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HomeMy WebLinkAboutAGENDA REPORT 2024 0619 CCSA REG ITEM 10BCITY OF MOORPARK, CALIFORNIA City Council Meeting of June 19, 2024 ACTION APPROVED STAFF RECOMMENDATION INCLUDING ADOPTION OF RESOLUTION NO. 2024- 4256. (ROLL CALL VOTE: UNANIMOUS) BY A. Hurtado. B. Consider Adoption of “Resolution of the City Council of the City of Moorpark, California, Adopting a Records Retention Schedule Authorizing Destruction of Certain City Records.” Staff Recommendation: Adopt Resolution No. 2024-4256 adopting the City of Moorpark’s Records Retention Schedule. (Staff: Ky Spangler, City Clerk) (ROLL CALL VOTE REQUIRED) Item: 10.B. Item: 10.B. MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Ky Spangler, City Clerk DATE: 06/19/2024 Regular Meeting SUBJECT: Consider Adoption of “Resolution of the City Council of the City of Moorpark, California, Adopting a Records Retention Schedule Authorizing Destruction of Certain City Records” SUMMARY The City of Moorpark (“City”) is upgrading its records management program, including its records retention policies. The adoption of the proposed Records Retention Schedule (“RRS”) will result in efficiency gains and cost savings. Moorpark selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. Legal review of the RRS was not requested or obtained because such review was provided by Gladwell Governmental Services, Inc. An upgrade in the existing program is necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiencies, and take advantage of current technology and changes in law. BACKGROUND The City adopted its existing RRS on June 19, 1996, and it has been the guiding document for the maintenance, storage, and destruction of City records since that time. Over the last 28 years there have been numerous changes to business practices as well as changes in state and federal laws that dictate retention periods for various records. Additionally, the types of records generated and maintained has expanded based on changes to City programs and services provided and has also evolved as a result of technological changes in how business is conducted today. In some cases, a “record” never has a paper life; that is, it is created and maintained in electronic fashion only. Nevertheless, the California Public Records Act (“CPRA”) does not differentiate the form in which a record is generated or maintained. The City’s existing RRS was primarily 380 Honorable City Council 06/19/2024 Regular Meeting Page 2 focused on records in paper form; the proposed RRS update has been designed to address paper and electronic records, and the keep the City in compliance with the CPRA and other new laws and regulations related to public records. With the changes in records generated as part of the City operations, changes in laws, and the upcoming move to a new City Hall facility, a comprehensive update to the City’s RRS is necessary. The updated RRS proposed for adoption is a result of six months of staff effort including a thorough review of existing schedules, examination of City business processes and the associated records that are generated and maintained, and numerous meetings between staff, the City Clerk’s Office, and Gladwell Governmental Services, Inc. to develop a new RRS that covers each Department, as well as records that are maintained on a Citywide basis (that is, the same “record series” (i.e., correspondence, etc.) maintained in different departments. DISCUSSION The upgrade of the current RRS is driven by many factors, including: • Limited storage space in the new City Hall; • Filing and storing copies of duplicate records; • Production and management of many permanent records; • Escalating records storage expenses; • Technology advancements; and • Changes in law. The purpose of the new RRS is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation, and disposal of all records managed by the City. The retention periods are in compliance with all applicable laws and are standard business practice for California cities. The new RRS was written interactively with representatives from all departments participating in the project. It provides clear, specific records descriptions and retention periods, and applies current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the City will realize significant savings in labor and storage costs, free up filing cabinet and office space, and realize operational efficiencies. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, which is provided in Section 2 of the proposed resolution. This approach to records management and records destruction will reduce costs and improve efficiency for the City. 381 Honorable City Council 06/19/2024 Regular Meeting Page 3 ENVIRONMENTAL DETERMINATION This 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. Therefore, no environmental review is required. FISCAL IMPACT There is no fiscal impact associated with this action. However, the City will realize savings both in labor and storage expenses, including the avoidance of future storage and/or construction costs. COUNCIL GOAL COMPLIANCE While not a specific City Council strategic directive, the adoption of an updated Records Retention Schedule directly supports City Council Goal 3, Excellent City Governance, Objective 3.9, “New City Hall Tenant Improvements and Move.” STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED) Adopt Resolution No. 2024-___ adopting the City of Moorpark’s Records Retention Schedule. Attachment: Draft Resolution No. 2024-____ 382 RESOLUTION NO. 2024-____ 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.I (“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, t he 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. ATTACHMENT 383 Resolution No. 2024-____ Page 2 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. SECTION 6. This resolution shall become effective immediately upon its passage and adoption. PASSED AND ADOPTED this 19th day of June, 2024. ________________________________ Chris R. Enegren, Mayor ATTEST: __________________________________ Ky Spangler, City Clerk Exhibit A: City of Moorpark Records Retention Schedule 384 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).” EXHIBIT AResolution No. 2024-____ Page 3 385 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-____ Page 4 386 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-001 Aerial Photographs of the City (Historical / with Significant Historical Value)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.CW-002 Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) Lead Dept.CW-003 Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) (Project Administration, Certified Payrolls, Project Schedules, RFP - Request for Proposal or Successful Proposal, etc.) Send all Original Agreements / Contracts, Amendments, and Insurance certificates to the City Clerk Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133GC §34090 Lead Dept.CW-004 Agreements & Contracts: ADMINISTRATION (WITHOUT Grant Funding) (Project Administration, Certified Payrolls, Project Schedules, RFP - Request for Proposal or Successful Proposal, etc.) Send all Original Agreements / Contracts, Amendments, and Insurance certificates to the City Clerk Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Covers E&O Statute of Limitations; Published Audit Standards=4- 7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Lead Dept.CW-005 Agreements & Contracts: Approved by Department Head ONLY City Clerk retains originals if approved by the City Manager or City Council Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090 CITY-WIDE (Used by All Departments) 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: Resolution No. 2024-____ Page 5 387 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-006 Agreements & Contracts: UNSUCCESSFUL BIDS, PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Finance / Purchasing retains the originals of Formal procurements; Includes unopened bids; GC §34090 n/a CW-007 Boards, Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents (e.g. County Board of Supervisors) When No Longer Required Mag, Ppr Non-records City Clerk CW-008 Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the City Council AGENDAS & STAFF REPORTS, AUDIO RECORDINGS, MINUTES, VIDEO RECORDINGS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. Staffing Dept.CW-009 Committees: Employee Committees, Employee Staff Meetings / Department Staff Meetings AGENDAS and MINUTES 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Only Citizen Advisory Boards appointed by the City Council must retain minutes permanently (Council Subcommittees present their recommendations to the full Council); GC §34090 et seq. Staffing Dept.CW-010 Committees: Subcommittees of the City Council (Ad-Hoc or Standing Committees) AGENDAS and MINUTES 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All final actions are made by the City Council and reflected in their records; GC §34090 Lead (Responding) Dept. CW-011 Complaints / Concerns from Citizens (Excludes Police Officers) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; Claims must be filed in 6 months or 1 year; CCP §§338 et seq., 340 et seq., 342, GC §34090 Lead Dept.CW-012 Copies or duplicates of any record Copies - When No Longer Required Mag Ppr GC §34090.7 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: Resolution No. 2024-____ Page 6 388 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Dept. that Authors Document or Receives the City's Original Document CW-013 Correspondence - ROUTINE (Content relates in a SUBSTANTIVE way to the conduct of the public's business) (e.g. e-mail, Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD ONLY IF the Content relates in a substantive way to the conduct of the public's business; GC §34090; City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 Dept. that Authors Document or Receives the City's Original Document CW-014 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mail, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, PowerPoint presentations, speaker cards, speech notes, staff videoconference chats, notes and recordings, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes / returned mail, visitors logs, voice mails, webpages, etc.) When No Longer Required Mag, Ppr Electronic and paper records are filed and retained based upon their CONTENT. Records, e-mails, electronic records, or social media postings where the Content relates in a substantive way to the conduct of the public's business, or that ARE made or retained for the purpose of preserving the informational content for future reference are saved by printing them out and placing in a file folder, or saving them electronically in a folder outside the e-mail system; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §7927.500; Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 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: Resolution No. 2024-____ Page 7 389 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-015 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Ppr As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 7927.500, 7928.705 Lead Dept.CW-016 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required Yes Mag The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-017 Grant Applications funded by the City's General Fund 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Finance maintains payable information in Accounts Payable; GC §34090 Lead Dept.CW-018 Grants (UNSUCCESSFUL Applications, Correspondence)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.CW-019 Grants / CDBG Administration (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a&b), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 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: Resolution No. 2024-____ Page 8 390 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-020 Newspaper Clippings When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 Human Resources CW-021 Personnel Files (Department Copies) Send all originals to Human Resources Separation or Transfer + 3 years Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Originals are retained by Human Resources; GC §34090.7 Lead Dept.CW-022 Personnel Files (Supervisor's Notes) Shred After Incorporation into Performance Evaluation or Documented Discipline Before Annual Evaluation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-023 Photographs When No Longer Required Mag, Ppr Preliminary Drafts (retention is placed on the final record in which the photograph is published in, if any); destroy unnecessary photographs. GC §§34090, 7927.500 Lead Dept. (Who Ordered the Appraisal) CW-024 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 Lead Dept. (Who Ordered the Appraisal) CW-025 Real Estate Appraisal Reports: Purchased or Sold Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 n/a CW-026 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Plans / Strategic Plans, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Mag, Ppr Non-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: Resolution No. 2024-____ Page 9 391 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-027 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Plans / Strategic Plans, etc.: Produced by YOUR Department Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.CW-028 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Plans / Strategic Plans, etc.: Produced by OTHER Departments When Superseded Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Copies; GC §34090.7 Lead Dept.CW-029 Reports and Studies (Historically significant - e.g., Zoning Studies)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-030 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 Lead Dept.CW-031 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Lead Dept.CW-032 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 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: Resolution No. 2024-____ Page 10 392 Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY-WIDE (Used by All Departments) Lead Dept.CW-033 Training Presented by City Staff - COURSE RECORDS (Attendance Rosters or Sign-In Sheets, Outlines and Materials; includes Ethics, Harassment, & Safety Training & Tailgates) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets OSHA requirements; Ethics Training is 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Lead Dept.CW-034 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years Ppr Department preference; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Lead Dept.CW-035 Volunteer / Unpaid Intern Applications & Agreements (includes emergency contact information) - Successful Applicants Inactive / Separation + 3 years Mag, Mfr, OD, Ppr S Yes: 1 year Department preference; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, 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: Resolution No. 2024-____ Page 11 393 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-001 Agenda Packets / Staff Reports: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority, Industrial Development Authority Includes Appeals, Budgets, Annual Financial Reports (CAFR, ACFR) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002 Agenda Packets / Staff Reports: Advisory Boards - Arts Commission, Library Board of Trustees, Parks & Recreation Commission, Planning Commission P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003 Agreements & Contracts, Amendments - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificates Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc. P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All infrastructure contracts should be permanent for emergency response; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) CITY CLERK MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-____ Page 12 394 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-004 Agreements & Contracts, Amendments - ALL (NON-INFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificates Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc. Completion + 10 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) City Clerk CC-005 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 obligations (e.g. Specifications / RFP (Request for Proposal), Successful Proposal or Scope of Work, all exhibits or attachments, All Addendums, Insurance Certificates) Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals / Pavement Rehabilitation, Tree Trimming, Leases, Personnel, Professional Services, etc. Completion + 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Mandated retention is 2 years; 5 years meets municipal government auditing standards Statute of Limitations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 City Clerk CC-006 Board & Commission / Committee Applications (All, whether appointed or not)2 years Mag, Ppr Yes: After QC & OD GC §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: Resolution No. 2024-____ Page 13 395 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERKCity Clerk CC-007 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-007.5 Bonds: Labor & Materials, Performance Bonds, Letters of Credit, Encroachment Permits, Monitoring Bonds Release of Bond / Letter of Credit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Security; GC §34090 City Clerk CC-008 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-009 Claims - Potential Claim Forms 2 years Mag, Ppr Yes: After QC & OD Risk Management handles Claim Files; GC §34090 City Clerk CC-014 Filing System / Subject Files / Function Filing System - HISTORICALLY SIGNIFICANT, LAND, PLANNING, CAPITAL IMPROVEMENT INFRASTRUCTURE PROJECTS P Mag, Ppr Yes: After QC & OD Department preference; GC §34090 City Clerk CC-015 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT Minimum 2 years Mag, Ppr Yes: After QC & OD Department preference; GC §34090 City Clerk CC-010 FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED / DATABASE 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-011 FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): DESIGNATED EMPLOYEES & CONSULTANTS (specified in the City's Conflict of Interest code) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains original statements; GC §81009(e)&(g) MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-____ Page 14 396 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-012 FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC OFFICIALS (elected & not elected. Includes City Council Members, Planning Commission Members, City Manager, City Treasurer & City Attorney) 4 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g) City Clerk CC-013 FPPC Economic Interest Filings (FPPC Form 635 / 602) - Lobbyist Authorization / Reporting 5 years Mag, Ppr 2 CCR 18615(f), GC §34090 City Clerk CC-016 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) City Clerk CC-017 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) City Clerk CC-018 FPPC Form 803 (Behested Payment Report)7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-019 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) City Clerk CC-020 Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): SUCCESSFUL CANDIDATES (Elected Officials) P Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-021 Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES - PRIOR TO ELECTRONIC FILING 5 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) City Clerk CC-022 Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC Campaign statements must be posted on the City’s website within 72 hours and remain on line for 4 years; Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 CITY CLERK ELECTIONS (CONSOLIDATED) MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-____ Page 15 397 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-023 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies) 4 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(f)&(g) City Clerk CC-024 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate- controlled) 7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g) City Clerk CC-025 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - SUCCESSFUL CANDIDATES Term of Office + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CA law states term of office and 4 years after the expiration of term and does not delineate between unsuccessful & successful candidates; EC §17100 City Clerk CC-026 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CA law states term of office and 4 years after the expiration of term and does not delineate between unsuccessful & successful candidates; EC §17100 City Clerk CC-027 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the City Council, Planning Commission, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-028 Elections - HISTORICAL Files (Copies of Sample Ballot, Copy of Resolution Declaring Results, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-029 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final Examination + 1 year after petition examination Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 MOORPARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: Resolution No. 2024-____ Page 16 398 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-030 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section) City Clerk CC-031 Ethics Training Certificates for City Council, Board and Commission Members, Employees Harassment Training Certificates for City Council, Board and Commission Members Only 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b) City Clerk CC-032 Historical Records, Photographs, & Historical Projects (e.g. City Anniversaries, Incorporation, City Seal, Awards of significant historical interest, Grand Openings, etc.) P Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD City Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 City Clerk CC-033 Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and DOES NOT have a current agreement / contract with the City When No Longer Required Mag, Ppr Not a City record City Clerk CC-034 Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and MAY have a current agreement / contract with the City 11 years Yes: Before Completion Mag, Mfr, OD, Ppr S Yes: After Inactive Longest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); CCP §337 et seq.; GC §34090 City Clerk CC-035 Insurance Policies - General Liability, Workers Compensation, JPIA Memorandum of Coverage P Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Covers longest possible statute of limitations; CCP §337 et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§ 911.2, 34090 City Clerk CC-036 Insurance Policies - Property, Fire, Theft, etc. Expiration + 4 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Covers statute of limitations for contracts; CCP §337 et seq.; GC §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: Resolution No. 2024-____ Page 17 399 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-037 Minutes: City Council, Redevelopment Agency, Successor Agency, Public Financing Authority, Industrial Development Authority P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-038 Minutes: Advisory Boards - Arts Commission, Library Board of Trustees, Parks & Recreation Commission, Planning Commission P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-039 Oath of Office / Appointments: City Council, Board and Commission Members Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 City Clerk CC-040 Ordinances P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-041 Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) See Elections for Initiative, Recall or Referendum Petitions 1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-042 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Clerk CC-043 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-044 Recorded Documents / Real Property: Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) City Clerk CC-045 Recordings: Audio or Video: City Council, Redevelopment Agency, Successor Agency, Public Financing Authority, Industrial Development Authority Minimum 4 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §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: Resolution No. 2024-____ Page 18 400 Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY CLERK City Clerk CC-046 Recordings: Audio or Video: Advisory Boards - Arts Commission, Library Board of Trustees, Parks & Recreation Commission, Planning Commission Minimum 4 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 City Clerk CC-047 Records Destruction Authorization Forms & Certifications (All Departments)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-048 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board, Public Financing Authority, Industrial Development Authority P Mag, Mfr, OD, Ppr S / I No GC §34090(e) City Clerk CC-049 Vehicle Titles ("Pink Slips")Sale or Disposal Ppr Given to Auction House / New Owner; GC §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: Resolution No. 2024-____ Page 19 401 Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards . Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-001 City Manager Updates / Reports (sent to City Council) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Manager CM-002 Legislative Advocacies, Support or Opposition to proposed Federal or State Legislation Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Manager CM-003 Project Files / Subject Files (Subject will change over time) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance CM-004 Travel Records / Expense Reports (Finance retains final originals) Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090.7 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: Resolution No. 2024-____ Page 20 402 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BUILDING & SAFETY Lead Div.CD-001 _Permit Database (Tyler EnerGov / HdL)Indefinite (Perm)Yes (all)Mag Department preference - Data is interrelated; GC §34090, H&S §19850 Community Development / Building & Safety CD-002 Activity Reports / Building Activity Reports When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business (Reports can be re-run from the database); GC §34090 Community Development / Building & Safety CD-003 Address Files / Building Permit Applications Never Issued (Applicant Notified Ready for Issuance and never followed through) Upon Expiration Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts; Content does not relate in a substantive way to the conduct of the public's business; GC §34090, Community Development / Building & Safety CD-004 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090, H&S §19850 Community Development / Building & Safety CD-005 Building Plans - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Development / Building & Safety CD-006 Building Plans - Cancelled, Voided, or Withdrawn Upon Cancellation or withdrawal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Community Development / Building & Safety CD-007 Building Plans - Expired, never started construction. Upon Expiration Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 Community Development / Building & Safety CD-008 Building Plans - Expired, construction started (or unknown)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §104.7; 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: Resolution No. 2024-____ Page 21 403 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-2 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Development / Building & Safety CD-009 Building Plans - Finalled - TENANT IMPROVEMENTS P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Development / Building & Safety CD-010 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCES P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Community Development / Building & Safety CD-011 California Building Codes / Uniform Building Codes Minimum While Ordinance is in Force Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §50022.6 Community Development / Building & Safety CD-012 Certificate of Occupancy (CofO)P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Building & Safety CD-013 Construction Waste Management Forms 10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; GC §34090 Community Development / Building & Safety CD-014 Copyright Release Forms / Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Development / Building & Safety CD-015 Correction Notices - Building Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary Drafts); GC §34090 et 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: Resolution No. 2024-____ Page 22 404 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-3 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Development / Building & Safety CD-016 Energy Calculations Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary Drafts); GC §34090 et seq. Community Development / Building & Safety CD-017 Plan Check Comments Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference (Preliminary Drafts); GC §34090 et seq. Community Development / Building & Safety CD-018 Stop Work Notices Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference (Preliminary Drafts); GC §34090 et seq. Community Development / Building & Safety CD-019 Structural Calculations - (all) Minimum When Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary Drafts); GC §34090 et seq. Community Development / Building & Safety CD-020 Temporary Certificates of Occupancy Upon Issuance of a Certificate of Occupancy. Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary Drafts); GC §34090 et seq. CODE COMPLIANCE Lead Div.CD-021 _Permit Database (Tyler EnerGov)Indefinite (Perm)Yes (all)Mag Department preference - Data is interrelated; GC §34090, H&S §19850 Community Development / Code Compliance CD-022 Appeals of Code Enforcement Actions Case Closed + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Community Development / Code Compliance CD-023 Code Enforcement / Abatement (may Include Citations, Notice of Violations, Photos, and Code Enforcement Complaint Letters) Case Closed + 2 years Yes: Until Resolution Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 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: Resolution No. 2024-____ Page 23 405 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-4 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Development / Economic Development CD-024 Economic Development Projects (Records related to Business Recruitment or Retention) Any record IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Community Development / Economic Development CD-025 Economic Development Strategic Plan Superseded + 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 HOUSING Community Development / Housing CD-026 Housing Applications Rejected / Not Qualified / Not Approved (First Time Home Buyers, Rehabilitation, HOME, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Housing CD-027 Housing Plans: Consolidated Plans and Annual Action Plans / Consolidated Annual Performance and Evaluation Review (CAPER) / Comprehensive Housing Affordability Strategy (CHAS), etc. Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 5 years; 24 CFR 91.105(h); GC §34090 Community Development / Housing CD-028 Housing Programs: Affordable Housing Agreements,, First Time Home Buyer, Projects, Rehabilitation, Grants Loans, All Housing Program Applications May include inclusionary housing agreements, regulatory agreements, promissory notes, deeds of trust, resale restrictions, rights of first refusal and options to purchase, etc. WITHOUT a Recapture / Resale Restriction Loan Pay-off + 5 years or Termination + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the agreement terminates; Consistent with Consolidated Plan Requirements; Required for 3-4 years from expenditure or performance report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, 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: Resolution No. 2024-____ Page 24 406 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-5 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Development / Housing CD-029 Housing Programs: Affordable Housing Agreements,, First Time Home Buyer, Projects, Rehabilitation, Grants Loans, All Housing Program Applications May include inclusionary housing agreements, regulatory agreements, promissory notes, deeds of trust, resale restrictions, rights of first refusal and options to purchase, etc. WITH a Recapture / Resale Restriction 5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer Mag, Mfr, OD, Ppr S / I Yes: After QC & OD HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 982.158, 884.214; 29 CFR 97.42, GC §34090 Community Development / Housing CD-030 Housing Reports to State or Federal Agencies / Reports Received Based Upon Affordable Agreements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Housing CD-031 Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §§34090, 66300. PLANNING Lead Div.CD-032 _Permit Database (Tyler EnerGov)Indefinite (Perm)Yes (all)Mag Department preference - Data is 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: Resolution No. 2024-____ Page 25 407 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-6 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Development / Planning CD-033 Planning Projects - Discretionary & Ministerial - Approved Permanent Entitlements & Permits (Includes Associated CEQA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans, Soils Reports, etc.) Examples: Administrative Permit Administrative Exception Annexation Conditional Use Permits (CUPs) Development Agreements and Amendments Density Bonus Planned Development Permit General Plan Amendments 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 P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090, 34090.7 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: Resolution No. 2024-____ Page 26 408 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-7 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Development / Planning CD-034 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning CD-035 Business Registration: Applications, Registrations and Renewals 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq. Community Development / Planning CD-036 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Planning is the Lead Correspondence and Internal staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Lead Agency CD-037 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Planning is NOT the Lead Correspondence and Internal staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Correspondence (the Lead Agency is responsible for retaining the documents, and Planning does not know if and when the project is approved or denied;) GC §34090 Community Development / Planning CD-038 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Notice of Exemption (NOE), etc.) / CEQA Inside City boundaries - Where Planning is the Lead P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 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: Resolution No. 2024-____ Page 27 409 Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Develop, Housing, Planning) Page CD-8 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Community Development / Planning CD-039 General Plan, Elements and Amendments / Master Plans, Specific Plans, Land Use Plans and Amendments; General Plan Interpretations P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning CD-040 Materials Boards After Building Permit is Finalled Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Content Not Substantive / Preliminary drafts not retained in the ordinary course of business; GC §34090 City Clerk CD-041 Planning Commission - AGENDAS & STAFF REPORTS, AUDIO RECORDINGS, MINUTES, VIDEO RECORDINGS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. Community Development / Planning CD-042 Pre-Applications / Forms 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Community Development / Planning CD-043 Preliminary Application Form (required for a housing development project that includes residential units; form is provided by California Department of Housing & Community Development) 5 years Mag, Ppr Various benchmarks are placed using the number of residential dwelling units on the project site within the last five years; GC §§34090, 66300. Community Development / Planning CD-044 Regulatory Business Permits (Approved & Unapproved) Bingo Permits, Home Occupation, Live Entertainment, Solicitor / Vendor Permits, etc. No Longer In Business + 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning CD-045 Temporary Use Permits (Approved & Unapproved) Christmas Tree Lots, Film Permits, Pumpkin Lots, Tent Sales, Temporary Banner Permits, etc. Expiration + 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning CD-046 Zoning Maps (Historically Significant)P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After 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: Resolution No. 2024-____ Page 28 410 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / ADMINISTRATION Finance / Lead Div.FIN-001 _Financial Services Database / ERP Database (Tyler) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Admin.FIN-002 Assessment Districts / Community Facilities Districts / Landscape Maintenance Districts / Street Lighting Districts / Special Districts: County Assessor Charges / Engineers Reports 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 et seq. Finance / Admin.FIN-003 Audit Reports / Annual Consolidated Financial Report (ACFR) and related Audit Opinions P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Admin.FIN-004 Audit Work Papers 5 years Mag, Ppr Department preference; preliminary drafts; GC §34090 Finance / Admin.FIN-004.5 Bank Signature Cards Signatures Superseded + 5 years Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Admin.FIN-005 Bonds & Bond Sales / Official Statements / Transcripts / Certificates of Participations (COPs) / General Obligation Bonds / Revenue Bonds / Assessment District Bonds / CFD Bonds - Includes Continuing Disclosure Reports See Bank Statements for statement retention. Fully Defeased + 10 years Yes: Until Maturity Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq. Finance / Admin.FIN-006 Budgets - Adopted / Final P Yes: Current Fiscal Year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq. Finance / Admin.FIN-007 Budgets - Preliminary, Backup Documents Drafts - When No Longer Required Yes: Current Fiscal Year Mag, Ppr 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: Resolution No. 2024-____ Page 29 411 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Admin.FIN-008 Single Audits / Transportation Audits / PERS Audit, etc. Minimum 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (exceeds municipal government auditing standards); GC §34090 FINANCE / GENERAL ACCOUNTING Finance / General Accounting FIN-009 1099's, 1096's, DE542 (California Report of Independent Contractors)5 years Mag, Ppr Department preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / General Accounting FIN-010 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets municipal government auditing standards); GC §34090 Finance / General Accounting FIN-011 Accounts Receivable / Revenue / Our Invoices to Outside Entities: Insurance Companies, Franchise Fees, DUI Billing, Transient Occupancy Tax (TOT), Auctions of Surplus Property, Credit Card Payment Receipts, Tenant Billing / Rent, etc. 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets municipal government auditing standards); GC §34090 Finance / General Accounting FIN-012 Bank Statements and Trustee Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Wire Transfers, Merchant Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090, 26 CFR 31.6001-1 Finance / General Accounting FIN-013 Checks / Warrant Register Report (issued)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 Finance / General Accounting FIN-014 Checks / Warrants (Cashed or Returned / NSF)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; 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: Resolution No. 2024-____ Page 30 412 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FIN-015 Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090, 26 CFR 31.6001-1 Finance / General Accounting FIN-016 Escheat (Unclaimed money / uncashed checks)5 years Mag, Ppr Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance / General Accounting FIN-017 Fixed Assets - Annual Listing (Source Documents)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 Finance / General Accounting FIN-017.5 Internal Confirmations: Signed receipts for Credit Card Replacement, etc.4 years Mag, Ppr Department preference; GC §34090 Finance / General Accounting FIN-018 Investments / Arbitrage / Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) Maturity + 5 years Yes: Until Paid Mag, Ppr Department preference; Meets auditing standards; FTC Reg's rely on "self- enforcement"; GC§§ 34090, 43900 Finance / General Accounting FIN-019 Journal Entries / Journal Vouchers / Budget Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 Finance / General Accounting FIN-020 Reports, Finance Reports created from Database: General Ledgers, Subsidiary Ledgers, Trial Balance, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc. When No Longer Required Mag, Ppr Financial system can re-create reports accurately; 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: Resolution No. 2024-____ Page 31 413 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FIN-021 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), ROPS (Recognized Obligation Payment Schedule) Report, Street Report, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 Finance / General Accounting FIN-022 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 Finance / General Accounting FIN-023 Treasurer's Reports / Quarterly Budget Reports 5 years Mag, Ppr Department preference; Meets auditing standards; GC §34090 Finance / General Accounting FIN-024 W-9s Superseded + 5 years or Vendor Inactive + 5 years Mag, Ppr Meets IRS auditing standards; GC §34090 FINANCE / PAYROLL Finance / Lead Div.FIN-025 _Payroll Database / ERP Database (Tyler) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Lead Div.FIN-026 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage) & Transmittal Form) 5 years Mag, Ppr Department preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Finance / Payroll FIN-027 CalPERS Reports, Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Most recent records are stored on CalPERS website; Department preference; Retained to match other auditing periods; 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: Resolution No. 2024-____ Page 32 414 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FIN-028 Actuarial Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance / Payroll FIN-028 Payroll Underwriting Reports / Payroll Exposure Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Finance / Payroll FIN-028 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After 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 Finance / Payroll FIN-030 DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-031 Deferred Compensation (City Statements)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Finance / Payroll FIN-032 Payroll Employee Files (Copies of PAFs, original W-4s, Deductions, etc.) Upon Separation, Transfer to Human Resources Mag, Mfr, OD, Ppr S / I Yes: After QC & OD W-4 requirements: four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001- 1 Finance / Payroll FIN-034 Payroll Reports / Bi-Weekly Payroll Reports 5 years Mag, Ppr Department preference; (meets municipal government auditing standards); GC §34090 Finance / Payroll FIN-035 PERS Statements 5 years Mag, Mfr, OD, Ppr S / I Yes: After 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: Resolution No. 2024-____ Page 33 415 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FIN-036 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards / ExecuTime Database 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090; 8 CCR 11040.7(c); 29 CFR 516.5 & 516.6(c); Finance / Payroll FIN-037 W-2's 5 years Mag, Ppr Department preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FIN-038 W-4's No Longer in Effect + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD IRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1 FINANCE / PURCHASING Finance / Lead Div.FIN-039 _Financial Services Database / ERP Database (Tyler) Indefinite - Minimum 5 years Yes Mag Data Fields / Records are interrelated; GC §34090 Finance / Purchasing FIN-040 Purchase Orders & Requisitions, Change Orders to Purchase Orders Minimum 5 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Professional Services always have a contract, therefore Errors & Omissions are not 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: Resolution No. 2024-____ Page 34 416 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-001 ADA (Americans with Disabilities Act) Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090, Human Resources HR-002 ADA (Americans with Disabilities Act) Transition Plan Superseded + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC § 34090, Human Resources HR-003 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Federal law requires 6 years after filing date for retirement; EEOC / ADEA (Age) requires 1 year after benefit plan termination; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR 1300.85.1; GC §34090 Human Resources HR-004 California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090, Human Resources HR-005 Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-006 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; 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: Resolution No. 2024-____ Page 35 417 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-007 Contracts for Investigators (Employee Investigations Completion + 6 years Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Human Resources HR-008 DE-34 (California EDD Report of New Employees)6 years Mag, Ppr Department preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC §34090 Human Resources HR-009 DMV Pull Notices (ALL) When Superseded or Upon Separation Mag, Ppr Department Preference; GC §34090 Human Resources HR-010 Employee Investigations Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090, ; Human Resources HR-011 Employee Verifications / Income Verifications (of Employment, Child Support, etc. From lenders or other outside companies) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records, content is not substantive; GC §34090 et 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: Resolution No. 2024-____ Page 36 418 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-012 Grievances Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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 3 years for promotion, demotion, transfer, 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 Resources HR-013 Harassment Prevention Training Certificates - Employees Only 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (5 years is required); GC §§ 3105, 12946, 12960, 34090;; 53235.2(b); 53237.2(b) Human Resources HR-014 I-9s Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human Resources HR-015 Job Descriptions / Job Classification / Job Specifications Minimum Superseded + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090, Human Resources HR-016 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 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: Resolution No. 2024-____ Page 37 419 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-017 Personnel Files - Employee File (Official Personnel File) Includes Application, Credit Card Issue Letters, Discipline, Evaluations, Policy Acknowledgements, Employee's Oath of Office / Oath for Disaster Worker, PAF / Personnel Action Forms, initial W-4, etc.) Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090, ; 53237.2(b), LC 1198.5 Human Resources HR-018 Personnel Files - Medical File Pre-employment Medical Clearances, ADA Accommodations, Fit for Duty, Respiratory Fit Tests, etc. Separation + 30 years OR Deceased + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Medical Files for all employees are required to be maintained at least the duration of employment plus thirty (30) years; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-019 Recruitment and Testing File / NeoGov Database Includes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Background Checks, etc. Hiring Decision + 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 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: Resolution No. 2024-____ Page 38 420 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-020 Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation + 30 years OR Deceased + 6 years Yes: Until Separation Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human Resources HR-021 Workplace Violence Incident Logs,/ Workplace Violence Plans 5 years Mag, Mfr, OD, Ppr S / I Yes: After 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: Resolution No. 2024-____ Page 39 421 Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Information Technology IT-001 Backups - DAILY, WEEKLY When No Longer Required Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. Information Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line - SB 272) When Superseded Mag.GC §34090 et seq. Information Technology IT-003 Network Configuration Maps & Plans When No Longer Required Mag. Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-004 UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / (WORM / DVD-r / CD-r / Blue Ray-R / Optical Disk) or other unalterable media that does not permit additions, deletions, or changes P OD For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. Information Technology IT-005 Video Recordings - Department Activity / Building Security (Employees Performing Work, Cashiering, etc.) See City Clerk's schedule for City Council Audio or Video Recordings; Planning or other Staffing Department for Boards or Committee Audio or Video Recordings 1 year Mag Records regular and ongoing operations or building security; GC §34090.6 et seq, Information Technology IT-006 Video Recordings - Public Areas / Public Activity / Parking Lot When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq, INFORMATION TECHNOLOGY 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: Resolution No. 2024-____ Page 40 422 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PARKS, RECREATION, COMMUNITY SERVICES / ADMINISTRATION City Clerk PRCS-001 Arts Commission - AGENDAS & STAFF REPORTS, AUDIO RECORDINGS, MINUTES, VIDEO RECORDINGS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. Parks, Recreation, Comm. Services / Administration PRCS-002 Capital Improvement Projects (CIP) - where Parks, Recreation, Community Services is the Lead: MAINTENANCE-ONLY PROJECTS (Landscaping, Painting, Pavement Resurfacing, Re-Roof, etc. - No change in Infrastructure Configuration) All Final Records (RFP / Specifications & Addenda, Successful Proposal, Change Orders, Notice of Completion, Photos, etc.) Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090 Parks, Recreation, Comm. Services / Administration PRCS-003 Capital Improvement Projects (CIP) - where Parks, Recreation, Community Services is the Lead: CREATES OR MODIFIES INFRASTRUCTURE - Administration File Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Insurance Certificates, Preliminary Notices, Project Schedules, Public Relations, Meeting Agendas & Minutes, Monthly Reports, Notices, Real Estate Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; 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: Resolution No. 2024-____ Page 41 423 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-2 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Administration PRCS-004 Capital Improvement Projects (CIP) - , where Parks, Recreation, Community Services is the Lead: CREATES OR MODIFIES INFRASTRUCTURE - Permanent File RFP / Specifications & Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Grading Permits, Hazardous Materials, Notice of Completion, Photos, Record Drawings Soils Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Parks, Recreation, Comm. Services / Administration PRCS-005 Drawings - where Parks, Recreation, Community Services is the Lead: Record Drawings, Maps, Large-Format Drawings, Survey Record Maps, "As-Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 City Clerk PRCS-006 Library Board of Trustees - AGENDAS & STAFF REPORTS, AUDIO RECORDINGS, MINUTES, VIDEO RECORDINGS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. City Clerk PRCS-007 Parks & Recreation Commission - AGENDAS & STAFF REPORTS, AUDIO RECORDINGS, MINUTES, VIDEO RECORDINGS Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. ACTIVE ADULT CENTER Parks, Recreation, Comm. Services / Active Adult Center PRCS-008 _Senior Activity Registration Database (My Senior) Indefinite - Minimum 2 years Mag 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: Resolution No. 2024-____ Page 42 424 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-3 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Lead Div. PRCS-009 Activity / Special Programs / Event Files Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-010 Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-011 Facility Rental Applications (Room Reservations, etc.)2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-012 Incident Reports / Code of Conduct Violations Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference to retain repeat offenders longer; GC §34090 City Clerk PRCS-013 Potential Claim Forms Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. Parks, Recreation, Comm. Services / Lead Div. PRCS-014 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-015 Schedules / Hours (classes and staff) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; 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: Resolution No. 2024-____ Page 43 425 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-4 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Active Adult Center PRCS-016 Senior Nutrition 5 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Meets USDA Regulations; CA. Department of Social Services requires 3 years for many records; CA DPSS MPP §25-353, 25-815,38, 10-119.2; 24 CFR 570.502, 982.158; 29 CFR 97.42; GC §8546.7; 2 CFR 200.334; Education Code 8482.3(g)(1)(F) and (2); 22 CCR 101221; GC §34090 FACILITIES MAINTENANCE Lead Dept.PRCS-017 AQMD Permits - for Generators, etc.Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Lead Dept.PRCS-018 Fleet - Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090; 13 CCR 1234(c) Lead Dept.PRCS-019 Generator Operation Logs & Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.PRCS-020 Herbicide or Pesticide Intent to Spray / Application Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Lead Dept.PRCS-021 Inspections: Facilities, Fire, HVAC, etc.2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept.PRCS-022 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq. Lead Dept.PRCS-023 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq. 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: Resolution No. 2024-____ Page 44 426 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-5 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Facilities Maint. PRCS-024 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Lead Dept.PRCS-025 Sidewalk Maintenance - Grinding, Asphalt Ramping (Logs and Forms)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.PRCS-026 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(d) & 4216.3(e), GC §34090 Division Providing Service / Work PRCS-027 Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work PRCS-028 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PRCS-029 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; CCP §§338 et seq., 340 et seq., 342, 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: Resolution No. 2024-____ Page 45 427 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-6 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). LIBRARY Parks, Recreation, Comm. Services / Library PRCS-030 _Library Information / Library Management System Database Indefinite - Minimum 2 years Yes Mag Data Fields / Records are interrelated; GC §34090 Parks, Recreation, Comm. Services / Library PRCS-031 Comment Cards / Statements from Patrons When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Parks, Recreation, Comm. Services / Library PRCS-032 Contest Entries (Photo Contests, etc.) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-033 Facility Rental Applications (Room Reservations, etc.)2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Library PRCS-034 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA (California Library Services Act, IMLS (Institute of Museum & Library Services), and PLF (Public Library Foundation) ONLY. For all others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of award letter to Finance Final Expenditure + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Per California State Library Records Management Program Requirements (April 27, 1998); 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: Resolution No. 2024-____ Page 46 428 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-7 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Lead Div. PRCS-035 Incident Reports / Code of Conduct Violations Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference to retain repeat offenders longer; GC §34090 Parks, Recreation, Comm. Services / Library PRCS-036 Inter-Library Loan Records (not accessible to the public)2 years Yes: Before Event Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Library PRCS-037 Library Programs - Education, Youth & Families, Lifelong Learning, etc. (Program Manager's Records) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Parks, Recreation, Comm. Services / Library PRCS-038 Library Statistics / Circulation Reports When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Can be re-printed from Library Database; may be placed in Library Board's Agenda Packet; GC §34090 et seq. Parks, Recreation, Comm. Services / Library PRCS-039 Patron Applications / Internet User Agreements 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 City Clerk PRCS-040 Potential Claim Forms Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. Parks, Recreation, Comm. Services / Library PRCS-041 Program Sign Ups (e.g. Summer Reading) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Preliminary / Transitory documents not retained in the ordinary course of business; 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: Resolution No. 2024-____ Page 47 429 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-8 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Lead Div. PRCS-042 Registrations / Sign-ins / Waivers (Signed by participants, or their parent or guardian)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. Parks, Recreation, Comm. Services / Library PRCS-043 Subscription for On-Line Services Completion + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. Parks, Recreation, Comm. Services / Library PRCS-044 Waivers / Release Forms (Artists / Exhibitor's work in Display Cases)2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. LMD / CFD / PARKS (LIGHTING MAINTENANCE DISTRICTS, COMMUNITY FACILITIES DISTRICTS) Parks, Recreation, Comm. Services / LMD / CFD / Parks PRCS-045 Assessment Districts / Community Facilities Districts / Landscape Maintenance Districts / Street Lighting Districts / Special Districts: Formation P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.PRCS-046 Herbicide or Pesticide Intent to Spray / Application Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Parks, Recreation, Comm. Services / LMD / CFD / Parks PRCS-047 Inspections & Maintenance: Park and Playground Equipment, Fencing, Signs, etc.5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.PRCS-048 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. 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: Resolution No. 2024-____ Page 48 430 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-9 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Parks, Recreation, Comm. Services / LMD / CFD / Parks PRCS-049 Tree DATABASE (Parks) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Parks, Recreation, Comm. Services / LMD / CFD / Parks PRCS-050 Tree Maintenance, Trimming, Arborists Reports (Park trees)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept.PRCS-051 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§4216.2(d) & 4216.3(e), GC §34090 Division Providing Service / Work PRCS-052 Work Orders / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite Yes Mag Data is interrelated; GC §34090 Division Providing Service / Work PRCS-053 Work Orders / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PRCS-054 Work Orders / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 RECREATION Parks, Recreation, Comm. Services / Recreation PRCS-055 _Recreation Activity Registration Database (RecTrac) Indefinite - Minimum 2 years Mag,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: Resolution No. 2024-____ Page 49 431 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-10 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Lead Div. PRCS-056 Activity / Special Programs / Event Files Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Parks, Recreation, Comm. Services / Recreation PRCS-057 Activity Guide / Class Guide / Program Guide (Final) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-058 Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Liability of Waivers / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-059 Cash Drawer Count Form 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Recreation PRCS-060 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content Not Substantive / Preliminary drafts / Transitory records; GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-061 Incident Reports / Code of Conduct Violations Minimum 2 years Mag, Ppr Department preference to retain repeat offenders longer; GC §34090 Parks, Recreation, Comm. Services / Recreation PRCS-062 Logs: Facility Logs, Night Logs, Weekend Logs 1 year Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Preliminary draft / Content Not Substantive; GC §34090 et. 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: Resolution No. 2024-____ Page 50 432 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-11 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Parks, Recreation, Comm. Services / Recreation PRCS-063 Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits (Includes Insurance Certificates and ABC Permits where appropriate) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 et. seq. City Clerk PRCS-064 Potential Claim Forms Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD All originals are sent to, and retained by the City Clerk; GC §34090 et seq. Parks, Recreation, Comm. Services / Lead Div. PRCS-065 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks, Recreation, Comm. Services / Lead Div. PRCS-066 Schedules / Hours (classes and staff) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 FORMER REDEVELOPMENT Community Services PRCS-067 Redevelopment Projects & Project Areas (Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion + 10 years Mag, Ppr Department preference; GC §34090 Public Works / Engineering PRCS-068 Redevelopment Projects & Project Areas CIP Projects built by Redevelopment Agency, if any Send to Engineering Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community Development / Planning PRCS-069 Redevelopment Projects & Project Areas Environmental Documents / CEQA Permits, EIRs, Categorical Exemptions, Negative Declarations, etc. Send to Planning Mag, Mfr, OD, Ppr S / I Yes: After 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: Resolution No. 2024-____ Page 51 433 Ver. 9.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Active Adults, Library, Lighting & Landscaping, Parks & Facilities Maint., Recreation, Former Redevelopment) Page PR&CS-12 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk PRCS-070 Redevelopment Projects & Project Areas Real Property: Deeds, Easements, Rights of Way Send to City Clerk Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 SOLID WASTE & RECYCLING Parks, Recreation, Comm. Services / Solid Waste & Recycling PRCS-071 Solid Waste & Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) . CalRecycle Annual Waste Diversion Report / Measure D annual report / Form 303 report (HHW report) / CalREcycle Used Oil report / CalREcycle Bottles & Cans report, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; required for 5 years; Low-Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995.2; H&S §39730.7; GC §34090 Parks, Recreation, Comm. Services / Solid Waste & Recycling PRCS-072 Solid Waste Tonnage Reports / Statistics 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Parks, Recreation, Comm. Services / Solid Waste & Recycling PRCS-073 Solid Waste: Events / HHW Events (Household Hazardous Waste)10 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference (3 years is required); 14 CCR 18812.4; GC §34090 Parks, Recreation, Comm. Services / Solid Waste & Recycling PRCS-074 Tire Disposal / Waste Manifests 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 14 CCR 18459.3; 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: Resolution No. 2024-____ Page 52 434 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Page PW-1 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC WORKS / ANIMAL & VECTOR CONTROL Public Works / Animal & Vector Control PW-001 Animal Address Files: Barking, Bite Reports, Complaints, Cruelty Investigations and Administrative Hearing Officer Findings, Dangerous Dog Reports, Impound Notices, Investigations, Barking Dogs, Loose Dogs, etc. Minimum 3 years Mag, Ppr Department preference; 3 years is required for animal treatment records; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090 Public Works / Animal & Vector Control PW-002 Hearing Officer Determinations (Data Ticket)3 years Yes Mag, Ppr Department Preference to be consistent with animal treatment records; GC §34090 et seq. Lead Dept.PW-003 Herbicide or Pesticide Intent to Spray / Application Forms 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Public Works / Animal & Vector Control PW-004 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) Minimum 3 years Mag, Ppr Department Preference to be consistent with animal treatment records; GC §34090 et seq. Public Works / Animal & Vector Control PW-005 Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant 2 years Mag, Ppr Department Preference to be consistent with animal treatment records; FA §§31108.3 and 31752.1; GC §34090 Public Works / Animal & Vector Control PW-006 Service Requests / Transportation to County facilities 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to be consistent with animal treatment records; GC §34090 et seq. PUBLIC WORKS / ENGINEERING County PW-007 Benchmarks / Corner Records P Mag, Mfr, OD, Ppr S / I Yes: After 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: Resolution No. 2024-____ Page 53 435 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Page PW-2 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering PW-008 Capital Improvement Projects (CIP) - where Public Works is the Lead: MAINTENANCE- ONLY PROJECTS (Painting, Pavement Resurfacing, Potholing, Signal Synchronization, Slip Lining, Slurry Seal, Re- Roof, etc. - No change in Infrastructure Configuration) All Final Records (Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, Notice of Completion, Photos, etc.) Completion + 5 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, CCP §337 et. seq., GC §34090 Public Works / Engineering PW-009 Capital Improvement Projects (CIP) - where Public Works is the Lead: Administration File Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Insurance Certificates, Preliminary Notices, Project Schedules, Public Relations, Meeting Agendas & Minutes, Monthly Reports, Notices, Real Estate Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 Public Works / Engineering PW-010 Capital Improvement Projects (CIP) - where Public Works is the Lead: Permanent File Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Grading Permits & Certifications, Hazardous Materials, Notice of Completion, Photos, Record Drawings Soils Reports, Studies, Submittals, Surveys, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); 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: Resolution No. 2024-____ Page 54 436 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Page PW-3 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk PW-011 Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases Copies - When No Longer Required Mag, Mfr, OD, Ppr S/I Yes: After QC & OD City Clerk retains all originals; GC §34090.7 Public Works / Engineering PW-012 Drawings - where Public Works is the Lead: Record Drawings, Maps, Large-Format Drawings, Survey Record Maps, "As-Built" P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Public Works / Engineering PW-013 Encroachment Permits: Temporary (Banner Permit, Dirt Hauling, Excavation, Street Permits, Temporary Construction, Sidewalk Repairs, Street Cuts, Street & Sidewalk Repair, Streetlight Repair, Traffic Control, Transportation Permits, Tree Removal, Utility Cuts (Installation & Patching), etc.) Includes Insurance Certificates Expiration + 2 years Yes: Until Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works / Engineering PW-014 Encroachment Permits: Permanent (Structures in the City's Right of Way, Retaining Walls, etc.) Includes Insurance Certificates P Yes: Until Completion Mag, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering PW-014.5 Geotechnical and Soils Reports (all)P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering PW-015 Grading Permits P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Engineering PW-016 Private Development: Administrative Records Construction Inspections, Photos, Progress Meetings, Project Schedules, etc. Completion + 10 years Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090 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: Resolution No. 2024-____ Page 55 437 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Page PW-4 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Engineering PW-017 Private Development: Permanent Records Abandonments, Certificate of Acceptance / Approval (copy), Dedications, Deeds (copies) Drainage, Driveway, Easements (copies), Geotechnical and Soil Reports / Grading Permits & Certifications (Pad Certifications) / Hydrology Reports, Private Lab Verifications, Testing Lab Final Reports, Rights of Way (copies), Studies, Reports, etc. P Yes: Until Completed Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Public Works / Engineering PW-018 Subdivision Maps / Parcel Maps P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 County PW-019 Surveys, Record of Survey P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 PUBLIC WORKS / MAINTENANCE - PUBLIC RIGHT-OF-WAY Lead Dept.PW-020 AQMD Permits - for Generators, etc.Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Lead Dept.PW-021 Fleet - Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090; 13 CCR 1234(c) Lead Dept.PW-022 Generator Operation Logs & Inspections (Portable Generators) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 5 years is required by AQMD for portable or emergency generators; AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept.PW-023 Herbicide or Pesticide Intent to Spray / Application Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623 Lead Dept.PW-024 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. 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: Resolution No. 2024-____ Page 56 438 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Page PW-5 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Maint (Public Right-of- Way) PW-025 Storm Drain System Maintenance (Slip Lining, etc.)3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Maint (Public Right-of- Way) PW-026 Stormwater Illicit Discharges 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for a minimum of 3 years; 40 CFR 122.41(j)(2); SWRCB Order 2006- 03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works / Maint (Public Right-of- Way) PW-027 Stormwater Inspections (Business Inspections, O&M related inspections, and Development Inspections) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works / Maint (Public Right-of- Way) PW-028 Stormwater: NPDES Annual Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works / Maint (Public Right-of- Way) PW-029 Stormwater: NPDES Permits / MS-4 Permits Expiration + 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works / Maint (Public Right-of- Way) PW-030 Street Light Maintenance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Maint (Public Right-of- Way) PW-031 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Maint (Public Right-of- Way) PW-032 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (the Regional Notification Center has the obligation to retain the notice for 3 years); GC §§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: Resolution No. 2024-____ Page 57 439 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Page PW-6 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Division Providing Service / Work PW-033 Work Orders / Request Trackers / Service Requests / Service Orders - CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite - Minimum 5 years Mag Data is interrelated; GC §34090 Division Providing Service / Work PW-034 Work Orders / Request Trackers / Service Requests / Service Orders - All Information Entered in CRM / CMMS Database (Paper drafts) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division Providing Service / Work PW-035 Work Orders / Request Trackers / Service Requests / Service Orders - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD City preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 PUBLIC WORKS / TRAFFIC Public Works / Traffic PW-036 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.)10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 County or State PW-037 Traffic Collision Reports / SWTRS When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not City records Public Works / Traffic PW-038 Traffic Counts / Traffic Studies 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works / Traffic PW-039 Traffic Speed Surveys (certified by City Council Resolution) Copies - When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Presented to the City Council in the Council Agenda Packet; GC §34090.7 Public Works / Traffic PW-040 Traffic Stop Sign Warrants P Mag, Mfr, OD, Ppr S / I Yes: After 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: Resolution No. 2024-____ Page 58 440 Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS (Animal & Vector Control, Engineering, Field Services, Parking, Solid Waste, Stormwater, Traffic, Transit) Page PW-7 Office of Record (OFR)Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Public Works / Traffic PW-041 Parking Permits Expiration + 2 years Yes: Until Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works / Traffic PW-042 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc. Expiration + 2 years Yes: Until Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 PUBLIC WORKS / TRANSIT (Contracted with Thousand Oaks) Public Works / Transit PW-043 Applications for Service (Senior Dial-a-Ride) Inactive / Cancelled + 2 years Mag, Mfr, OD, Ppr Yes: After QC & OD Department preference (applications are not required to be renewed); GC § 34090 Public Works / Transit PW-044 Incident reports 2 years Mag, Mfr, OD, Ppr Yes: After QC & OD GC § 34090 Public Works / Transit PW-045 Monthly Reports: Ridership Data, Daily Reports, Demand-Response / Dial-a-Ride / Fixed Route, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Consistent with Fare & Passenger Counts, Accounts Receivable and Cash Receipts; GC §34090 Public Works / Transit PW-046 Schedules When No Longer Required Mag, Mfr, OD, Ppr Yes: After QC & OD Preliminary drafts / content not substantive; GC § 34090 Public Works / Transit PW-047 Transit Contract Administration Completion + 5 years Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference - meets municipal government auditing standards; Statute of Limitations for Errors & Omissions not applicable; Some grant funding agencies require audits; Statute of Limitations: Contracts & Spec's=4 years, 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: Resolution No. 2024-____ Page 59 441 Ver. 4.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Record (OFR) Retention No.Records Description Total Retention Vital?Media Options Image: I=Import M=Mfr S=Scan Destroy Paper after Imaged & QC'd? Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). RISK MANAGEMENT Risk Management RM-001 Accident / Incident Reports - MEMBERS OF THE PUBLIC 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Risk Management RM-002 Claim for Damages / Claims Against the City Final Resolution + 5 years Yes: Until Resolution Mag, Mfr, OD, Ppr S Yes: After QC & OD Department preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Risk Management RM-003 FEMA / OES Claims & Backup Support 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to pass possible audit; GC §34090 Risk Management RM-004 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Risk Management RM-005 Safety Committee Agendas and Minutes 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Risk Management RM-006 Subrogation / Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 Risk Management RM-007 Vehicle and Property Schedules Superseded + 2 years Mag, Mfr, OD, Ppr S Yes: After 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: Resolution No. 2024-____ Page 60 442