD, Ppr I QC&OD and does not delineate between unsuccessful &successful candidates; EC§17100 Candidate File: Nomination Papers, Candidate Department preference; CA law states term of Election +4 Mag, Mfr, Yes: After office and 4 years after the expiration of term City Clerk CC-026 Statement Forms, Ballot Designation Forms, S/I etc. -UNSUCCESSFUL CANDIDATES years OD, Ppr QC&OD and does not delineate between unsuccessful &successful candidates; EC§17100 Elections-GENERAL,WORKING or ADMINISTRATION Files(Correspondence, Applications to fill a Vacancy on the City Council, Planning Commission, Precinct Maps, Minimum 2 Mag, Mfr, Yes: After City Clerk CC-027 S/I GC§34090 County Election Services, Candidate years OD, Ppr QC&OD Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, Elections-HISTORICAL Files(Copies of Mag, Mfr Yes: After _ etc.) _ City Clerk CC-028 Sample Ballot, Coy of Resolution Declaring P OD, Ppr S/I QC&OD Department preference; GC§34090 Results, etc.) Final I Not accessible to the public; The 8 month Elections Petitions(Initiative, Recall or Examination retention applies after election results, or final City Clerk I', CC-029 + 1 year Ppr examination if no election, unless there is a Referendum) IF INSUFFICIENT after petition i legal or FPPC proceeding. EC§§17200(b)(3), examination 17400 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 I Resolution No. 2024-4256 Page 17 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Image: Destroy Total Media I=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged& Comments/ Reference (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or inions suspend normal retention periods(retention resumes after settlement or completion). I : Not accessible to the public;The 8 month Elections-Petitions(Initiative, Recall or Results+ 8 retention applies after election results, or final City Clerk CC-030 Referendum)-IF SUFFICIENT months Ppr examination if no election, unless there is a legal or FPPC proceeding. EC§§17200(b)(3), 17400 (End of Elections Section) Ethics Training Certificates for City Council, Board and Commission Members, Employees Mag, Mfr, Yes:After City Clerk CC-031 Harassment Training Certificates for City 5 years OD, Ppr S QC&OD GC§§3105, 12946, 12960, 34090, 53235.2(b) Council, Board and Commission Members Only Historical Records, Photographs, &Historical City Clerk determines historical significance; Projects(e.g. City Anniversaries, Mag, Mfr, Yes: After records can address a variety of subjects and City Clerk CC-032 Incorporation, City Seal, Awards of significant P OD, Ppr S/l QC'd&OD media. Some media(e.g. audio and video historical interest, Grand Openings, etc.) !tape)may be limited because of the media's life expectancy; GC §34090 Insurance Certificates-Those that cannot be When No City Clerk CC-033 matched to a specific agreement or contract, Longer Mag, Ppr :Not a City record and DOES NOT have a current agreement/ contract with the City Required Insurance Certificates-Those that cannot be 1 Longest Statute of Limitations is 10 years; City Clerk CC-034 matched to a specific agreement or contract, 11 years Yes: Before Mag, Mfr, S Yes: After Conforms with Agreement Retention (usually and MAY have a current agreement!contract Completion OD, Ppr Inactive filed with agreement); CCP§337 et seq.; GC with the City §34090 • Department preference; Covers longest Insurance Policies Yes: Until Mag, Mfr, Yes: After (possible statute of limitations; CCP§337 et City Clerk CC-035 General Liability,Workers Compensation, P Paid OD, Ppr S/I QC& OD seq.; 8 CCR§3204(d)(1)et seq., 8 CCR 5144, JPIA Memorandum of Coverage 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); 1 GC§§911.2, 34090 Insurance Policies- Expiration+ Yes: Until Mag, Mfr, Yes: After Department preference; Covers statute of CityClerk CC-036 S/I limitations for contracts; CCP§337 et seq.; GC Property, Fire,Theft,etc. 4 years Paid OD, Ppr 1 QC& OD §34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 Resolution No. 2024-4256 Page 18 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Image: Destroy Total Media I=Import Paper after Record Retention No. Records Description Comments/Reference Retention Vital? Options M=Mfr Imaged & (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Minutes: City Council, Redevelopment Agency,Successor Agency,Public Mag, Mfr, City Clerk CC-037 Financing Authority,Industrial P OD, Ppr S/I No GC§34090(e) Development Authority Minutes: Advisory Boards-Arts City Clerk CC-038 Commission, Library Board of Trustees, P Mag, Mfr, S/I No GC§34090(e) Parks&Recreation Commission, Planning OD, Ppr Commission Department preference; Statute of Limitations: City Clerk CC-039 Oath of Office/Appointments: City Council, Separation+ Mag, MkS/I Yes: After Public official misconduct is discovery of Board and Commission Members 6 years OD, Ppr QC'd&OD 'offense+4 years, GC§§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 City Clerk CC-040 Ordinances P Mag, Mfr, S/I No GC§34090(e) OD, Ppr Petitions(submitted to Council on any subject- City Clerk CC-041 Dog Parks, Parking,Traffic Calming, etc.) 1 year 'Mag, Ppr Law requires 1 year for petitions; GC§50115 See Elections for Initiative, Recall or Referendum Petitions City Clerk CC-042 Proclamations&Certificates 2 years Mag, Ppr GC§34090 Public Records Requests/Subpoenas Duces Mag, Mfr, Yes: After City Clerk CC-043 Tecum 2 years OD, Ppr S/I QC&OD GC§34090 Recorded Documents/Real Property: Deeds, Mag, Mfr, Yes: After City Clerk CC-044 Easements, Right of Ways,Abandonments/ P OD, Ppr S/I QC&OD GC§34090(a) Vacation, Liens/Lien Releases Recordings: Audio or Video: City Council, Department preference;Audio Required for 30 City Clerk CC-045 Redevelopment Agency,Successor Minimum 4 Mag days; GC§54953.5(b); video recordings of iAgency, Public Financing Authority, years meetings are required for 90 days; GC Industrial Development Authority i §34090.7 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 Resolution No. 2024-4256 Page 19 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Recordings: Audio or Video: Advisory Boards- Department preference;Audio Required for 30 City Clerk CC-046 'Arts Commission, Library Board of Minimum 4 Mag days; GC§54953.5(b); video recordings of Trustees, Parks&Recreation Commission, years meetings are required for 90 days; GC .Planning Commission §34090.7 Records Destruction Authorization Forms& Mag, Mfr, ry es: After City Clerk CC-047 Certifications(All Departments) 10 years OD, Ppr S/I QC'd&OD Department preference; GC§34090 Resolutions: City Council, Redevelopment City Clerk CC 048 .Agency, Successor Agency, Oversight Board, P Mag, Mfr, S/I No GC§34090(e) Public Financing Authority, Industrial OD, Ppr Development Authority City Clerk CC-049 Vehicle Titles("Pink Slips") Sale or Ppr Given to Auction House/New Owner; GC Disposal I§34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Adopted: 6/19/2024 Resolution No. 2024-4256 Page 20 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media 1=Import after Comments I Reference Record(OFR) Retention Options M=Mfr Imaged S=Scan &QC'd? if the record is not listed here, refer to the Retention for City-Wide Standards. Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). CITY MANAGER City Manager Updates/Reports(sent to Minimum 2 Mag, Mfr, Yes: City Manager CM-001 S/I After QC GC§34090 City Council) years OD, Ppr &OD Legislative Advocacies, Support or Yes: Mi years rn 2 Mag OD, Ppr City Manager CM-002 Opposition to proposed Federal or State S/I After QC Department preference; GC §34090 Legislation &OD Project City Manager CM-003 change olves le time)iect Files(Subject will Mi years mum 2 Mag OD,, Mfr, Ppr S/I After QC Department preference; GC §34090 et seq. &OD Copies- Travel Records/Expense Reports(Finance When No Mag, Mfr, Yes: Finance CM-004 S/I A C retains final originals) Longer OD, Ppr &OD GC§34090.7 Required MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 21 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 (Building, Code Enforcement, Economic Develop, Housing, Planning) 4' Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments/Reference Record(OFR) Retention Options M=Mfr Imaged S=Scan &QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING&SAFETY Lead Div. CD-001 _Permit Database(Tyler EnerGov/HdL) Indefinite Yes(all) Mag Department preference Data is (Perm) interrelated; GC§34090, H&S§19850 Community When No Mag, Yes: Preliminary drafts not retained in the Development/ CD-002 !Activity Reports/Building Activity Reports Longer Mfr, OD, S/I After QC ordinary course of business(Reports can if Building &Safety Required Ppr &OD be re-run from the database); GC §34090 Community Address Files/Building Permit Applications Mag, Yes: Preliminary drafts; Content does not Upon i relate in a substantive way to the Development/ CD-003 Never Issued(Applicant Notified Ready for Expiration Yes(all) Mfr, OD, S/I After QC !conduct of the public's business; GC Building&Safety Issuance and never followed through) Ppr &OD §34090, Community Mag, Yes: Development/ CD-004 Address Files/Building Permits P Yes(all) Mfr, OD, S/I After QC :GC§34090, H&S §19850 BuildingSafety& Ppr &OD _ Building Plans Finalled-INDUSTRIAL, j Law requires for the life of the building Community ! Mag, Yes: COMMERCIAL, MULTI FAMILY Ifor commercial and common interest Development/ CD-005 P Yes(all) 'Mfr, OD, S/I After QCI Building &Safety DWELLINGS, PLACES OF PUBLIC Ppr &OD !dwellings only; CBC 104.7 & 107.5, ACCOMMODATION !H&S§19850, GC§34090 Department preference; Preliminary Community Building Plans-Cancelled,Voided, or Upon Mag, Yes: drafts not retained in the ordinary course Development/ CD-006 Cancellation or Mfr, OD, S/I After QC Building & Safety Withdrawn withdrawal Ppr &OD of business; CBC§104.7; H&S§19850, GC §34090 Community Mag, Yes: Building Plans-Expired,never started Upon 1 Department preference; CBC§104.7; Development/ CD-007 construction. Expiration Mfr, OD, S/I After QC H&S§19850, GC§34090 Building&Safety Ppr &OD • . Community Mag, Yes: Development/ CD-008 Building Plans-Expired,construction P Mfr, OD, S/I After QC Department preference; CBC§104.7; Building&Safety 'started (or unknown) Ppr & OD H&S§19850, GC§34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 22 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 (Building, Code Enforcement, Economic Develop, Housing, Planning) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments/Reference Record(OFR) Retention Options M=Mfr , Imaged S=Scan &QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations su2end normal retention periods (retention resumes after settlement or completion). Department preference; Law requires for Community Building Plans-Finalled- TENANT Mag, Yes: the life of the building for commercial and Development/ CD-009 IMPROVEMENTS P Yes (all) Mfr, OD, S/I After QC common interest dwellings only; CBC Building &Safety Ppr &OD 104.7& 107.5, H&S§19850, GC§34090 Department preference; State law requires plans need not be filed for Community Mag, Yes: dwellings less than 2 stories, garages& Building Plans-Finalled-SINGLE FAMILY appurtenances, farms/ranches, 1-story Development/ CD-010 P Yes (all) Mfr, OD, S/I After QC Building &Safety RESIDENTIAL-SFR and APPURTENANCES Ppr &OD with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Minimum Community Mag, Yes: California Building Codes/Uniform Building While Development/ CD-011 Codes Ordinance is in Mfr, OD, S/I After QC GC §50022.6 Building &Safety Force Ppr &OD Community Mag, Yes: Development/ CD-012 Certificate of Occupancy(CofO) P Yes (all) Mfr, OD, S/I After QC Department preference; GC§34090 Building &Safety Ppr &OD Community Mag, Yes: Development/ CD-013 Construction Waste Management Forms 10 years Mfr, OD, S After QC Department preference; GC§34090 Budding &Safety 1 Ppr &OD Community Copyright Release Forms/Requests& Mag, Yes: Development/ CD-014 Permissions to Receive Copies of Plans(to 2 years Mfr, OD, S/I After QC GC §34090 Building&Safety' and from Architects) Ppr &OD Community Minimum Mag, Yes: Department preference(Preliminary 1 Development/ ' CD-015 ,Correction Notices-Building When Permit Mfr, OD, S/I After QC Drafts); GC§34090 et seq. Building&Safety 1 is Finalled Ppr &OD MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 23 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 (Building, Code Enforcement, Economic Develop, Housing, Planning) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments /Reference Record(OFR) Retention Options M=Mfr Imaged S=Scan &QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Liti.ation, com.laints, claims, •ublic records actre•uests, audits and/or investi.ations sus.end normal retention .eriods retention resumes after settlement orcom.letion . Community 1 Minimum Mag, Yes: ,Department preference(Preliminary Development/ CD-016 Energy Calculations When Permit •Mfr, OD, S/I After QC Drafts); GC §34090 et seq. Building &Safety is Finalled Ppr • &OD • Community Minimum • Mag, Yes: Department preference(Preliminary Development/ CD-017 Plan Check Comments When Permit Mfr, OD, S/I After QC Drafts); GC §34090 et seq. Building &Safety is Finalled Ppr &OD Community Minimum Mag, Yes: Department preference(Preliminary Development/ CD-018 Stop Work Notices When Permit Mfr, OD, S/I After QC Drafts); GC§34090 et seq. Building &Safety 1 is Finalled Ppr &OD Community Minimum • Mag, Yes: Department preference(Preliminary Development/ CD-019 Structural Calculations-(all) When Permit Mfr, OD, S/I After QC Drafts); GC§34090 et seq. Building &Safety is Finalled Ppr &OD Community Upon Issuance Mag, Yes: 'Department preference(Preliminary Development/ CD-020 Temporary Certificates of Occupancy of a Certificate !Mfr, OD, S/I After QC Drafts); GC§34090 et seq. Building &Safety of Occupancy. Ppr &OD CODE COMPLIANCE Lead Div. • CD-021 Permit Database (Tyler EnerGov) Indefinite Yes(all) Mag Department preference Data is — (Perm) interrelated; GC§34090, H&S§19850 Community i Mag, Yes: Development/ CD-022 Appeals of Code Enforcement Actions Case Closed + Yes. Until I Mfr, OD, S/I 1 After QC Department preference; GC§34090 Code Compliance 2 years Resolution Ppr &OD -Code Enforcement/Abatement 1 t Community Mag, Yes: I(may Include Citations, Notice of Violations, Case Closed + Yes: Until Development/ CD-023 Photos, and Code Enforcement Complaint 2 years Resolution Mf r, OD, S/I After QC •Department preference; GC§34090 Code Compliance Letters) Ppr & OD I ECONOMIC DEVELOPMENT MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 24 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 (Building, Code Enforcement, Economic Develop, Housing, Planning) Destroy Image: Paper Office of Total Media I=Import Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments/Reference S=Scan Imaged &QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation. complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Economic Development Projects(Records Community related to Business Recruitment or Retention) Development/ Minimum 2 Mag, Yes. Economic CD-024 Any record IF the Content relates in a years Mfr, OD, S/I After QC Department preference; GC§34090 Development SUBSTANTIVE way to the conduct of the Ppr &OD public's business Community Mag, i Yes: Development/ CD-025 Economic Development Strategic Plan Superseded+ I Mfr, OD, S/I After QC Department preference; GC§34090 Economic 5 years Development Ppr &OD HOUSING Community Housing Applications Rejected/Not Qualified Mag, Yes: Development/ CD-026 I Not Approved (First Time Home Buyers, 2 years I Mfr, OD, S/I After QC Department preference; GC§34090 Housing Rehabilitation,HOME,etc.) Ppr &OD Housing Plans: Consolidated Plans and Community Annual Action Plans I Consolidated Annual Expiration+5 Mag, Yes: Required for 5 years;24 CFR 91.105(h); Development/ CD-027 Performance and Evaluation Review(CAPER) years Mfr, OD, S/I After QC GC §34090 Housing /Comprehensive Housing Affordability Ppr &OD , Strategy(CHAS),etc. Housing Programs: Affordable Housing Agreements„ First Time Home Buyer, Projects, Rehabilitation,Grants Loans, All Housing HUD requires 5 years after the Program Applications agreement terminates; Consistent with Loan Pay-off Consolidated Plan Requirements; Community May include inclusionary housing agreements, +5 years Mag, Yes: Required for 3-4 years from expenditure Development/ CD-028 regulatory agreements, promissory notes, or Termination Mfr, OD, S/I After QC or performance report; 2 CFR 200.334; Housing deeds of trust, resale restrictions, rights of first +5 years Ppr & OD 124 CFR 92.508(a)&(c)&570.502(a)(16), !refusal and options to purchase, etc. 1982.158, 884.214; 29 CFR 97.42, GC §34090 WITHOUT a Recapture/Resale Restriction I MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved 9 Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 25 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 (Building, Code Enforcement, Economic Develop, Housing, Planning) Image: Destroy Office of Total Media I=Import Paper Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments 1 Reference S=Scan Imaged &QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Liti•ation, com•laints, claims, •ublic records act re•uests; audits and/or investi.ationssus•end normal retention .eriods retention resumes after settlement orcom•letion . Housing Programs: Affordable Housing .Agreements„ First Time Home Buyer, Projects, 5 years after HUD requires 5 years after the project Rehabilitation, Grants Loans, All Housing the completion; documents imposing Program Applications Affordability recapture/resale restrictions are 5 years Period after the affordability period terminates; Community Mag, Yes: May include inclusionary housing agreements, Terminates, or Uniform Admin. Requirements for Grants Development/ CD-029 agreements, promissory Mfr, OD, S/I After QC to Local Governments is 3 years from Housing regulatory rom notes, the Written Ppr &OD deeds of trust, resale restrictions, rights of first Agreement expenditure report; 2 CFR 200.334; 24 refusal and options to purchase, etc. Terminates, CFR 92.508(a)&(c)&570.502(a)(16), i Whichever is 982.158, 884.214; 29 CFR 97.42, GC WITH a Recapture I Resale Restriction Longer §34090 Community Housing Reports to State or Federal Agencies Mag, Yes: Development/ CD-030 /Reports Received Based Upon Affordable 5 years Mfr, OD, S/I After QC Department preference; GC§34090 Housing Agreements Ppr &OD Preliminary Application Form(required for a • Various benchmarks are placed using Community housing development project that includes Mag, Yes: the number of residential dwelling units Development/ CD-031 residential units; form is provided by California 5 years Mfr, OD, S/I After QC on the project site within the last five Housing Department of Housing &Community Ppr &OD Development years; GC§§34090, 66300. PLANNING Lead Div. CD-032 _Permit Database(Tyler EnerGov) Indefinite Yes(all) Mag Department preference- Data is Perm interrelated; GC§34090, H&S§19850 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 26 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 (Building, Code Enforcement, Economic Develop, Housing, Planning) Destroy Image: Paper Office of Retention No.' Records Description Total Vital? Media I=Import after Comments/Reference Record(OFR) Retention Options M=Mfr Imaged S=Scan &QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations su2end normal retention periods(retention resumes after settlement or completion). Planning Projects -Discretionary& Ministerial-Approved Permanent Entitlements&Permits (Includes Associated CEQA Noticing, Conditions of Approval,Environmental 'Determinations,Staff Reports, Plans,Soils Reports,etc.) I Examples: lAdministrative Permit ,Administrative Exception Annexation Conditional Use Permits(CUPS) Department preference; Final Community Development Agreements and Amendments Mag, Yes: environmental determinations are Development/ CD-033 Density Bonus P Yes Mfr, OD, S/I After QC required to be kept a'reasonable period Planning Planned Development Permit Ppr &OD of time"; 14 CCR§15095(c); GC§34090, General Plan Amendments 34090.7 Lot Line Adjustment/Merger Modifications Permanent Sign Permits Permit Adjustments Reasonable Accommodation Specific Plan Tentative Map/Final Map and Map Waivers Tine Extension Zoning Variance Zoning Clearance Zoning Ordinance Zoning Verification Letter Zoning Changes Zoning Ordinance Amendments MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 27 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 (Building, Code Enforcement, Economic Develop, Housing, Planning) Destroy Image: Paper Office of ' Total Media I I=Import Record(OFR) Retention No. Records Description Retention Vital? Options IM=Mfr after Comments/Reference S=Scan Imaged I 1 &QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations su2end normal retention periods(retention resumes after settlement or completion). Community 1 Mag, Yes: Advanced Planning/Long Range Planning/ Development/ CD-034 P Mfr, OD, S/I After QC Department preference; GC§34090 Planning Project Implementation (Final Documents only) Ppr & OD Community Business Registration: Applications, Department preference; Meets auditing Development/ CD-035 Registrations and Renewals 5 years Ppr standards; GC§34090 et seq. Planning Not all internal communications and Environmental Determinations: Environmental notes are required to be saved; "E-mails Impact Reports(EIRs), Negative Declarations, that do not provide insight into the etc.) /CEQA-Where Planning is the Lead Project project or the agency's CEQA Community Mag, Yes: compliance with respect to the project— Approval or Development/ CD-036 Mfr, OD, S/I After QC are not within the scope of section Planning Correspondence and Internal staff notes Denial Ppr &OD 21167.6, subdivision(e)and need not be that provide insight into the project or the +2 years retained."Golden Door Properties, LLC agency's CEQA compliance with respect to the v. Superior Court of San Diego County project (2020)53 Cal.App.5th 733; PRC 21167,6;GC§34090 Environmental Determinations: Environmental Impact Reports(EIRs), Negative Declarations, etc.) /CEQA-Where Planning is NOT the Correspondence(the Lead Agency is Lead Mag, Yes: responsible for retaining the documents, Lead Agency CD-037 2 years Mfr, OD, S/I After QC and Planning does not know if and when Correspondence and Internal staff notes Ppr &OD :the project is approved or denied;)GC ,that provide insight into the project or the §34090 agency's CEQA compliance with respect to the project ' Environmental Determinations: Environmental Usually filed in the project file; Final Community Impact Reports(EIRs), Negative Declarations, Mag, , Yes: environmental determinations are Development/ CD-038 Notice of Exemption (NOE), etc.) /CEQA P Mfr, OD, S/I After QC required to be kept a"reasonable period Planning Inside City boundaries-Where Planning is Ppr & OD of time"; 14 CCR§15095(c); GC§34090 the Lead MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 30 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of - Image: Destroy Total Media I=Impart Paper after Record Retention No. Records Description Comments/Reference Retention Vital? Options M=Mfr Imaged & (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years). since destruction is normally performed by file folder: HOLDS: Liti.ation. com.laints, claims, .ublic records act re.uests, audits and/or investi.ations sus.end normal retention .eriods retention resumes after settlement or com.letion . Single Audits I Transportation Audits I PERS Minimum 10 Mag, Mfr, Yes: After Department preference(exceeds Finance/Admin. FIN-008 Audit. etc. years OD. Ppr S / I municipal government auditing QC & OD standards); GC §34090 FINANCE/GENERAL ACCOUNTING Department preference; IRS:4 years Finance/ ,after tax is due or paid (longer for General FIN-009 1099's, 1096's, DE542(California Report of 5 years Mag, Ppr auditing &contractor delinquency); Ca. Accounting Independent Contractors) FTB: 3 years; IRS Reg§31.6001- 1(e)(2), R&T§19530, GC§34090; 29 I USC 436 Accounts Payable/Invoices and Backup I Finance/ Department preference; (meets Yes: Until Mag, Mfr, Yes: After General FIN-010 (Includes Invoices,Travel Expense 5 years paid OD, Ppr S/I QC&OD municipal government auditing Accounting .standards); GC§34090 Reimbursements,Warrant Request,etc.) Accounts Receivable/Revenue/Our Invoices to Outside Entities: Insurance Companies, Finance/ Department preference; (meets Franchise Fees, DUI Billing, Transient Yes: Until j Mag, Mfr, Yes: After General FIN 011 iOccupancy Tax(TOT), Auctions of Surplus 5 years Paid OD, Ppr S/I QC&OD municipal government auditing Accounting ; standards); GC§34090 !Property, Credit Card Payment Receipts, (Tenant Billing/Rent, etc. 'Bank Statements and Trustee Statements, Finance/ !Fiscal Agent Statements, Trustee Statements, Mag, Mfr, Yes: After Department preference; GC§§34090, General FIN-012 Investment Account Statements, Pars 5 years OD, Ppr S/I QC &OD 26 CFR 31.6001-1 Accounting (Statements, Bank Reconciliations, Wire ['Transfers, Merchant Statements Finance/ , I Mag, Mfr, Yes: After Department preference; Meets auditing General FIN-013 Checks/Warrant Register Report(issued) 5 years OD, Ppr S/I QC&OD standards; GC §34090 Accounting Finance/ Checks/Warrants(Cashed or Returned/ Mag, Mfr, Yes: After Department preference; Meets auditing General FIN-014 NSF) 5 years OD, Ppr S/I QC &OD standards; GC §34090 Accounting MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 31 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Image: Destroy Office of Total Media ' I=Import Paper after Record Retention No. Records Description Comments I Reference Retention Vital? Options M=Mfr Imaged& (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Finance/ Daily Cash Summaries, Bank Deposits, Bank Mag, Mfr, Yes: After Department preference; GC §§34090, General FIN-015 Transmittal Advice, Cashier's Reports 5 years OD, Ppr S/I QC&OD 26 CFR 31.6001-1 Accounting ; Department preference;All tangible Finance/ property held by government agencies Escheat(Unclaimed money/uncashed escheats after 3 years; Statute of General FIN-016 5 years I Mag, Ppr Accounting checks) Limitations is 1 year for seized property; CCP§§340(d), 1519; GC §34090 Finance/ Fixed Assets-Annual Listing (Source Mag, Mfr, Yes: After Department preference; Meets auditing General FIN-017 Documents) 5 years OD, Ppr S/I QC&OD standards; GC §34090 Accounting Finance/ Internal Confirmations: Signed receipts for General FIN-017.5 4 years Mag, Ppr Department preference; GC§34090 Accounting Credit Card Replacement,etc. Finance/ Investments/Arbitrage I Bonds(Receipts I Department preference; Meets auditing Maturity+5 Yes: Until General FIN-018 Advisor Reports/Trade Tickets/LAIF(Local years Paid Mag, Ppr standards; FTC Reg's rely on"self- Accounting Agency Investment Fund)) enforcement"; GC§§34090,43900 Finance/ Department preference; meets Journal Entries/Journal Vouchers/Budget Mag, Mfr, Yes: After municipal government auditing General FIN-019 Adjustments 5 years OD, Ppr S I I QC&OD standards; Statute of Limitations is 4 Accounting years; GC§34090, CCP§337 Reports, Finance Reports created from Finance/ I Database: General Ledgers, Subsidiary When No General FIN-020 Ledgers, Trial Balance, Reconciliations, Longer Mag Ppr Financial system can re-create reports Accounting Registers,Transaction Histories, Balance Required ,accurately; GC§34090 Sheets, etc. MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 I Resolution No. 2024-4256 Page 32 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Reports: Annual State or Federal: State Controller's Report, Local Government Finance/ ;Compensation Report,Gas Tax, MOE General FIN-021 ;(Maintenance of Effort)Report, Fixed Charge 5 years Mag, Mfr, S/I l Yes: After ;Department preference; Meets auditing Accounting (Special Assessment Report, Public Self Insurer OD, Ppr QC&OD ;standards; GC§34090 Report(SIP Report), ROPS(Recognized Obligation Payment Schedule) Report, Street Report, etc. Finance/ Department preference; Meets Retiree Medical Enrollment/ Retiree Billing/ Mag, Mfr, Yes:After General FIN-022 COBRA Billing 5 years OD, Ppr S/I QC &OD municipal government auditing Accounting standards; GC§34090 Finance/ 1Department preference; Meets auditing General FIN-023 Treasurer's Reports/Quarterly Budget Reports 5 years Mag. Ppr standards; GC§34090 Accounting Superseded Finance/ +5 years or Meets IRS auditing standards; GC General FIN-024 VV-9s Vendor Mag. Ppr §34090 Accounting Inactive+ 5 years _ FINANCE/PAYROLL Finance/Lead Indefinite- Data Fields/Records are interrelated; Div. FIN-025 _Payroll Database l ERP Database (Tyler) Minimum 5 Yes Mag GC§34090 • } years Department preference; Instructions 1095-C, 1094-C (Employer-Provided Health state"Generally, keep copies of Finance/Lead FIN-026 Insurance Offer and Coverage)&Transmittal 5 years Mag. Ppr 'information returns you filed with the Div. Form) IRS or have the ability to reconstruct !the data for at least 3 years, from the { due date of the returns"; GC§34090 CaIPERS Reports,Annual Valuation Reports. Most recent records are stored on Mag, Mfr, Yes: After CaIPERS website; Department Finance/Payroll FIN-027 Actuarial Valuation Reports,Annual Employer 5 years OD, Ppr S I I QC &OD preference; Retained to match other Statements auditing periods; GC§34090 MOORPARK, CA. 01995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 I Resolution No. 2024-4256 Page 33 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Image: I Destroy Office of Total Media I=Import Paper after Record Retention No. Records Description Comments/Reference Retention Vital? Options M=Mfr Imaged& (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Mag, Mfr, Yes: After Finance/Payroll, FIN-028 Actuarial Reports 5 years OD, Ppr S/I QC &OD 'Department preference; GC§34090 1 Payroll Underwriting Reports/Payroll Mag, Mfr, Yes: After Finance/Payroll FIN-028 Exposure Report 5 years OD, Ppr S/I QC&OD Department preference; GC§34090 Checks/Warrant Register Report-Payroll Mag, Mfr, Yes: After Finance/Payroll FIN-028 Only 5 years OD, Ppr S/I QC&OD • 'Department preference; GC§34090 Finance/Payroll FIN-029 Checks/Warrants-Cancelled-Payroll Only 5 years Mag, Ppr Department preference; GC§34090, 26 CFR 31.6001-1 DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941 Department preference; IRS: 4 yrs after Forms, IRS 5500 Forms(Employee Benefit tax is due or paid; Ca. FTB: 3 years; Finance/Payroll', FIN-030 Plans), PERS/FICA&Medicare Adjustments- 5 years Mag, Mfr, S/I Yes: After IRS Reg §31.6001-1(e)(2), R&T Quarterly Payroll Tax Returns/OASDI, Federal OD, Ppr QC&OD §19530; 29CFR 516.5-516.6, 29USC Tax Deposits,Adjustments, etc. 436, GC§34090 Finance/Payroll FIN-031 Deferred Compensation (City Statements) 5 years Mag, Mfr, S/I Yes: After Produced by Deferred Comp. Provider; OD, Ppr QC& OD GC§304090, 26 CFR 31.6001.1 W-4 requirements: four years after the Upon Idue date of such tax for the return Separation, Payroll Employee Files(Copies of PAFs, Mag, Mfr, Yes: After period, to which the records relate, or Finance/Payroll FIN-032 original W-4s, Deductions,etc.) Transfer to OD, Ppr S I QC& OD the date such tax is paid,whichever is Human the later. GC §34090; 26 CFR 31.6001- Resources 1 Department preference; (meets Finance/Payroll FIN-034 Payroll Reports/Bi-Weekly Payroll Reports 5 years Mag, Ppr municipal government auditing standards); GC§34090 Mag, Mfr, Yes: After Finance/Payroll FIN-035 PERS Statements 5 years OD, Ppr S/I QC&OD 'Department preference; GC§34090 1 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 34 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards(audit+4 Time Sheets/Time Cards I Overtime Sheets/ Mag, Mfr, Yes: After Years), IRS requires 4 years, Ca. Finance/Payroll FIN-036 Overtime Cards/ExecuTime Database 5 years OD, Ppr S/I QC&OD requires 2 yr min.; FTB keeps 3 years; IIRS Reg§31.6001-1(e)(2), R&T §19530; LC§ 1174(d); 29 CFR 516.5; IGC §34090; 8 CCR 11040.7(c); 29 CFR 516.5&516.6(c); Department preference; IRS: 4 yrs after Itax is due or paid; Ca. FTB: 3 years; Finance/Payroll FIN-037 W-2's 5 years Mag, Ppr IIRS Reg§31.6001-1(e)(2), R&T I§19530; 29CFR 516.5-516.6, 29USC 436, GC §34090 IRS Regulation 31-6001-1 four years No Longer in after the due date of such tax for the Meg, Mfr, Yes: After return period to which the records Finance/Payroll FIN-038 W 4's Effect+4 S'OD Ppr QC&OD 'relate, or the date such tax is paid, years whichever is the later. GC§34090; 26 CFR 31.6001-1 FINANCE/PURCHASING Indefinite- Finance/ Lead Financial Services Database l ERP Database Data Fields/Records are interrelated; Div. FIN 039 (Tyler) Minimum 5 Yes Mag GC §34090 years Department preference(Professional Services always have a contract, Finance/ Purchase Orders&Requisitions, Change Minimum 5 Yes: Before Mag, Mfr, Yes: After therefore Errors&Omissions are not Purchasing FIN-040 Orders to Purchase Orders years Completion OD, Ppr S f I QC&OD applicable), Statute of Limitations is 4 years; 10 years for Errors&Omissions; CCP§§337. 337.1(a), 337.15, 343; GC §34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 35 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 ' Image: I Destroy Office of I Total 1 Media I=Import Paper after Record Retention No. I Records Description Vital? Comments/Reference (OFR) Retention Options M=Mfr I Imaged & S=Scan I QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investgations suspend normal retention periods(retention resumes after settlement or completion). HUMAN RESOURCES Human ADA(Americans with Disabilities Act) I Mag, Mfr, Yes: After Resources HR-001 !Reports 2 years OD, Ppr S/I QC&OD GC§34090, Human ADA(Americans Americans with Disabilities Act) Superseded+ Ma Pfr, HR-002 g' S/I Yes:After Department preference; GC§34090, Resources Transition Plan 2 years OD, Ppr QC&OD Federal law requires 6 years after filing Duration of the Yes: For date for retirement; EEOC/ADEA(Age) Human Benefit Plan Documents(CalPERS, Dental, Mag, Mfr, Yes:After requires 1 year after benefit plan Resources HR-003 Vision, etc.) Contract+6 Duration of OD, Ppr S/I QC&OD termination; State Law requires 2 years �` years Contract after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR 1300.85.1; GC§34090 Department preference to match retention California Civil Rights Department(CRD)/ for personnel files;All State and Federal Human Department of Fair Employment&Housing Separation+6 Mag, Mfr, Yes:After laws require retention until final disposition Resources HR-004 i(DFEH or EEOC)Claims/Harassment years OD, Ppr S/I QC &OD of formal complaint; State requires 4 years I Claims after"fully and finally disposed"; 2 CCR 11013(c); GC§§12946, 12960, 34090, , I Department preference; Bureau of Classification/Reorganization Studies(for 1 National Affairs recommends 2 years for Human HR-005 employee classifications and department Minimum 3 Mag, Mfr,j S/I Yes: After all supplementary Personnel records; Resources structures) years OD, Ppr QC &OD Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR . -- 1602.14, GC §§12946, 12960, 34090 Department preference; Bureau of National Affairs recommends 2 years for Human Minimum 3 Mag, Mfr, Yes:After ;all supplementary Personnel records; Resources HR-006 Compensation Surveys& Studies years OD, Ppr S/I QC &OD 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 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 36 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Image: i Destroy Record Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? if the record is not listed here. refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS. Litigation. complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Department preference; Statute of Human !Contracts for Investigators(Employee Completion+ Yes: Before Mag, Mfr, Yes: After Limitations for contractual obligations is 4 Resources HR-007 ;Investigations 6 years Completion OD, Ppr S/I QC&OD I years; CCP§§337. 337.1(a), 337.15, 343; 'GC§34090 Department preference; Instructions state "Generally, keep copies of information Human HR-008 DE-34(California EDD Report of New 6 years Mag, Ppr returns you filed with the IRS or have the Resources Employees) ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC§34090 When Human HR-009 DMV Pull Notices(ALL) Superseded or Mag, Ppr Department Preference; GC§34090 Resources Upon Separation Department preference to match retention for personnel files; statute of limitations for Human Separation +6 Mag, Mfr, Yes:After EEOC/FLSA/ADEA(Age)requires 3 years HR-010 Employee Investigations S/I for promotion, demotion, transfer, Resources years OD, Ppr QC& OD selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC§§12946, 12960, 34090, ; Employee Verifications/Income Human Verifications (of Employment, Child Support, When No Mag, Mfr, Yes:After Non-records, content is not substantive; Resources HR-011 etc. From lenders or other outside Longer OD, Ppr S/I QC& OD GC§34090 et seq. ;companies) Required MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 37 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of I Image: Destroy Total I Media I=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged & Comments/Reference (OFR) S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA(Age)requires Human Separation +6 Mag, Mfr, Yes: After 3 years for promotion,demotion,transfer, Resources HR-012 Grievances years OD, Ppr S/I QC&OD selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC§§3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) Human Harassment Prevention Training Certificates Mag, Mfr, Yes:After Department preference(5 years is Resources HR-013 Employees Only 6 years OD, Ppr S/I QC& OD required); GC§§3105, 12946, 12960, 34090;; 53235.2(b); 53237.2(b) i Required for 1 year from termination or 3 years from hiring,whichever is later; Human Separation+6 Mag, Mfr, Yes: After EEOC/FLSA/ADEA(Age)requires 3 Resources HR-014 19s years OD, Ppr S/I QC&OD 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 Department preference; EEOC/FLSA/ADEA(Age)requires 3 years Minimum for promotion, demotion,transfer, Human HR-015 Job Descriptions/Job Classification/Job %Mag, Mfr,' Yes: After selection, or discharge; State Law requires Resources Specifications Superseded + OD, Ppr S/I QC&OD 4 years; retirement benefits is 6 years from 4 years last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR§3204(d)(1)et seq., GC §§12946, 12960, 34090, Human Mag, Mfr, Yes: After OSHA requires 5 years; State law requires Resources HR-016 OSHA Logs-200, 300, 301, 301A 5 years OD, Ppr S/I QC&OD 2 years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1), GC§34090.7; LC§6429c MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 38 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here; refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). , ! Department Preference; statute of limitations for retirement benefits is 6 I !years from last action; EEOC/FLSA/ADEA Personnel Files-Employee File(Official (Age)requires 3 years for promotion, Personnel File) demotion, transfer, selection, or discharge; Includes Application, Credit Card Issue State Law requires 4 years; W-4s are Human Separation+6 Mag, Mfr, S/I Yes: After re uired four ears after the due date of Resources HR-017 Letters, Discipline, Evaluations, Policy years OD, Ppr QC&OD q y Acknowledgements, Employee's Oath of such tax for the return period to which the ,Office/Oath for Disaster Worker, PAF/ records relate, or the date such tax is paid, Personnel Action Forms, initial W-4, etc.) whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC§§ 3105, 12946, 12960, 34090, ; 53237.2(b), LC 1198.5 Medical Files for all employees are required to be maintained at least the duration of employment plus thirty(30) Personnel Files Medical File Separation + Human •Pre-employment Medical Clearances, ADA 30 years OR Yes: Until Mag, Mfr, Yes:After Years, Files maintained separately; Claims Resources ! HR-018 Accommodations, Fit for Duty, Respiratory Deceased+6 Separation OD, Ppr S/I QC&OD can be made for 30 years for toxic Fit Tests, etc. years 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 'Recruitment and Testing File/NeoGov Database State Law requires 4 years; EEOC/FLSA 1 Includes Advertisements, Applications for Hiring !/ADEA(Age) requires 1-3 years; 29 CFR Human HR-019 Unsuccessful Candidates, Interview Notes, Decision +4 Mag, Mfr, S/I Yes:After 1627.3(b)(1), 29 CFR 1602.14 et seq.2 Resources ;Job Brochures, Test Data,Testing Analysis years OD, Ppr QC&OD CCR 11013(c); GC§§12946, 12960, &statistical Metric, Job Analysis, Rating 34090 Sheets, Scantrons, Background Checks, etc. MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 39 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Department preference; Files maintained Separation + separately; Claims can be made for 30 Human Workers Compensation Claims /Long Term 30 years OR Yes: Until Mag, Mfr, Yes:After years for toxic substance exposure; 8 CCR Resources HR-020 Disability Claims(Includes all Accident, Deceased+6 Separation OD, Ppr S!I QC&OD §3204(d)(1)et seq., 8 CCR 5144, 8 CCR Incident, or Injury Reports from Employees) years 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Workplace Violence Incident Logs,/ Mag, Mfr, Yes:After Resources HR-021 Workplace Violence Plans 5 years OD, Ppr S/I QC&OD LC§6401.9(f); GC§34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 40 Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Image: Destroy Total Media , I=Import Paper after Record Retention No. Records Description Retention Vital? Options M=Mfr Imaged& Comments/Reference (OFR) 1 S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims.public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). INFORMATION TECHNOLOGY When No Used for Disaster Recovery Purposes Information Only; Considered a copy and can be Technology IT 001 Backups DAILY,WEEKLY Longer Yes Mag. ,destroyed when no longer required; GC Required §34090 et seq. Enterprise System Catalogue(Listing of Information IT-002 Enterprise-wide Software, posted on line- When Mag. GC§34090 et seq. Technology SB 272) Superseded g p When No Information Preliminary documents not retained in the Technology IT-003 Network Configuration Maps& Plans Longer Mag. ordinary course of business; GC§34090 Required et seq. UNALTERABLE MEDIA/IMMUTABLE For legal compliance for Trustworthy CLOUD BACKUP/ (WORM/DVD-r/CD-r/ Electronic Records(when the electronic Information 'record serves as the official record); must IT-004 Blue Ray-R/Optical Disk)or other P OD Technology 1be stored in a"safe and separate unalterable media that does not permit additions, deletions, or changes location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. Video Recordings-Department Activity! Building Security(Employees Performing Work, Cashiering, etc.) Information j Records regular and ongoing operations Technology IT-005 See City Clerk's schedule for City Council 1 year Mag or building security; GC§34090.6 et seq, Audio or Video Recordings; Planning or other Staffing Department for Boards or Committee Audio or Video Recordings ; Information Video Recordings-Public Areas!Public When No j Does not record regular and ongoing Technology IT-006 Activity!Parking Lot Longer Mag operations; GC§34090.6 et seq, Required MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 41 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-1 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Destroy Image: Paper Office of 1 Retention No.'I Records Description Total Vital? Media 1=Import after Comments/Reference Record(OFR) Retention Options M=Mfr Imaged & S=Scan I QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). PARKS, RECREATION,COMMUNITY SERVICES I ADMINISTRATION ' ! Copies- Arts Commission -AGENDAS&STAFF - Mag, City Clerk PRCS-001 REPORTS,AUDIO RECORDINGS, MINUTES, When No Mfr, OD, S/I Yes: After All originals are sent to, and retained by VIDEO RECORDINGS Longer Ppr QC&OD 'the City Clerk; GC§34090 et seq. Required Capital Improvement Projects(CIP)-where 'Parks, Recreation, Community Services is the Completion+ Lead: MAINTENANCE-ONLY PROJECTS 5 years or Parks, '(Landscaping, Painting,Pavement After Funding Statute of Limitations for Errors& Recreation, Resurfacing, Re-Roof, etc.-No change in Agency Yes: Until Mag' Yes: After!Omissions not applicable; Some grant PRCS-002 I Mfr, OD, S/I funding agencies require audits; Statute Comm. Services Infrastructure Configuration) Audit, if Completed Ppr QC&OD 'of Limitations: Contracts&5pec's-4 /Administration I required, All Final Records(RFP/Specifications& whichever is years, CCP§337 et. seq., GC§34090 'Addenda, Successful Proposal, Change Orders, longer Notice of Completion, Photos, etc.) I Capital Improvement Projects(CIP)-where Parks, Recreation, Community Services is the Lead: CREATES OR MODIFIES Completion+ INFRASTRUCTURE-Administration File Some grant funding agencies require 10 years or audits; Statute of Limitations for Errors& Parks, After Funding Project Administration, Certified Payrolls, Mag, Omissions is 10 years; Statute of Recreation, Agency Yes: Until Yes: After Comm. Services P ,Construction Manager's Audit, if Completed M f RCS-003 Certificate of Compliance r, OD, S/I QC&OD Limitations: Contracts&Spec's=4 years, Logs, Correspondence, Costs, Estimates, Daily Ppr Wrongful Death=comp. +5 years, /Administration required, Inspections, Insurance Certificates, Preliminary whichever is Developers=comp. + 10 years; CCP§337 Notices, Project Schedules, Public Relations, et. seq., GC §34090 Meeting Agendas&Minutes, Monthly Reports, longer Notices, Real Estate Appraisals, RFIs/RFQs , Safety. SWPPP/WPCP,etc. MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 42 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-2 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media 1=Import after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation; complaints, claims, public records act requests, audits and/or investigations suoend normal retention periods(retention resumes after settlement or completion). Capital Improvement Projects(CIP)- , where Parks, Recreation, Community Services is the Lead: CREATES OR MODIFIES INFRASTRUCTURE-Permanent File Department preference; retained for Parks, ' disaster preparedness purposes; Final Recreation, PROS-004 RFP/Specifications &Addenda, Successful P Yes: Until MMaOD, S/I Yes: After environmental determinations are Comm. Services Proposal, Change Orders, EIRs, Negative Completed P r QC&OD required to be kept a"reasonable period /Administration Declarations, Categorical Exemptions, Materials p of time"; 14 CCR§15095(c); CCP§337 Testing Reports, Grading Permits, Hazardous et. seq., GC §34090 (Materials, Notice of Completion, Photos, Record ;Drawings Soils Reports, Studies, Submittals, Surveys,etc. Parks, Drawings-where Parks, Recreation, Community Recreation, PRCS-005 Services is the Lead: Record Drawings, Maps, P Yes(all) MfrI,aOD, S/I Yes: After Drafts should be destroyed; GC §34090 Comm. Services Large-Format Drawings, Survey Record Maps, Ppr QC&OD /Administration "As-Built" Copies- Library Board of Trustees-AGENDAS&STAFF When No Mag' Yes: After All originals are sent to, and retained by City Clerk PRCS-006 REPORTS,AUDIO RECORDINGS, MINUTES, Longer Mfr, OD, S/I QC&OD the City Clerk; GC§34090 et seq. VIDEO RECORDINGS Required Ppr Copies- Parks&Recreation Commission -AGENDAS& Mag, City Clerk PRCS-007 STAFF REPORTS,AUDIO RECORDINGS, When No Mfr, OD, S/1 Yes: After All originals are sent to, and retained by MINUTES,VIDEO RECORDINGS Longer Ppr QC &OD the City Clerk; GC§34090 et seq. Required ; ACTIVE ADULT CENTER Parks, Recreation, Indefinite- Senior Activity Registration Database (My Comm. Services PRCS-008 —Senior) Minimum 2 Mag Department preference; GC §34090 /Active Adult years Center MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 43 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-3 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments t Reference Record (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention eeriods(retention resumes after settlement or completion). Parks, Activity/Special Programs/ Event Files Mag, Yes: After; Recreation, PRCS-009 Cultural Arts, Sports, Seniors, Filming,Theatre Minimum 2 Mfr, OD, S/I QC'd& Department preference; GC§34090 Comm. Services Programs etc. years Ppr OD /Lead Div. Parks, Applications/Participants' Registration/Liability Recreation, Forms/Release of Liability Forms/Photo Yes: During Mag, Yes: After Comm. Services PRCS-010 Releases/Waivers of Liability/ Permissions: 2 years Class or Mfr, OD, S/I QC'd& GC§34090 /Lead Div. Camps, Field Trips, Authorization to give Program Ppr OD Medicine,etc. Parks, PRCS 011 Recreation, Facility Rental Applications (Room Reservations, Yes: Before, Mag, Yes: After Comm. Services', ;etc.) 2 years Event Mfr, OD, S/I QC'd& 'GC§34090 /Lead Div. Ppr OD Parks, Mag, Yes: After Recreation, PRCS-012 Incident Reports/Code of Conduct Violations Minimum 2 Mfr, OD, S/I QC'd& !Department preference to retain repeat Comm. Services years Ppr OD offenders longer; GC§34090 / Lead Div. Copies- City Clerk PRCS-013 Potential Claim Forms When No Mfrl, OD, S/I Yes: After All originals are sent to, and retained by Longer Ppr QC&OD the City Clerk; GC§34090 et seq. Required Parks, Recreation, Rosters/Sign-in/Sign-Out Sheets for classes Mag, Yes. After Comm. Services PRCS-014 and programs 2 years Mfr, OD, S/I QC'd& GC§34090 / Lead Div. Ppr OD Parks, When No Mag, Yes: After Content not substantive; Preliminary Recreation, PRCS-015 Schedules/Hours(classes and staff) Longer Mfr, OD, S/I QC'd& drafts not retained in the ordinary course Comm. Services / Lead Div. Required Ppr OD of business; GC§34090 i MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 44 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-4 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? ',If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations su yend normal retention periods(retention resumes after settlement or completion). I Meets USDA Regulations; CA. Department of Social Services requires 3 Parks, years for many records; CA DPSS MPP Recreation, Yes: Before! Mag, ;Yes: After §25-353, 25-815,38, 10-119.2; 24 CFR Comm. Services PRCS-016 Senior Nutrition 5 years Event Mfr, OD, S/I QC'd& 570.502, 982.158; 29 CFR 97.42; GC /Active Adult Ppr OD §8546.7; 2 CFR 200.334; Education Center Code 8482.3(g)(1)(F)and (2); 22 CCR 101221; GC §34090 FACILITIES MAINTENANCE M g, I Lead Dept. PRCS-017 AQMD Permits-for Generators, etc. Issue Date+ Mfr,aOD, S i I Yes: After 40 CFR 70.6; GC§34090 5 years Ppr QC &OD Fleet-Pre-Trip Inspections/Vehicle Safety Mag, Yes: After Lead Dept. PRCS-018 ;Checks/Daily Vehicle Inspections/Daily 2 years Mfr, OD, S/I GC §34090; 13 CCR 1234(c) Equipment Checks Ppr QC &OD - I - Mag, Yes: AfteriAQMD Rule 1470; Form 400—E-13a Lead Dept. PRCS-019 Generator Operation Logs&Inspections 5 years Mfr, OD, S/I QC&OD instructions; GC §34090 Ppr Herbicide or Pesticide Intent to Spray/Application Mag, Yes: After Department preference(agricultural Lead Dept. PRCS-020 2 years Mfr, OD, S/I pesticide records are required for 2 Forms QC&OD Ppr years); GC §34090; 3 CCR 6623 Mag, Yes: After' Lead Dept. PRCS-021 Inspections: Facilities, Fire, HVAC, etc. 2 years Mfr, OD, S/I QC&OD GC§34090 Ppr Operations&Maintenance Manuals (O&M Life of I Mag, 'Yes: After Department preference; GC§34090 et. Lead Dept. ' PRCS-022 Facility or Mfr, OD, S/I Manuals) Equipment Ppr QC&OD seq. Expiration of Mag, Lead Dept. PRCS-023 !Pressure Vessel Certifications or Permits (Air Certificate or Mfr, OD, S/I Yes: After Department preference: GC §34090 et. ;Compressors, Propane, etc.) Permit P r QC&OD seq. p MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 45 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-5 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Image: Destroy Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments/Reference Record(OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suoend normal retention periods(retention resumes after settlement or completion). Previous SDS i MSDS may be obtained from a service; SDS/MSDS may be destroyed as long as a record of the Parks, Safety Data Sheet(SDS)/Material Safety Data chemical I substance/agent,where& Recreation, Sheet(MSDS)/ Chemical Use Report Form (or Mag' Yes: After,when it was used is maintained for 30 PRCS-024 30 years Mfr, OD, S/I Comm. Services records of the chemical/substance/agent, P r QC &OD years;Applies to qualified employers; /Facilities Maint. where&when it was used) p 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 Sidewalk Maintenance- Grinding, Asphalt Mag' Yes: After. Lead Dept. PRCS-025 Ramping(Logs and Forms) 5 years Mfrr,,O D, S/I QC &OD Department preference; GC§34090 Department preference(the Regional Mag, Yes: After Notification Center has the obligation to Lead Dept. PRCS-026 Underground Service Alerts(USA's)/ Dig Alerts 3 years Mfr, OD, S/I QC&OD retain the notice for 3 years); GC Ppr §§4216.2(d)&4216.3(e), GC§34090 Division -Work Orders/Service Requests/Service Orders• Indefinite- Providing PRCS-027 CRM i CMMS DATABASE(Computerized Minimum 5 Mag Data is interrelated; GC§34090 Service/Work Maintenance Management System) years Work Orders/Service Requests/Service Orders Division -All Information Entered in CRM I CMMS Yes: After When No Mag' Preliminary drafts(the database is the Providing PRCS-028 Longer Mfr, OD, I'l S/ Database QC &OD original); GC§34090 Service/Work Required Ppr (Paper drafts) { Work Orders/Service Requests/Service Orders• Division NOT entered in CRM i CMMS Database (or Mag, Yes: After)City preference; CCP§§338 et seq., 340 Providing 1 PRCS-029 partial information entered into CMMS Database) 5 years Mfr, OD, S/I QC &OD et seq., 342, GC §34090 Service/Work (Division providing service retains originals; Ppr Division requesting service is considered a copy) I MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 46 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-6 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Image: Destroy Office of Total Media I=Import i Paper Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments/Reference S=Scan Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests. audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). LIBRARY Parks, Indefinite- Recreation, PRCS-030 —Library Information/Library Management Minimum 2 Yes Mag Data Fields/Records are interrelated; I Comm. Services System Database GC§34090 /Library years Parks. When No Mag, Yes: After Content not substantive; Preliminary Recreation, PRCS-031 Comment Cards/Statements from Patrons Longer Mfr, OD, S/I QC'd& drafts not retained in the ordinary course Comm. Services Required Ppr OD of business; GC§34090 /Library Parks, When No Mag, Yes: After Content not substantive; Preliminary Recreation, PRCS-032 iContest Entries(Photo Contests, etc.) Longer Mfr, OD, S/I QC'd& drafts not retained in the ordinary course Comm. Services i /Library Required Ppr OD of business; GC§34090 Parks, Mag, Yes: After Recreation, PRCS-033 Facility Rental Applications(Room Reservations, 2 years Yes: Before Mfr, OD, S/I QC'd& GC§34090 Comm. Services etc.) Event /Lead Div. Ppr OD Grants: LSCA(Library Services and Construction), LSTA (Library Services and Technology), SLRC(State Literacy Resource Parks, Centers), CLLS(California Library Literacy Final Mag, Yes: After'Per California State Library Records Recreation, PRCS-034 Services), CLSA(California Library Services Act, Expenditure Mfr, OD, S/I QC'd & Management Program Requirements Comm. Services IMLS(Institute of Museum &Library Services), +5 years Ppr OD (April 27, 1998); GC §34090 /Library and PLF(Public Library Foundation) ONLY. For fall others,follow City-wide Schedule. ((SUCCESSFUL Reports, and Financial Information) Send copy of award letter to Finance MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 1 Resolution No. 2024-4256 Page 47 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-7 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Image: Destroyr Office of Retention No., Records Description Total Vital? Media I=Import after Comments/Reference Record (OFR) Retention Options 1 M=Mfr Imaged & I S=Scan i QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Liti.ation, com.laints, claims, .ublic records act re.uests, audits and/or investi.ations sus.end normal retention .eriods retention resumes after settlement or com.letion . Parks, Mag, Yes: After Recreation, PRCS-035 Incident Reports/Code of Conduct Violations Minimum 2 Mfr, OD, S/I QC'd & Department preference to retain repeat Comm. Services years Ppr OD offenders longer; GC §34090 /Lead Div. Parks, Mag, Yes: After Recreation, PRCS-036 Inter-Library Loan Records(not accessible to the 2 years Yes: Before Mfr, OD, S/I QC'd& GC §34090 Comm. Services ,public) Event Ppr OD /Library Parks, Library Programs-Education, Youth & Families, Mag, Yes: After Recreation, Minimum 2 PRCS-037 Lifelong Learning, etc. (Program Manager's Mfr, OD, S/I QC'd& Department preference; GC§34090 Comm. Servicesyears Records) Ppr OD /Library i Parks, I When No Mag, Yes: After Can be re-printed from Library Database; Recreation, PRCS-038 Library Statistics/Circulation Reports Longer Mfr, OD, S/I QC'd& may be placed in Library Board's Agenda Comm. Services Required Ppr §34090seq. OD Packet; GC et /Library Parks, Mag, Yes: After Recreation, 1 PRCS-039 Patron Applications/Internet User Agreements 2 years Yes Mfr, OD, S/I QC'd& GC§34090 Comm. Services 1 Ppr OD I /Library Copies- When No Mag, !Yes: After All originals are sent to, and retained by City Clerk PRCS-040 I Potential Claim Forms Longer Mfr, PpOD, S/I QC &OD ,the City Clerk; GC §34090 et seq. Required Parks, When No Mag, Yes: After Preliminary/Transitory documents not Recreation, PRCS-041 Program Sign Ups(e.g. Summer Reading) Longer Mfr, OD, S/I , QC'd& retained in the ordinary course of Comm. Services Required I Ppr 1 I OD business; GC§34090 /Library I I MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 48 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-8 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments I Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Parks, Recreation, Registrations/Sign-ins/Waivers(Signed by Mag, Yes: After Comm. Services PRCS-042 participants, or their parent or guardian) 2 years Mfr, OD, S/I QC'd& GC§34090 et. seq. /Lead Div. I Ppr OD Parks, Mag, Yes: After Recreation, Completion+ Comm. Services I PRCS-043 Subscription for On-Line Services 2 years Mfr, OD, S/I QC'd& GC§34090 et. seq. /Library Ppr OD Parks, - I — - Recreation, Waivers/Release Forms(Artists/Exhibitor's Mag, !Yes. After Comm. Services PRCS-044 work in Display Cases) 2 years Mfr, OD, S/I QC'd& GC§34090 et. seq. /Library Ppr • OD LMD i CFD/PARKS(LIGHTING MAINTENANCE DISTRICTS,COMMUNITY FACILITIES DISTRICTS) Parks, Assessment Districts/Community Facilities Recreation, Mag, Districts/Landscape Maintenance Districts/ .Yes: After Comm. Services'I PRCS-045 P Mfr, OD, S/I Department preference; GC§34090 /LMD/CFD I Street Lighting Districts I Special Districts: Ppr QC&OD Parks Formation Mag, Department preference(agricultural Lead Dept. PRCS-046 Herbicide or Pesticide Intent to Spray/Application 2 years Mfr, OD, S/I Yes: After pesticide records are required for 2 Forms Ppr { QC&OD years); GC§34090; 3 CCR 6623 Parks, Recreation, I Mag, !Inspections& Maintenance: Park and Playground Yes: After Comm. Services PRCS-047 Equipment, Fencing, Signs, etc. 5 years Mfr, OD, S/I QC&OD Department preference; GC§34090 /LMD/CFD/ Ppr Parks - i Mag, p Operations&Maintenance Manuals(O&M Life of Lead Dept. PRCS-048 Facilityor Mfr, OD, S/I Yes: After Department preference; GC§34090 et. Manuals Equipment Ppr QC&OD seq. MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 49 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-9 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Image: Destroy Office of Total Media l=Import Paper Record (OFR) Retention No. Records Description Retention Vital? Options M=Mfr after Comments/Reference S=Scan Imaged & QC'd7 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: Liti.ation, com.laints claims, public records act re.uests, audits and/orinvesti.ations suspend normal retention periods retention resumes after settlement or completion . Recreation, I Indefinite- Comm. Services PRCS-049 Tree DATABASE(Parks) Minimum 5 Mag Data is interrelated; GC§34090 /LMDICFD/ years Per + Parks, Recreation, ' Mag, Comm. Services PRCS-050 Tree Maintenance,Trimming,Arborists Reports Yes: After (Park trees) 5 years Mfr, OD, S/I QC&OD 1 Department preference; GC§34090 /LMD/CFD/ Ppr Parks i Department preference(the Regional Mag, Yes: After Notification Center has the obligation to Lead Dept. PRCS-051 Underground Service Alerts(USA's)/Dig Alerts 3 years Mfr, OD, S/I QC&OD retain the notice for 3 years); GC Ppr §§4216.2(d)&4216.3(e), GC§34090 Division Work Orders I Service Requests I Service Orders. Providing PRCS-052 CRM/CMMS DATABASE(Computerized Indefinite Yes Mag Data is interrelated; GC§34090 Service/Work Maintenance Management System) Work Orders/Service Requests/Service Orders Division -All Information Entered in CRM I CMMS When No Mag, Yes: After Preliminary drafts(the database is the Providing PRCS-053 Database Longer Mfr, OD, S/I QC&OD original); GC§34090 Service/Work Required Ppr (Paper drafts) Work Orders I Service Requests I Service Orders Division NOT entered in CRM/CMMS Database(or Mag, Yes: After City preference; CCP§§338 et seq., 340 Providing PRCS-054 partial information entered into CMMS Database) 5 years Mfr. OD. S/I QC&OD et seq., 342, GC§34090 Service/Work (Division providing service retains originals; Ppr Division requesting service is considered a copy) 1 RECREATION Parks, 1Indefinite- Recreation, I Recreation Activity Registration Database PRCS-055 Minimum 2 Mag. Department preference: GC§34090 Comm. Services', (RecTrac) /Recreation years MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 50 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-10 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Image: Destroy Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2years), since destruction is normally performed by file folder. HOLDS: Liti.ation, com•laints, claims. •ublic records act re.uests. audits and/or investi.ations sus tend normal retention eriods retention resumes after settlement orcom•letion . Parks, Activity/Special Programs/ Event Files Mag, Yes: After Recreation, PRCS-056 Children's Programs, Cultural Arts, Sports, Minimum 2 Mfr, OD. S/I QC'd& Department preference; GC §34090 Comm. Services Seniors, Filming, Theatre Programs etc. years Ppr OD /Lead Div. Parks, - — - -- Recreation, Activity Guide/Class Guide/Program Guide Minimum 2 Mag, Yes: After l Comm. Services PRCS-057 (Final) years Mfr, OD, S/I QC'd& Department preference; GC §34090 /Recreation i Ppr OD Parks, Applications/Participants'Registration/Liability Forms/Release of Liability Forms/Photo Yes: During, Mag, Yes: After Recreation, PRCS-058 Releases/Liability of Waivers/Waivers of 2 years Class or Mfr, OD, S/I QC'd& 'GC§34090 Comm. Services Liability/Permissions: Camps, Field Trips, Program Ppr OD /Lead Div. Authorization to give Medicine, etc. Parks, Yes: During Mag, Yes: After Recreation, PRCS-059 Cash Drawer Count Form 2 years Class or Mfr, OD, S/I QC'd & GC§34090 Comm. Services /Lead Div. Program Ppr OD Parks, When No Mag, ' Yes: After.. Recreation, PRCS-060 Evaluations/Surveys(Programmatic Evaluations Longer Mfr, OD, S/I QC'd & Content Not Substantive/Preliminary Comm. Services of Recreation programs) Required Ppr OD drafts/Transitory records; GC§34090 /Recreation Parks, -- - - -Recreation, PRCS-061 Incident Reports/Code of Conduct Violations Minimum 2 Mag, Ppr Department preference to retain repeat Comm. Services years offenders longer; GC§34090 /Lead Div. Parks, Ma Yes: After Recreation, Preliminary draft/Content Not Comm. Services PRCS-062 Logs: Facility Logs, Night Logs,Weekend Logs 1 year Mfr, OD, S/I QC'd& Substantive; GC§34090 et. seq. /Recreation Ppr OD MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 51 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-11 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import;• after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suoend normal retention eeriods(retention resumes after settlement or completion). Parks, Park Facility Use Requests/Field Rentals/ Mag, Yes: After Recreation, PRCS-063 Facility Use Applications and Permits(Includes 2 years Mfr, OD, S/I QC'd& GC§34090 et. seq. Comm. Services Insurance Certificates and ABC Permits where Ppr OD /Recreation ,appropriate) Cop ies Mag' City Clerk PRCS-064 Potential Claim Forms When No Mfr, OD, S/I Yes: After All originals are sent to, and retained by Longer Ppr QC&OD the City Clerk; GC§34090 et seq. Required Parks, Recreation, Rosters/Sign-in/Sign-Out Sheets for classes Mag, Yes: After. Comm. Services PRCS-065 and programs 2 years Mfr, OD, S/I QC'd& GC§34090 / Lead Div. Ppr OD Parks, When No Mag, Yes: After Content not substantive; Preliminary Recreation, PRCS-066 Schedules/Hours(classes and staff) Longer Mfr, OD, S/I QC'd& drafts not retained in the ordinary course Comm. Services /Lead Div. Required Ppr OD of business; GC§34090 FORMER REDEVELOPMENT Redevelopment Projects&Project Areas • Community PRCS-067 (Ensure Planning has all Environmental Completion+ Mag, Department preference; GC§34090 Services Documents, Engineering has all CIP Projects, 10 years Ppr and City Clerk has all Real Property records for Permanent retention) Redevelopment Projects& Project Areas Mag, Public Works/ PRCS-068 CIP Projects built by Redevelopment Agency, Send to Mfr, OD, S/I ,Yes: Afters Department preference; GC§34090 Engineering if any Engineering Ppr QC&OD Community Redevelopment Projects& Project Areas Mag, Development/ PRCS-069 Environmental Documents/CEQA Permits, Send to Mfr OD S/I Yes: After]Department preference; GC§34090 Planning EIRs,Categorical Exemptions, Negative Planning , , Ppr QC&OD Declarations, etc. MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 I Resolution No. 2024-4256 Page 52 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES Page PR&CS-12 (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Destroy Image: Paper Office of Retention No. Records Description Total Vital? Media I=Import after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations sus end normal retention periods(retention resumes after settlement or completion). Redevelopment Projects& Project Areas Mag, Send to City Yes: After City Clerk PRCS-070 Real Property: Deeds, Easements, Rights of Clerk Mfr, OD, S/I QC&OD Department preference; GC§34090 Way Ppr SOLID WASTE&RECYCLING Parks, 'Solid Waste& Recycling/AB 939 Compliance! I Department preference; required for 5 SB 1383 Compliance(Organic Waste Collection years; Low-Carbon Fuel Standard Recreation, Mag, and Recycling) . CalRecycle Annual Waste Yes: After regulations credits can be received for 10 Comm. Services PRCS-071 Diversion Report/Measure D annual report/ 10 years Mfr, OD, S!I QC& OD years, and are eligible for an extension; /Solid Waste& Ppr Form 303 report(HHW report)/CaIREcycle Used 14 CCR§ 18995.2; H&S§39730.7; GC Recycling Oil report!CaIREcycle Bottles&Cans report, etc. I §34090 Recreation, Mag, Parks, 1 Comm. Services PRCS-072 Solid Waste Tonnage Reports!Statistics 10 years Mfr, OD, j S/I Yes: After Department preference; GC §34090 /Solid Waste& Ppr QC&OD Recycling Parks, Recreation, Mag, Solid Waste: Events/ HHW Events(Household Yes: After:Department preference(3 years is Comm. Services PRCS-073 Hazardous Waste) 10 years Mfr, OD, S QC&OD required); 14 CCR 18812.4; GC§34090 /Solid Waste& Ppr Recycling -.-- T Parks, Recreation, Mag, Yes: After Comm. Services', PRCS-074 Tire Disposal/Waste Manifests 3 years Mfr, OD, S/I QC&OD 14 CCR 18459.3; GC§34090 /Solid Waste& I Ppr Recycling i MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 53 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Image: Destroy Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record(OFR) Retention Options M=Mfr Imaged& 1 S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). PUBLIC WORKS/ANIMAL&VECTOR CONTROL Animal Address Files: Barking, Bite Reports, Public Works/ Complaints, Cruelty Investigations and Department preference, 3 years is Animal &Vector PW-001 Administrative Hearing Officer Findings, Minimum 3 ,Mag, Ppr required for animal treatment records; FA Control 'Dangerous Dog Reports, Impound Notices, years §32003(e), PC§597.1(d); CCP§§336(a), Investigations, Barking Dogs, Loose Dogs, etc. 337 et. seq., GC§34090 Public Works/ Department Preference to be consistent Animal &Vector PW-002 Hearing Officer Determinations(Data Ticket) 3 years Yes 'Mag, Ppr with animal treatment records; GC Control §34090 et seq. Rt Herbicide or Pesticide Intent to Spray/ Mag' Yes: After Department preference (agricultural Lead Dept. PW-003 Application Forms 3 years ' Mfr, OD, S/I QC&OD pesticide records are required for 2 Ppr years); GC§34090; 3 CCR 6623 Public Works/ Department Preference to be consistent Animal&Vector PW-004 Notices to Comply,Warning Letters/Notices/ Minimum 3 Mag, Ppr with animal treatment records; GC Control Citation Books(Off leash,etc.) years §34090 et seq. Public Works/ Record of All Efforts to Contact Owner and/or Department Preference to be consistent Animal&Vector 1 PW-005 Microchip's Primary Registrant 2 years iMag, Ppr with animal treatment records; FA Control 1§§31108.3 and 31752.1; GC§34090 Public Works/ Service Requests/Transportation to County Mag' 1 Yes: After Department Preference to be consistent Animal&Vector PW-006 3 years Yes Mfr, OD, S/I with animal treatment records; GC Control facilities Ppr QC&OD §34090 et seq. PUBLIC WORKS I ENGINEERING Mag, Yes: After County PW-007 i Benchmarks/Corner Records P Mfr, OD, S/I Department preference; GC§34090 Ppr QC&OD f MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 54 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) j Image: Destroy Office of 1Retention No. Records Description Total Vital? Media I=Import j Paper after Comments/Reference Record(OFR) Retention Options M=Mfr Imaged& S=Scan 1 QC'd? , If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). j 'Capital Improvement Projects (CIP)-where Public Works is the Lead: MAINTENANCE- Completion+ ONLY PROJECTS(Painting, Pavement 5 years or Resurfacing, Potholing,Signal After Funding Statute of Limitations for Errors& Synchronization,Slip Lining,Slurry Seal, Re- Mag, Omissions not applicable; Some grant Public Works/ Agency Yes: Until Yes: After Engineering PW-008 Roof,etc.-No change in Infrastructure Audit, if Completed Mfr, OD, S/I QC &OD funding agencies require audits; Statute Configuration) ,re uired Ppr of Limitations: Contracts&Spec's=4 q years, CCP§337 et. seq., GC§34090 whichever is • All Final Records(Plans,RFP/Specifications& longer Addenda, Successful Proposal,Change Orders, Notice of Com letion Photos etc. i Capital Improvement Projects(CIP)-where Public Works is the Lead: Administration File Completion+ 10 years or Some grant funding agencies require Project Administration,Certified Payrolls,Certificate of After Funding audits; Statute of Limitations for Errors& Compliance,Construction Manager's Logs, Mag, Omissions is 10 years; Statute of Public Works/ Agency Yes: Until Yes: After PW-009 Correspondence,Costs,Estimates, Daily Inspections, Mfr, OD, S/I 1 Limitations: Contracts&Spec's=4 years, Engineering Audit, if Completed QC&OD Insurance Certificates, Preliminary Notices, Project required, Ppr Wrongful Death=comp. +5 years, Schedules,Public Relations, Meeting Agendas& Developers=comp. + 10 years; CCP§337 Minutes,Monthly Reports, Notices, Real Estate whichever is et. seq., GC§34090 Appraisals,RFIs/RFQs, Safety.SWPPP/WPCP, longer etc. Capital Improvement Projects(CIP)-where Public Works is the Lead: Permanent File Department preference; retained for Plans,RFP/Specifications&Addenda, Successful Ma disaster preparedness purposes; Final Public Works/ Proposal,Change Orders, EIRs,Negative Yes: Until g' Yes: After environmental determinations are PW-010 p g g P Mfr, OD, j S/ Engineering 1 Declarations,Categorical Exemptions, Materials Completed Ppr QC&OD required to be kept a"reasonable period j Testing Reports,Grading Permits&Certifications, of time"; 14 CCR§15095(c); CCP§337 Hazardous Materials,Notice of Completion, Photos, et. seq., GC§34090 Record Drawings Soils Reports,Studies,Submittals, Surveys,etc. i MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 55 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Image: Destroy ' Office of Total F Media I=Import Paper after Record(OFR) Retention No. Records Description Retention Vital? Options M=Mfr Imaged& Comments/Reference S=Scan , QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Copies- Deeds, Easements, Right of Ways, Mag, When No Yes: After City Clerk retains all originals; GC City Clerk PW-011 !Abandonments/Vacation, Liens/Lien Mfr, OD, S/I Releases Longer Ppr QC&OD §34090.7 Required 1 Public Works/ 'Drawings-where Public Works is the Lead: Mag, Yes: After Engineering PW-012 !Record Drawings, Maps, Large-Format P Yes(all) Mfr, OD, S/I QC&OD Drafts should be destroyed; GC§34090 Drawings, Survey Record Maps, "As-Built" Ppr — Encroachment Permits: Temporary(Banner Permit, Dirt Hauling, Excavation, Street Permits, ;Temporary Construction,Sidewalk Repairs, Public Works/ I Street Cuts, Street&Sidewalk Repair, Expiration+ Yes: Until Yes: After PW-013 Mag, Ppr S/I GC§34090 Engineering (Streetlight Repair, Traffic Control, 2 years Completion' QC &OD Transportation Permits, Tree Removal, Utility Cuts(Installation& Patching),etc.) Includes Insurance Certificates Public Works/ Encroachment Permits: Permanent(Structures Yes: Until ' Yes: After Engineering PW-014 in the City's Right of Way, Retaining Walls, etc.) P Completion Mag, Ppr' S/I QC &OD Department preference; GC§34090 Includes Insurance Certificates Public Works/ PW-014.5 Geotechnical and Soils Reports (all) P Mfr, OD, S/I Yes: After Department preference; GC§34090 Engineering Ppr QC&OD Mag, Public Works/ PW-015 Grading Permits P Mfr, OD, S/I Yes: After Department preference; GC§34090 Engineering Ppr QC &OD - t Private Development:Administrative Records Mag, Statute of Limitations is 4 years; 10 years Public Works/ Completion+ Yes: Until Yes: After for Errors&Omissions; land records are Engineering PW-016 Construction Inspections, Photos, Progress Mfr, OD, S/I g g 10 years Completed QC&OD permanent by law; CCP§§337. 337.1(a), Meetings, Project Schedules, etc. Ppr 337.15, 343; GC §34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 56 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Image: Destroy Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference Record (OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed. and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Private Development: Permanent Records Abandonments, Certificate of Acceptance/ Department preference; retained for Approval(copy), Dedications, Deeds(copies) disaster preparedness purposes; Final Drainage, Driveway, Easements(copies), Mag, Public Works/ Yes: Until Yes: After environmental determinations are Engineering PW-017 Geotechnical and Soil Reports/Grading P Completed Mfr, OD, S/I QC&OD required to be kept a"reasonable period Permits&Certifications(Pad Certifications)/ Ppr of time"; 14 CCR§15095(c); CCP§337 Hydrology Reports, Private Lab Verifications, et. seq., GC§34090 Testing Lab Final Reports, Rights of Way (copies), Studies, Reports, etc. Public Works/ PW-018 Subdivision Maps/ Parcel Maps P Yes(all) Mfr,MaOD, S/I Yes: After Department preference; GC§34090 Engineering Ppr QC&OD I Mag, Yes: After County PW-019 Surveys, Record of Survey P Yes(all) Mfr, OD. S/I QC&OD Department preference; GC §34090 Ppr PUBLIC WORKS/MAINTENANCE-PUBLIC RIGHT-OF-WAY Lead Dept. PW-020 1AQMD Permits-for Generators,etc. Issue Date + Mf,,a .OD S/I Yes: After 40 CFR 70.6; GC§34090 5 years Ppr QC&OD - Fleet-Pre-Trip Inspections/Vehicle Safety Mag, Yes: After Lead Dept. PW-021 Checks/Daily Vehicle Inspections/Daily 2 years Mfr, OD S/I GC§34090; 13 CCR 1234(c) Equipment Checks Ppr QC&OD 5 years is required by AQMD for portable Lead Dept. PW-022 ag, Generator Operation Logs& Inspections 5 years Mf OD S/I Yes: After or emergency generators;AQMD Rule (Portable Generators) Ppr QC&OD 1470; Form 400—E-13a instructions; GC §34090 Herbicide or Pesticide Intent to Spray/ Mag, Yes: After Department preference(agricultural Lead Dept. PW-023 Application Forms 2 years Mfr, OD. S/I QC&OD pesticide records are required for 2 Ppr years); GC§34090; 3 CCR 6623 Operations&Maintenance Manuals(O&M Life of Mag, Yes: After Department preference; GC§34090 et. Lead Dept. PW-024 Manuals) Facility or Mfr, OD, S/I QC&OD seq. Equipment Ppr MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 57 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Image: ! Destroy Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments I Reference Record(OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+ 2 years), since destruction is normally performed by file folder. HOLDS. Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works/ Maint Storm Drain System Maintenance(Slip Lining, Mag, Yes: After (Public Right of- PW-025 etc.) 3 years Mfr, OD, S/I QC &OD Department preference; GC§34090 Ppr Way) Public Works/ Required for a minimum of 3 years; 40 Maint Mag, Yes: After ';CFR 122.41(j)(2); SWRCB Order 2006- PW-026 Stormwater Illicit Discharges 3 years Mfr, OD, S/I QC&OD 03; 40 CFR 122.21, 122.41, 122.44; (Public Right-of-' Ppr §§ Way) I GC§34090 Public Works/ Department preference; Federal mandate Maint Stormwater Inspections(Business Inspections, Mag, Yes: After is 3 years; SWRCB Order 2006-03;40 PW-027 O&M related inspections,and Development 3 years Mfr, OD, S/I QC&OD CFR 122.21, 122.41, 122.44; GC (Public Right of- Inspections) Ppr §§ Way) §34090 Public Works/ Mag Department preference; Federal mandate Maint PW-028 Stormwater: NPDES Annual Reports 3 years Mfr, OD, S/I Yes: After is 3 years; SWRCB Order 2006-03; 40 (Public Right-of-i Ppr QC&OD CFR§§122.21, 122.41, 122.44; GC Way) _ §34090 Public Works/ Department preference; Federal mandate Maint Expiration+ Mag' Yes: After is 3 years; SWRCB Order 2006-03; 40 PW-029 Stormwater: NPDES Permits /MS-4 Permits Mfr, OD, S/I (Public Right of- years ears Ppr QC &OD !CFR§§122.21, 122.41, 122.44; GC Way) §34090 T Public Works! g Maint Ma Yes: After (Public Right of- PW-030 Street Light Maintenance 5 years Mfr, OD, S/I Department preference; GC§34090 Ppr QC&OD i Way) Public Works/ Maint 'Streets-Sidewalk Maintenance, Grinding, Mag' Yes: After PW-031 5 years Mfr, OD, S/I Department preference; GC §34090 (Public Right-of- 'Asphalt Ramping (Logs and Forms) Ppr QC&OD Way) Public Works/ i j Department preference(the Regional MaintMag' Yes: After 1 Notification Center has the obligation to PW-032 Underground Service Alerts(USA's)/Dig Alerts 3 years Mfr, OD, S/I QC& OD retain the notice for 3 years); GC (Public Right-of- Ppr Way) §§4216.2(d)&4216.3(e), GC§34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 58 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Image: Destroy Office of Retention No. Records Description Total Vital? Media I=Import Paper after Comments /Reference Record(OFR) Retention Options M=Mfr Imaged & S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS' Litigation. complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Work Orders/Request Trackers/Service Division Indefinite Requests/Service Orders- CRM I CMMS Providing PW-033 DATABASE(Computerized Maintenance Minimum 5 Mag Data is interrelated; GC§34090 Service/Work Management System)'Work Orders/ Request years Tr /Service ckers Division Requests/Service Ordersa-All Information Whe9 No Mag, I Yes: After Preliminary drafts(the database is the Providing PW-034 Entered in CRM I CMMS Database Longer Mfr, OD S/I QC &OD original); GC§34090 Service/Work Required Ppr (Paper drafts) Work Orders/ Request Trackers/Service j Requests/Service Orders-NOT entered in Division ' CRM I CMMS Database(or partial information Mag Yes: After City preference; CCP§§338 et seq.. 340 Providing PW-035 entered into CMMS Database) 5 years Mfr. OD. S/I QC&OD et seq., 342, GC§34090 Service/Work 1(Division providing service retains originals; Ppr Division requesting service is considered a copy) PUBLIC WORKS I TRAFFIC Public Works/ Traffic Calming Requests(Speed Humps, Red Mag, Yes After PW-036 10 years Mfr, OD. S/I 'Department preference; GC§34090 Traffic Curbs, Stop Signs, etc.) PprQC & OD When No Mag, Yes: After County or State i PW-037 Traffic Collision Reports/SWTRS Longer Mfr, OD, S/I QC &OD Not City records Required Ppr • Public Works/ Mag, Yes: After Traffic PW-038 Traffic Counts/Traffic Studies 10 years Mfr, OD, S I I QC&OD j Department preference; GC §34090 Ppr i --- - Copies- — --- - Public Works/ Traffic Speed Surveys(certified by City Council When No Mfr,MaOD, S/I Yes: After Presented to the City Council in the Traffic PW-039 Resolution) Longer Ppr ! QC&OD Council Agenda Packet; GC§34090.7 Required Public Works/ Mag, Yes: After PW-040 Traffic Stop Sign Warrants P Mfr, OD, S/I Department preference; GC §34090 Traffic Ppr QC&OD MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 59 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Image: Destroy Office of Retention No. Records Description Total Vital? Media 1=Import Paper after Comments/Reference Record(OFR) Retention Options M=Mfr Imaged& S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). Public Works/ Expiration + Yes: Until Yes: After Traffic PW-041 Parking Permits 2 years Completion Mag, Ppr S/I QC&OD GC§34090 Public Works/ Transportation Permits/Wide Load Permits, Expiration + Yes: Until Yes: After Traffic PW-042 Heavy Load Permits, etc. 2 years Completion Mag, Ppr S/I QC & OD GC§34090 PUBLIC WORKS/TRANSIT(Contracted with Thousand Oaks) Inactive/ Mag, Public Works/ Yes. After Department preference(applications are Transit PW-043 Applications for Service(Senior Dial-a-Ride) Cancelled + Mfr, OD, QC&OD not required to be renewed); GC§34090 2 years Ppr Public Works/ PW-044 'Incident reports 2 years Mfrl,, OD, Yes: After GC §34090 Transit Ppr QC&OD Monthly Reports: Ridership Data, Daily Reports, Mag, Consistent with Fare&Passenger Public Works/ PW-045 Demand-Response/Dial-a-Ride/Fixed Route, 5 years Mfr, OD, S/I Yes: After Counts,Accounts Receivable and Cash Transit etc. Ppr QC&OD Receipts; GC§34090 Public Works/ When No Mag, Yes: After Preliminary drafts/content not Transit PW-046 Schedules Longer Mfr, OD, QC&OD substantive; GC§34090 Required Ppr Department preference-meets municipal • government auditing standards; Statute Mag, of Limitations for Errors&Omissions not Public Works/ Completion + Yes: Until Yes: After Transit PW-047 Transit Contract Administration 5 years Completed Mfr, OD, S/I QC&OD applicable; Some grant funding agencies Ppr require audits; Statute of Limitations: Contracts& Spec's=4 years, CCP§337 et. seq., GC§34090 1 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services,Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024 Resolution No. 2024-4256 Page 60 Ver. 4.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Image: Destroy Record Retention No. Records Description Total Vital? Media I=Import Paper after Comments/Reference I (OFR) Retention Options M=Mfr Imaged & . S=Scan QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder(e.g. last document+2 years), since destruction is normally performed by file folder. HOLDS:Litigation, complaints, claims,public records act requests, audits and/or investigations suspend normal retention periods(retention resumes after settlement or completion). RISK MANAGEMENT Risk Accident/Incident Reports- MEMBERS OF Mag, Mfr,', Yes: After RM-001 2 years S/I GC§34090 Management ,THE PUBLIC OD, Ppr QC&OD Department preference; Meets municipal Risk Final Yes: Until Mag, Mfr, Yes: After government auditing standards; Statute of Management RM-002 Claim for Damages/Claims Against the City Resolution+5 Resolution OD, Ppr S QC&OD Limitations is 4 years; CCP§§337 et seq., years 343; GC§34090, Risk RM-003 FEMA/OES Claims&Backup Support 10 years Mag, Mfr, S/I Yes: After ,Department preference to pass possible Management OD, Pprr QC&OD audit; GC§34090 Risk Mag, Mfr, Yes:After (OSHA requires 5 years; State law requires Management RM-004 iOSHA Citations and Inspections 5 years OD, Ppr S/1 QC& OD 2 years; 8 CCR§3203(b)(1), OMB 1220- 0029; GC §34090; LC§6429c Risk Mag, Mfr, Yes: After OSHA requires 5 years; State law requires Management RM-005 Safety Committee Agendas and Minutes 5 years OD, Ppr S/1 QC&OD 2 years; 8 CCR§3203(b)(1), OMB 1220- 0029; GC §34090; LC§6429c Risk ,Subrogation I Property Damage Claims/ Mag Mfr,', ' Yes: After Department preference; Meets municipal Management RM-006 Restitution 5 years OD, Ppr S/I QC&OD government auditing standards; GC §34090 Risk Superseded+ Mag, Mfr, Yes: After Management RM-007 Vehicle and Property Schedules 2 years OD, Ppr' S QC&OD Department preference; GC§34090 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Adopted: 6/19/2024