Loading...
HomeMy WebLinkAbout05 - Approving Amendments to the Records Retention ScheduleQ �EwPpRT CITY OF s NEWPORT BEACH `q44:09 City Council Staff Report July 23, 2024 Agenda Item No. 5 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Leilani I. Brown, City Clerk - 949-644-3005, (brown@newportbeachca.gov PREPARED BY: Cassandra Hawks, Records Specialist - 949-644-3005, chawks@newportbeachca.gov TITLE: Resolution No. 2024-49: Approving Amendments to the Records Retention Schedule ABSTRACT: The City of Newport Beach continues to improve its records management program, including updating the Records Retention Schedule (RRS) to incorporate new laws and business practices. At its April 11, 2023 meeting, the City Council approved Resolution No. 2023-17, amending sections of the RRS, authorizing destruction of certain City records, and indicating that major or substantive revisions to the RRS are required to be considered by the City Council for review and approval. Based on the most recent periodic review, attached to this staff report is a list of proposed amendments for City Council review and approval. RECOMMENDATIONS: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Adopt Resolution No. 2024-49, A Resolution of the City Council of the City of Newport Beach, California, Amending Certain Sections of the Records Retention Schedule and Authorizing Destruction of Certain Records Accordingly. DISCUSSION: In August 2003, the City adopted an RRS which provided records descriptions and applied retention periods to City records. Since then, the City Council has approved revisions to the RRS in 2006, 2016, 2018, 2019, 2021 and 2023. The purpose of the revisions is to keep the RRS as up-to-date as possible and assist staff in properly creating, maintaining and destroying City records. The City's retention consultant, Diane Gladwell of Gladwell Governmental Services, Inc. (Gladwell), who specializes in local government records, periodically reviews the City's RRS and provides recommended updates based on new laws and business practices. 5-1 Resolution No. 2024-49: Amendments to the Records Retention Schedule July 23, 2024 Page 2 On an as -needed basis, the City Clerk's Office meets with records staff from each department to review their specific records. This collaboration, along with changing records management laws and practices, has generated the need to reevaluate the RRS for additional changes. The changes include, but are not limited to, consolidating retention codes, creating new codes to remain compliant with legal requirements, and removing unnecessary or outdated language. The City Clerk's Office, City Attorney's requested revisions to the RRS and recommended changes are acceptable. FISCAL IMPACT: Office, and Diane Gladwell have reviewed staff's , based on best practices, all agree that the There is no fiscal impact related to this item. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — Resolution No. 2024-49 5-2 ATTACHMENT A RESOLUTION NO. 2024-49 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT BEACH, CALIFORNIA, AMENDING CERTAIN SECTIONS OF THE RECORDS RETENTION SCHEDULE AND AUTHORIZING DESTRUCTION OF CERTAIN RECORDS ACCORDINGLY 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 Newport Beach ("City"); WHEREAS, California Government Code Section 34090 et seq. provides a procedure whereby any City record that has served its purpose and is no longer required may be destroyed; WHEREAS, the State of California has adopted guidelines for retention periods for various government records; WHEREAS, on August 12, 2003, the City Council adopted Resolution No. 2003- 39, approving the initial records retention schedule ("First Records Retention Schedule"); WHEREAS, on December 12, 2006, the City Council adopted Resolution No. 2006-104, amending the First Records Retention Schedule; WHEREAS, on February 8, 2011, the City Council adopted Resolution No. 2011- 18, adopting a new records retention schedule and rescinding Resolutions Nos. 2003-39 and 2006-104 ("Second Records Retention Schedule"); WHEREAS, on May 13, 2014, the City Council adopted Resolution No. 2014-35, adopting a new records retention schedule and rescinding Resolution No. 2011-18 ("Third Records Retention Schedule"); WHEREAS, the City Council has adopted Resolution Nos. 2016-48, 2018-18, 2019-24, 2021-75, and 2023-17 amending the Third Records Retention Schedule ("Records Retention Schedule"); and WHEREAS, the City is continuing to improve its Records Management program, including updating the City's Records Retention Schedule to incorporate new laws and business practices. 5-3 Resolution No. 2024- Page 2 of 3 NOW, THEREFORE, the City Council of the City of Newport Beach resolves as follows: Section 1: The term "records" as used herein shall include any written or electronic documents, instructions, books, microforms, electronic files, magnetic tape, optical media, papers, or other items as defined by the California Public Records Act ("CPRA") under California Government Code Section 7920.545. Section 2: The Records Retention Schedule is hereby amended, in part, as set forth in Exhibit 1, with said amendments incorporated into the Records Retention Schedule as set forth in Exhibit 2, both of which are attached hereto and incorporated herein by this reference. Section 3: All other parts of the Records Retention Schedule that are not modified by the adoption of this resolution, shall remain unchanged and in effect. Section 4: The records of the City of Newport Beach, as set forth in the Records Retention Schedule, as amended, are hereby authorized to be destroyed in accordance with California Government Code Section 34090 et. seq. and the applicable timeline set forth in the Records Retention Schedule, as amended, upon the request of the Department Directors and with the written consent of the City Attorney, without further action by the City Council of the City of Newport Beach. Section 5: With the consent of the City Clerk, City Manager, and City Attorney, the following amendments are hereby authorized to be made to the Records Retention Schedule, as amended, without further action by the City Council: (1) minor clarifications or improvements of records descriptions, (2) changes of Office of Record/re-naming of departments or divisions, and (3) new records series being added; as long as those additions or amendments do not reduce the retention timeline or eliminate any portion of the Records Retention Schedule, as amended. Although these items do not require City Council approval, a summary of all changes shall be made available to the City Council for review. Section 6: The City Council finds the adoption of this resolution is not subject to the California Environmental Quality Act ("CEQA") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Division 6, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. 5-4 Resolution No. 2024- Page 3 of 3 Section 7: The recitals provided in this resolution are true and correct and are incorporated into the operative park of this resolution. Section S: If any section, subsection, sentence, clause or phrase of this resolution is, for any reason, held to be invalid or unconstitutional, such decision shall not affect the validity or constitutionality of the remaining portions of this resolution. The City Council hereby declares that it would have passed this resolution, and each section, subsection, sentence, clause or phrase hereof, irrespective of the fact that any one or more sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional. Section 9: This resolution shall take effect immediately upon its adoption by the City Council, and the City Clerk shall certify the vote adopting the resolution. ADOPTED this 23rd day of July, 2024. Will O'Neill Mayor ATTEST: Leilani i. Brown City Clerk 1_1 ri, ;,TeI►I =I UL&-j%l &JITi�� CITY TTORNEY'S OFFICE n.-- C �- Aa'roh C. Harp City Attorney Attachment(s)- Exhibit 1 - 2024 Records Retention Schedule Update - Individual Proposed Changes Exhibit 2 - 2024 Records Retention Schedule - Redline Draft 5-5 Exhibit 1 2024 Records Retention Schedule Update — Individual Proposed Changes 5-6 {unent Action Requested Department/D{vlsfwt Current OFR tlasslfiotion Records Desnfption Specific Request / Comments / Reference / FnFrrrmation/Reamning /{laeatlon Needed No. Agreements & Contracts - NON -INFRASTRUCTURE All Change orders, Cantracts/Agreementsr RFPs - Originals HOT A sent to City tlerk(examples cif Non -infrastructure: Reneoved Rare r=r teat Dept- Lead Dept- {W-010 Consultants, Landscaping, Painting, Slurry SeatsjPavingj, yearsfromtommerets Tree Trimming, Leases, Peesorrnet Prafessmnel Servkes, etc.) ggreernents & Contracts: ADMINISTRATIVE fl LES - NOT F Lead 7z - P'� Lead Dept- p CW01T funded try agrant (Correspondence, Project Administration, 7tencned"-._._.:__..,�_�______________'__.:__.� Project 5ehedulec,Certified Payrolls, Invoices, togs, etc_] 1r�rs from camneeaets Agreements& CoMrads: ADWI MI NISTRAWE FILES A Lead Dept- Lead Dept. CW-012 grant funding (Carresponderxe, Project Administration, Removed = - an S Project Sdsedukis, Certified Payrolls, Invoices, togs, etc-j veag frpm cumneerets A lead Dept- Lead: Dept. cw-ow Complaints I Service Request Database Added Minimum l Years to Indefinite Retention Cprrewmxkltce • ROUTINE (Co.^n� ntent -HAS 1; Dept that . , Added it me cnnten[ is substantive W is an important record of City business, then the mrrrsponrlence should V,m, that Authors Dncumentw Receives Authors Document w the co respondence needs to W retained because it is substantive to condudrng or is an important record cF he retained for the same period of time applicable to A the CLty's Original Receives the CW-032 City](eg. Administra[ien:, Chrweolopra4 anal, Gencol the content of the rnrre�ondence, or if no other Document City's Original Files, t,ettem, Memorandums, Miscellaneous Report, Press retention period applies, then the minimnFm is years, to Comments/ReFerence; Added Mfnlmum 2 years (see Om—nt Releases, Public Records Requests, Reading, Working Ales, notes] to Retention Period et" Dept. that TRANSITORY / PRELIMINARY DRAFTS, Interagency and Dept. that Authors A+rthors Intmage" Memaranrda not nat u ed in the ordinary course Document or RerxMes A Document a CW-033 Added §732U.53D, 7920.545; renewed §Fi252-Irwn the Gty's origin[ Receives the of business ContentNOT Substantive, of NOTmade or Comments/Reference renwed forthepurpose ofprese"irgthe informational Document City's4riginal for Future reference Documentcontent A Lead Dept. Lead Dept. CW-034 Drabs&Notes: Drafts that are revised jietain final version] Added §7927.500. removed SLL�from Comments/Reference Grants / ODBG / FEM4A Claims / OES Claims / Reimbursable A Lead De pt. Lead De t. p CW-035 Calms St1CCES,5F UL Re ( poets, other records required [o pass Removed r•_..._.:.,_ _..:�_,:___ _sacs__ ., ..___ Tram ' CommentsjReEerence the Fundia ng gencyrs audi[,rfrequoedj Removed - airs, added A Lead Deft. lead Dept. CW-034 Real Estate Appraisal Reports:sold operty NOT purchased or 79:tg.7D5, and removed 6256fh7 from Cnmrnems/ReFefence Reference Materials; Administrative Procedorescir Policies, A lead Dept. Lead Dept. GW4356 Procedwes, Brochures, Manuals, Newsletters& Repasts: Removed G•_._.._d__.ide I:___pis pas_ -.__resale it Produced by YOUR Department ar5-ytk7r5 from Comments/Reference Removed A Dept. Dept. Reports "Studies (other than Hktoncalty significant teed Lead CW-059 reports - e.g-Annual Reports] h 5u9fiEMIlY SOD P 112 rit.from {ommentslReterence Training -ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics Training, Harassrrtent Removed - - added 4, A {.cad Dept. Lead Dept. C4N-068 , Prevention Training, Safety Training&TailgateTraining andremovetd-2-4FromComtments/Referenim Mee ] 5-7 Current Specific Request / Cornments / Reference / Acrion Requested DepartmerttJDivision Current OFR Classification Records Description Information/Reasoning/Clarification Needed No. I-Fdicates Dereted Code Bui!d ng (3L; BL-018 Complaints, Investigations Removed from Mininum 2 Years Retention i A Building {B L} BL aL DD4 Certificates of Occupancy ..air a. Removed Statewide M P.nn0 ,, i fe G. h from CommentsjReference PERMITS: Building Permits & Building Removed t•^•^...:^'^ ^�.:�"^�:^^� ^�^^^•^ ^^....,..^�• A BuildingBL { } BL &L-liL�8 Permit Applications {except cancel led from Comments/Reference permits where no work was started) PLANS: Approved Construction Documents and Plans - ALL {COMMERCIAL & RESIDENTIAL) (includes soils reports, energyr calculations, commercial structural A Building[BL} BL BLD12 plans, commercial structural Removed Statewide g .ia-l:--- -.r-9--; ;!. ears - . calculations, Private NPDES permits, from Cornments/Reference Hazardous Materials Questionnaire, applications, Flame Retardancy Certificates, Floor Plan Drawings, fire lanes, fuel modification, business for occupancy load, etc.) 5-8 Action Requested Department/Division Current Current Classification Records Specific Request / Comments / Referencef Infomtiation/Reasoning f Clarification Needed Nn r * Legislative Advocacies, Amicus Removed WheFi No Longer Re •4ed from Mininum 2 City Attorney {CAC}j �� Briefs, Miscellaneous, etc Years Retention A Subject / Project Files {Cable TV, Removed""-- No 699gecl4eqhFiFed from Mininum 2 City Attorney jCAO) CAO CA4008 etc.) Years Retention 5-9 Current Action Requested DepartmentfEiivisian Current OFR {I05urre3tion Re[ords Description Specific Request /Comments /Reference / dicates Deleted Code , Information/Reasoning/ Clarifi[a[ion Needed No. - r FFI�-Idlcates AmendedTaxi A City ClerWsOffice (CCO) CCO CC-015 Claims Log/Database Irndefinite- added Minimum 2Years I ewCode AN City Clerfc'sOffice ICCD) CCO {C4M1,5 LobhyistReg istratianForms Retention: 7 Year; NBMC Chapter 1.28 (City's farms) Candidate File: Nomination Removed A Cty Cle rk's QFfice (CCQ} CCO CC-027 Papers, Candidate Statements, swEeemfuI ""' " Mee 2 yeafs `ef tins- eeesst -' from Comments}References etc- - SUCCESSFUL CANDIDATES IA Candidate We: Nomination Removed Staiewide g1d'd-'J--- --S-eses A M r6h- City Clerk's Office (CCO} CCO CC-028 Papers, Candidate5tatements, ssfu1. d d . ,, ,,. { F an - 9kil from etc. - UNSUCCESSFUL , Comments/References CANDIDATES City Clerk's Office (CCO) CCO CC-010 City Council Correspondence Cade changed from CG GS bo C{-010 5-10 Action Requested DepartmentjDivision Current OFR Current Classification Records Description Specific Request { Comments J Re#erence f No.InfvrmatinnfReasoning f Cfariftatian Needed r A CMO CM D16 Business Improvement Districts Removed City Manager (CMO} (BIDs) Project Files veaf-s from Comments/Reference Economic Incentives / Business A CMO CM-QSS Development (Auto Healer Sales Tax Removed from Mininum 2 City Manager (CMO) Incentives, etc.) Years Retention A CMO CM-045 Media Releases/ Mailers Removed ""-H Pie Leff ._. n_..-.Ore d from Mininum 2 City Manager (CMO} Years Retention A CMO CM-007 Projects & Imes Removed Wh eFi, P le W rigeF Reqd ke d from Mininum2 City Manager (CMO) Years Retention Prospects! Business Retention f A Recruitment Files that do not result Removed ""-Fi "'- '----- Reell.0Fed from Minimsm 2 CMO CM)17 in a project {Issues and/or projects Years Retention City Manager (CMO} Wilk vary overtime - e.g- Hotels, etc.i Video Recordings - Govern ment A CMO CM4)09 Programming (e-g. City Scenes, POG, Removed %V h e A P la 6 snger R eq H 0 r e d from Mininum 2 City Manager (CMO) etc.I Years Retention Video Recordings - Not Historic j A CMO CM-010 special Events (Historically Removed from Mininum 2 Gty Manager {CMOj I Significant, see LS-Wl Years Retention 5-11 Action Requested e4 p epartmentfDiwision CurrentOFR Current Classification t2ecordsDescription Specific Request / Comments / Reference / Na. Information/Reasoning / Clarification Needed Indicates Deleted Indicates Amended Text Code Enforcement Case Files: Code Enforcement (CE} CE CE-001 Violations / Warnings/ Added After QC & OID to Destroy Paper after imaged & r CodeEnforcement / Citations QC d; removed I Yeaf I Indicates New Code A lode Enforcement (CEj C€ CE-002 Code Enforcement Case Files - Illegal Added After QC & OID to Destroy Paper after Imaged & EJn its or Liens QC'd; removed 3--*eat 5-12 Cu rrent Action Requested Department/Division Current OFR Classification Records Description Specific Request/ Comments/ Reference/ Information/Reasoning/ Clarification Needed No. Indicates ArnendeciText D n ,'-_'•.a .a_'_ _ RemrnedtaremainconsistentwithFinancepradicesin ar c�i ra RN PN 945 4 WFe- 6edgea other Cities Indicates New Code Ali Reports, Finance Reports created from Database Journals, Ledgers, Reconciliations, Registers, AN Finance (FIN) FIN FIN WO 5 Reports, Transaction Retentiom When No Longer Required Histories, Balance Sheets, Budget Acijustme nts {ANNUAL, MONTHLY DR PERIO DICI 5-13 Cu rrent Action Requested DepartmentjDivision Current OFR Class�0 tion Records Description Specific Request / Comments / Reference / Information/Reasoning / Clar&catiorn Needed r Daily Logs - Lifeguards (CAD A Fire (FR) Fire FR-006 database effective January 1, Added Minimum 2 Years to Indefinite Retention 2015) A Fire(FR) Fire FR-012 DailyLogs- Lifeguards{CAD Add edMinimum2Years tolndefiniteRetention Database) A Fire(FR) Fire FR-047 DailyRoster (Tel estaff Database} Add adMinimum2Yea rstolndefiniteRetention D Fire (FR} �e FR$3$ reAfiGgite6i rr..:rra..n-S- EMS . deEameet-at+ert} Combined with FR-056 Incident Database ALL includes A incident reports; cause and Added Arson is Permanent; inspections are Life of the Fire (FR) Fire FR 008 origin reports; property releases; inspection reports; violation Structure or Activity to Indefinite Retention notiees; vehicle checks; etc. inEmient Data - Employee Trafiing Database &Certificates A Fire (FR) Fire FR-056 Operations IncludesCert-rficates; Added description from FR-038 Certifications EMS, EMT, and Paramedic Training documentation Report of Suspected Dependent A Fire(FR) Fire FR-037 Adult / Elder IChilclAbuse ,added Minimum 20 Years to Indefinite Retention (attached to ePCR - ImageTrend/Elite database A Fire (FRS Fire FR-015 Standard Operating Procedures/ Added Minimum 2 Yearsto Indefinite Retention Flre Department Policy Manual 5-14 Current Action Requested DepartmentlDivision Current OFR Classificat-wn Records Description Speck Request/ Comments / Reference / Information}Reasoning J Clarification Needed Nu y r Harbor Databases A Harbor Dept (HBR) HBR HBR-019 (Mooring Management, Added Minimum 2 Years to Indefinite Retention Reservations, incidents) Marina Park Slip A Harbor Dept (KBR) HBR HBR-015 Agreements -Records Added Minimum 2 Years to Indefinite Retention held by Marina Park 5-15 Action Requested Depertment}Division Curtent 4FR ClaCurrent ssification Records Description specific Request/ Comments /Reference / / Clarification Needed No.Information/Reasoning Civil Service Heari ags Cmduding audio recordings) With the Added WiLh the Exception of employee records related A Human Resources (HRj HR HR-003 Exception of employee records to Police administrative / personnel investigations Mated to Police administrative/ and/or disciplinary matters to description asrequested personne I i nvestigations and/or by departments disciplinary matters California Civil Rights De paftrnent RD) / Department of Fair A Human Resources HR ( j HR HR-UOQ3 frn(Cl p oyment & Housing (DFEH or Added Calrfomla Civil Rights Department {CRDa to EEO€j Claim s / Harassment Clai ms description that are resolved administratively H Human Resources (HR) HR HRgGt Removed; no longer legally required Employee Investigations with the Exception of employee records Added trnh the Exception of employee records related A Human Resources {HRj HR HR-O42 related to Police administrative / toPolice administrative PersanneE investigations personnel investigations and/or andfar disciplinary matters to description as requested disciplinary matters by departments A Human Resources (HR) HR HR-016 Job Specifications Retention increased t04 Years after Superseded per state law Negotiations.. Empl ogee Associations A Human Resources (HR) HR HR-020 {notes, drafts, proposals, tentative Removed S., evvi..egw;dEliRems .;:ap........._._.......from agreements) Comments/Reference A Hum anResources(HR) HR HR-026 Program Evaluations (participant's Removed from Mininum3 feedback for classes, etc.) Years Retention AN Hum anResources(HR) HR HR-026.5 Pub[icOffcialBonds Retention:Permanent tomatch personnel Files Studies / Classification/ Compensation & Salary5tudi es / A Human ResoufcesIHR} HR HR-005 Reorganization Studies (for Removedfrom Mininum 3 employee classifications and Years Retention department structures) A Human Resoufors (HRj HR HR-031 Verifications of Employment, Chili! Retenti on reduced to when No Longer Required Supper Accident / Incident Injury Reports: A Human Resources(HR) HR HR-034 PU&LIC ADULTS (medical and non, Removed from medital.j Comments/Reference Accident / Incident/ Injury Reports: A Human Resources (HR) HR HR-035 PUBLICJUVENILES(medicalandnon- Removed gtatEv-.,....••,. e!kies 9Fe-PaS. 3 ..__._ from medical. j Comments/Reference Workplace Violence — Hazard AN H Human Resources (HRj HR HR-026.5 identification, evaluation, Retention:5 Years correction, incident logs, investigations, Training, etc. 5-16 Curfent Specific Request } Comments }Reference j Action Requested DepartmenVDivksion Current OFR Classification Records Description No. lnformatiors}Reasoning J Clarification Needed r r Backups (ALL Disaster Recovery Added (ALL Disaster Recovery Computer 8ackupsj; Information Technology Computer Backups) ^.� A (IT) IT IT-061 ki..a.mWk All F les en ShaF..1 D.:..... removed ^""" ...L All ��......, el._.,.,, Information Technology ^ ^-L ^" F"^^ 9n Steate COPY D (IT) IT IT-CO2 Wives,Applimratione,_etM�,sa with IT []Ol wi�2k Information Technology 6z.L. ... ...L nn D IT IT-0D4 t°'-s eF « Fed ^Fi•M5 A....'iEatmegs Combined with IT-W1 (IT) s>Fnt ide�P"��j 5-17 Action Requested DepartmentfDiwision Current OFR Current Classification Records Description Specific Request f Comments f Reference f Pfa. information/Reasoning} Clarification Needed r - b A Library Services(LS) LS LS-012 Grant Program (Grants to Others) RemovedatRV'a2 gH'ae AeSJ3F^^^6^ A YPaF5 Library Man agementDatabase / A Library Services (LS) LS LS-024 Added Minimum 2 years to indefinite Retention Other than Listed 5-18 Action Requested Department/Civision Current QFR Current Classification No, Records Description Specific Request / Comments f Reference f nforrnatianJReasoning JClarification Needed A Planning�PLy PL PL-001 Affordable FEousingin-Lieu Funds Removed state..de gaidelin......... sse n yeim_from, CommerrWfieferente 5-19 Action Requested DepartmentfDiv�ion Current Qt R Current Ciassifitatian Retards Qescription Specific Request f Comments f Reference f InformatianfReasaning f Clardication Needed Na. r A Police (Pp) PD PO-002 Chiefs Subject Files Removed from Minimum 2 Years retention Report provided to the State Commission on Peace Officer Standards and7raining (PMT Commission) of peace officer employment, Added Report of data regarding the number, type, or A D,I i F ]i PD PD-097 compliant, finding, disposition, or judgment disposition of complaints made against its officers to pursuant to PC 13510.9. Report of data description regarding the number, type, ardisposhilon of complaints made against its officers. A Police (PDj PD PD-012 ACCountingRecords: InvestigativeExpense Removed Faun epal &e eFFk.AeFifs. FA ...•"..de-,u.deli _ Funds (Confidential) -, from Comments/Reference A Police (PD) PD PD-471 Asset Forfeiture Files Removed from Minimum. 5 Years retention A Police (PD) PD PD-077 Informant Files Removed Whell NO l ^^-^- Requima from Minimum 2 Years retention Retention: When No Longer Required; Added Does not Drone {Unmanned Aerial Vehicle) record regular and ongoing operations; GC §34090.6 et Recordings that are not evidence of seq,;GC §§7920-530; Drone recordings that are part of a AN Police (PQ} = D PO-019.5 criminal activity, not relevant to or part of criminal investigation or that need to be kept for a criminal investigation, and not needed to department purposes are subject to the retention be kept for any department purpose schedule that would apply depending on the nature or the criminal investigation or the reason the record ings need to he kept to Comments/Reference - Recordings of Telephone Audio Recordingsre one A Police {PD] aD PD-030 & Radio Communications Dispatch Remod;?_t__`Bell deb �+e _n__-_ --- --r" from Comments/Refea rence Recordings Checking Account Records: DARE, A Police{PD) PD PD-033 Property/EvidenceAccountStation Fund Remored_____..:__o_:__:_.__R._a______._ ,__._ Rom Comments/Reference and Police Explorer Account Incident Reports )DR#) - AEI -Except those A Police (PD) PD PD-0�8 other specifically mentioned in this Added Minimum 2 Years to indefinite retention retention schedule (October 1, 1999 to Current) AN Police(PD) P❑ PD-055.5 Gang Registrations: Adults Retention: Mini mum5Years AN Police {PQ} P D PD-055.6 Gang Registrations: loveniles Retention: Sealing Date + 5 Years Retention: 30 Days; Added ALPR data that are part of a Automated License Plate Reader IALPR) criminal investigation or that need to he kept for data that are not evidence of criminal departinent purposes are subject to the retention AN Police (PD) PD PD-0193 activity,schedule not relevant to or part d a that would apply depending on the nature of criminal innvestigation, and not needed to the criminal investigation or the reason the data needs be keptfor any department purpose to be kept. Data is overwritten automatically after 30 days per department preference. CC §1798.90-53(b4l2)(Gj to CommentsfReterenoe 5-20 Action Requested DepartmentfDWsion Current DFR Current Classification Records Description SpeeiCic Request J Comments f Reference J No. InformationfReasoning f CParificationNeeded ' r A Public Works (Pw} Pw PW PreliminaryStudies/ Project Fig er Rernoved�.,tin�"^ r n,.Elam .nfromMinimum2 Assessrnents(Not Acquired) Years retention Project Files: City Infrastructure and Facilities Projects -Administration A Public WarksJPWj Pw M-CO7 File:ProjectAdministration, Project ..�"� Removed S,.•-d^.nA ,..,.eseR. F A fA Schedules, invoices, Logs, work ,,from Comments/Reference Reports (Inspector Reportsj, etc Project Files: City Infrastructure and Facilities Projects - Permanent File:Pians, Specifications, Materials A PublicWorks(P% PW PW-048 7estingReports, Project Study Removed`" evAde&.:Oe!iR-s--pelpes "E!&:RaF;emfew Reports (PSRs), Record Drawings '�`�nrU wFrpianrfrom Comments/Reference I"As BuiIts" ), Regulatory Agency Approvals, Soils Reports, Structural Calculations, Surveys, etc. Sewer and Storm Drain Video A Public Works (Fwj PW Pw-ail Inspection Reports f Video or DigitaE Removed from Minimum 2 Recordings -Regular Inspections Years retention A Public Works (Pwj Pw Pw-018 Encroachment Permits: ALL Removed Seaw.,.:.,e gtf:delines ........__ `t..-_a ._... from CommentsfReference A Public-Works(Fw) Pw Pw-M Work Request Database/work Added MinimumSYears toIndefinite retention History Fire Apparatus & Equipment A Public works (Fwj Pw Pw-053 Maintenance Records (e�rtludes Removed gta- `"- from dell yes pire ess 2 yea Comments/Reference Ladder Certifications) A Public Works (Pwj Pw PW-061 Sidewalk Repair Database (quest) Added Minimum 5 Years to Indefinite retention 5-21 5-22 Current Specific Request / Comments / Reference / Action Requested Department/Division Current OFR Classification Records Description Information/Reasoning /Clarification Needed No. r - r - - Subocts / Resource/ Miscellaneous Files / Files Not Covered Under Other Removed Wh en No LiangeF Requ Ited from Minimum 2 A Utilities [tllj UT UT-00d Utilities Retention Codes (subjects year Retention and resources will vary ever time) Project Files: Adrnintstration Files {CIP and Mai ntenance projects): Removed---------_----...--- ------_.......---- - A Utilities [t1T] PW or UT UT-003 Project Administration, Certifred yedrsfrom Commen[sfReference Payrolls, ]nvoioes, Relocation Assistance, etc - A Utilities (UT] UT UT-010 Work Request Database {Questj Added Minimum S Years to Indefinite retention Project Flies: Administration Files [CIP and Maintenance projects]: A Utilities (UTl PW or UT UT-027 Project Administration, Project Removed - Schedules, Meeting Minutes, years from CommentsjReference Certified Payrolls, Invoices, Relocation Assistance, etc Project Files: Utilities hdaintenaoce Removed State :•'e gum sellnes_reyese teFF FiantieFi r A Utilities [UT] UT UT-0Z9 Projects years from Comments/Reference Project Files: Administration files {CIP and Maintenance projects): A Utilities(UT] PWorUT UfT-036 Project Ad ministration,C69CLrtified elin ^stFaq99 ^ A ^ r Removed cyea fromCom r nce s from Camments/Reference Payrolls, Invoices, Relocation Assistance, etc. A Utilities [UTI U7 U i -437 Project Files: Utilities Maintenance Removed Projects Years from Comments/Reference Sewer System Management Plan (SSMP) and Audits / Sa nitary Spills A Utilities(UT] UT UT-09a Overflow PreventionPlan (SSOPP) Retention increasedtoSvperseded+6Yeats and Sanitary Sewer Overflow Response Plan Annual Water Quality Report A Utilities [Ili} UT UT-047 (Consumer Confidence Report]{ GovCode 6A493[g)added toComments/Reference Public Water System Statistics A Utilities [UT] UT Ur-064 Permits Natural Gas, Propane, etc Removed `_'_'_ t 1_ gum den : __ p-p:__ r---:----' from Comments/Reference Project Files: Administration Files (CIP and Maintenance projects): A Utilities [VT P4V or UT UT-066 Project Admi nistration, Project Removed '-•• •••-��-••'' '-•�'�-•--•�'^�^-•-^'•on Schedules, Meeting Minutes, yearsfram Commentsf Reference Certified Payrolls, Invoices, Relocation Assistance, etc. A Utilities (UT} UT UT-067 Project Files: Utilities Maintenance Remowed State ••°•'e guldekes pFopese teFf inn! en r Prolects years from Comments/Reference A Utilities (Ui} UT UT-069 Service Request Database Added Minimum S Years to Indefinite retention I A Utilities (UT} UT UT-072 Valve Tu rninB Data Added Minimum SYears to indefinite retention 5-23 Exhibit 2 2024 Records Retention Schedule — Redline Draft Available separately due to bulk at: https-//www.newportbeachca.gov/home/ showpublisheddocument/74907/6385622509933027 07 5-24 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)." 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) CC: Civil Code (CA) CFC: California Fire Code EVC: Evidence Code (CA) FTB: Franchise Tax Board (CA) HUD: Housing & Urban Develop. (US) PC: Penal Code (CA) UFC: Uniform Fire Code W&I: Welfare & Institutions Code (CA) B&P: Business & Professions Code (CA) CCP: Code of Civil Procedure (CA) CFR: Code of Federal Regulations (US) FA: Food & Agriculture Code GC: Government Code (CA) LC: Labor Code (CA) PRC Public Resources Code USC: United States Code (US) CBC: California Building Code CCR: California Code of Regulations (CA) EC: Elections Code (CA) FC: Family Code (CA) H&S: Health & Safety Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) R&T: Revenue & Taxation Code (CA) VC: Vehicle Code (CA) Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy (OFR) Active e ff-siInactive to ( Ot, Total Vital? Media 1=Import aPaper ft er (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY-WIDE (Applies to ALL De artments Human Accident, incident, injury Copies - Copies - Resources / CW-001 reports: EMPLOYEES and When No When No Mag, Copies retained for reference; Risk Manag. MEMBERS OF THE PUBLIC Longer Longer Ppr GC §34090.7 Required Re uired Copies - Copies - Police CW-002 Accident reports: CITY When No When No Mag, Copies retained for reference; VEHICLES Longer Longer Ppr GC §34090.7 Required Required Copies - Copies - Finance CW-003 Accounts Payable, Invoices, When No When No Yes: Before Mag, Finance Maintains Originals; Travel Reimbursement, etc. Longer Longer Payment Ppr GC §34090.7 Required Required Signature on invoice serves as Accounts Payable, Invoices: Mag, authorization to pay; detail Lead Dept. CW-004 Confidential Backup and/or 2 years 3 years 5 years Yes: Before Mfr, S Yes: After maintained in Lead Department Details NOT sent to Finance Payment OD, Ppr QC & OD to protect confidentiality, meets auditing standards; GC §34090 Brown Act challenges must be filed within 30 or 90 days of Lead Dept. CW-005 Advertising (Legal) / 2 years 2 years Mag, action; Statute of Limitations on Advertising Log Ppr Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1) CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Classification Records Description Retention I Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive Ot, ( to Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Agenda Staff Reports (City Follows Follows Mag, City Clerk maintains a complete Lead Dept. CW-006 Council) prior to October, 1998 retention for retention for Mfr, S Yes: After agenda packet for 5 years; (City Council) subject subject OD, Ppr Completion packet is separated and filed matter matter by subject matter; GC §34090 Agenda Staff Reports (City Copies - Copies - Mag, City Clerk maintains a complete City Clerk CW-007 Council) after to October, 1998 When No When No Mfr, S Yes agenda packet permanently on (City Council) Longer OD, Ppr the imaging system; GC §34090 RequiredLonger Agreements &Contracts (ORIGINALS SENT TO CITY All agreements and contracts CLERK) Agreement or Copies - Copies - are sent to the City Clerk; Contract, Notices of When No When No Yes: Before Mag, Yes: After Insurance Certificates and City Clerk CW-008 Completion, etc. Agreement Longer Longer Completion Mfr, S QC & OD renewals are the responsibility or Contract includes all Required Required OD, Ppr of the Lead Department - see contractual obligations (e.g. CW-040, Insurance Specifications and Successful Certificates; GC §34090.7 Proposal / Scope of Work) CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive Ot, ( to Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Agreements & Contracts - INFRASTRUCTURE All Change orders, All infrastructure, JPAs, & Contracts/Agreements RFPs - Mutual Aid contracts are permanent for emergency Originals NOT sent to City preparedness; Statute of Clerk (examples of Mag, Limitations is 4 years; 10 years Lead Dept. CW-009 Infrastructure: Architects, Completion P P Yes: Before Mfr, S Yes: After for Errors & Omissions; land Buildings, bridges, covenants, Completion p OD, Ppr QC & OD records are permanent by law; development, park CCP §§337, 337.1(a), 337.15, improvements, property 343; GC §34090, Contractor restrictions, reservoirs, sewers, has retention requirements in sidewalks, street &alley 48 CFR 4.703 improvements, utilities, water, etc.) Covers E&O Statute of Agreements & Contracts - NOW Limitations (insurance INFRASTRUCTURE All certificates are filed with Change orders, agreement); Published Audit Contracts/Agreements, RFPs Standards=4-7 years; Statute - Originals NOT sent to City Completion Yes: Before Mag, Yes: After of Limitations: Contracts & Lead Dept. CW-010 Clerk (examples of Non- Completion 10 years + 10 years Completion Mfr, S/I QC & OD Spec's=4 years, Wrongful Infrastructure: Consultants, OD, Ppr Death=comp. + 5 years, Landscaping, Painting, Slurry Developers=comp. + 10 years; Seals (Paving), Tree Trimming, Statewide g ,ideliRes pmpese Leases, Personnel, termination + 5 years; CCP Professional Services, etc.) §§336(a), 337 et. seq., GC §34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive Ot, ( to Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Covers E&O Statute of Limitations (insurance certificates are filed with Agreements & Contracts: agreement); Published Audit ADMINISTRATIVE FILES - Standards=4-7 years; Statute NOT funded by a grant Completion Yes: Before Mag, Yes: After of Limitations: Contracts & Lead Dept. p CW-011 (Correspondence, Project Completion 10 years + 10 years Completion Mfr, S/I QC & OD Spec's=4 years, Wrongful Administration, Project OD, Ppr Death=comp. + 5 years, Schedules, Certified Payrolls, Developers=comp. + 10 years; Invoices, Logs, etc.) Statewide guidelines PFGpose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Some grant funding agencies require audits; Statute of 10 years or Completion Limitations for Errors & Agreements & Contracts: After + 10 years Omissions is 10 years; ADMINISTRATIVE FILES - Funding or After Published Audit Standards=4-7 WITH grant funding Agency Funding Yes: Before Mag, Yes: After years; Statute of Limitations: Lead Dept. p CW-012 (Correspondence, Project Completion Audit, if Agency Completion Mfr, S/I QC & OD Contracts & Spec's=4 years, Administration, Project required, Audit, if OD, Ppr Wrongful Death=comp. + 5 Schedules, Certified Payrolls, whichever is required, years, Developers=comp. + 10 Invoices, Logs, etc.) longer whichever is years; Statewide guidelines longer , CCP §§336(a), 337 et. seq., GC §34090; GC §8546.7 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy (OFR) Active e ff-siInactive to ( Ot, Total Vital? Media 1=Import aPaper ft er (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Agreements & Contracts: UNSUCCESSFUL BIDS, Lead Dept. CW-013 UNSUCCESSFUL 2 Years 2 years Mag' Mfr, S/ I Yes: After GC §34090 PROPOSALS, and RFQs OD, Ppr QC & OD (Request for Qualifications) that don't result in a contract Copies - Copies - Finance CW-014 Audits / Annual Comprehensive When No When No Mag, Copies; GC §34090.7 Financial Reports Longer Longer Ppr Required Required CW-015 Bids: See Agreements & Contracts Committees: AUDIO RECORDINGS of Meetings Copies - Copies - City Clerk CW-016 (except Council and Planning Send to City Send to City Mag Copies; GC §34090.7 Commission - see City Clerk's Clerk Clerk and Planning's schedule) Boards and Commissions: AUDIO RECORDINGS of Copies - Copies - City Clerk CW-017 Meetings (except Council and Send to City Send to City Mag Copies; GC §34090.7 Planning Commission - see City Clerk Clerk Clerk's and Planning's schedule CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy (OFR) Active e ff-siInactive to ( Ot, Total Vital? Media 1=Import aPaper ft er (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Boards, Commissions, Committees: Citizens Advisory Formed by CITY COUNCIL (AGENDA PACKETS, NOTICES, Mag' Brown Act challenges must be Staffing Dept. CW-018 AFFIDAVITS OF POSTINGS Minimum 2 Minimum 2 Mfr, S/ I Yes: After filed within 30 or 90 days of PROOF OF PUBLICATIONS, years years OD, Ppr QC & OD action; GC §§34090, etc.) 54960.1 () c)(1 (i.e., Civil Service Board, Board of Library Trustees, and Building and Fire Board of AoDeals) Boards, Commissions, & Committees: Citizens Advisory Formed by CITY COUNCIL (MINUTES & BYLAWS) Ma g' Notes taken to facilitate the Staffing Dept. CW-019 P P Yes Mfr, S Yes: After writing of the minutes can be (i.e., Civil Service Board, Board of OD, Ppr 2 years destroyed after minutes have Library Trustees, and Building and been adopted; GC §34090 Fire Board of appeals. For Council and Planning Commission - see City Clerk's and Planning's Sc:hP.CIIIIP.) Subcommittees can not take Boards, Commissions, & action -- all recommendations Staffing Dept. CW-020 Committees: City Council 2 years 2 years Mag, go to the full Council; Brown Ppr Act challenges must be filed Subcommittees (All records) within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive to ( Ot, Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Boards, Commissions, & When No When No CW-021 Committees: External Longer Longer Mag' Non -records Organizations (e.g. County Required Required Ppr Board of Supervisors) CW-022 Brochures: See Reference Manuals Copies - Copies - Yes: Mag, Final must be filed with County Finance CW-023 Budgets -Finals When No When No Current Mfr, S/I Yes: After Auditor; GC §34090.7, 40802, Longer Longer Fiscal Year OD, Ppr 5 years 53901 Required Required Cash Receipts Detail / Backup / Ma Retained Retained in originating Lead Dept. CW-024 Credit Card Receipts / 2 years 3 years 5 years p department for auditing Accounts Receivable purposes; GC §34090 Copies - Copies - Mag, City Attorney CW-025 City Attorney: Opinions When No When No Mfr, S No GC §34090.7 Longer Longer OD, Ppr Required Required Class and Camp Registrations, Yes: During Mag' Lead Dept. CW-076 Waivers, &Rosters -ALL 2 years 2 years Class or Ppr GC §34090 Program Department preference to Collection Agencies: Unpaid M match the length of time an Lead Dept. CW-026 debts assigned to a collection 7 years 7 years P g' p unpaid debt remains on a credit agency report; meets auditing standards; GC §34090 Committees: Internal attended Lead Dept. CW-027 by employees (e.g. Records 2 years 2 years Mag' GC §34090 Management Committee, In- Ppr House Task Forces, etc.) CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive Ot, ( to Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Statute of Limitations for public official misconduct is discovery of offense + 4 years ; State and Lead Complaints (against Personnel - Final Final Fed laws is until final (Responding) CW-028 e.g. misconduct, etc.) Disposition Disposition Yes: Before Mag, disposition of formal complaint; Dept. Does not include complaints + 5 ears y + 5 ears y Disposition Ppr State requires 2 years after against peace officers action; CCP §§340 et seq., 342; EVC § 1045(b)(1), GC §§12946, 12960, 34090; VC §2547 City preference to be consistent Complaints / Service Orders with correspondence; Statute of (operational) received in Yes: After Limitations for personal Lead Dept. CW-029 writing, including via e-mail, 2 years 2 years Mag Ppr S/I QC & OD property, fraud, etc. is 3 years; Council Appeal Forms, where Claims must be filed in 6 the Appeal did not go to Council months; CCP §§338 et seq., 340 et seq., 342, GC §34090 Complaints /Service Request Indefinite - Indefinite - Department preference (data is Lead Dept. CW-080 Database Minimum 2 Minimum 2 Mag Ppr interrelated); GC §34090 years ears CW-030 Contracts: See Agreements Copies - Copies - CW-031 Copies or duplicates of any When No When No Mag Ppr GC §34090.7 record Longer Longer Required Re uired CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of Classification Records Description Retention I Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) e ff-siInactive to ( Ot, Vital? aPaper ft er (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pendin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). - Correspondence KOUTINE (Content r^'s.ates in a �QCTn�W��A-thy If the content is substantive or is an important record of City conduct of the public'sof the business, then the Dept. that correspondence needs to be Authors correspondence should be retained because it is retained for the same period of Document substantive to conducting or Minimum 2 Minimum 2 time applicable to the content is an important record of City of the correspondence, or if no or CW-032 years years Mag, business) other retention period applies, Receives the (see notes) (see notes) Ppr Cit 's Original Y g (e.g. Administrative, then the minimum is 2 years,; Document Chronological, e-mail, General GC §34090; City of San Jose v. Files, Letters, Memorandums, Superior Court (Smith). Miscellaneous Reports, Press S218066. Supreme Court of Releases, Public Records California, 2017 Requests, Reading, Working CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive to ( Ot, Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Correspondence - Electronic and paper records TRANSITORY / are categorized, filed and PRELIMINARY DRAFTS, retained based upon the Interagency and Intraagency CONTENT of the record. Memoranda not retained in the Records where either the ordinary course of business Content relates in a Content NOT Substantive, or substantive way to the NOT made or retained for the conduct of the public's purpose of preserving the business, or ARE made or informational content for retained for the purpose of Dept. that future reference preserving the informational Authors content for future reference; Document (e.g. calendars, checklists, e- When No When No Mag, are saved outside the e-mail or CW-033 mail or social media posting, Lon er g Lon er g Ppr system by printing them out Receives the Required Required and placing them in a file Cit 's Original Y 9 invitations, instant messaging, folder, or saving them Document logs, mailing lists, meeting electronically; If not mentioned room registrations, posters, here, consult the City Clerk to staff videoconference chats, determine if a record is notes and recordings, supply considered transitory / inventories, telephone preliminary drafts. GC §34090, messages, text messages. GC §§7920.530, 7920.545 transmittal letters, thank yous, �� 64 Ops. Cal. Atty. Gen. requests from other cities, undeliverable envelopes / 317 (1981)); City of San Jose v. Undeliverable Public Hearing Superior Court (Smith). Notices, visitors logs, voice S2180nia Supreme Court of California, 2017 mails, w CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy (OFR) Active e ff-siInactive to ( Ot, Total Vital? Media 1=Import aPaper ft er (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Lead Dept. CW-077 Dedications: Benches, Bricks P P ag S Yes: After GC §34090 and Trees OD, Ppr QC & OD As long as the drafts and notes are not retained in the "Regular Drafts &Notes: Drafts that are When No When No Mag, Course of Business". Consult Lead Dept. CW-034 revised (retain final version) Longer Longer Ppr the City Attorney to determine if Required Required a record is considered a draft. GC §34090, GC §7927.500,6252—,42_5" Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Grants / CDBG / FEMA Claims After After Admin. Requirements for / OES Claims / Reimbursable Funding Funding Grants to Local Governments is Claims (SUCCESSFUL Agency Agency Mag, Yes: 3 years from expenditure report Lead Dept. CW-035 2 years Audit, if Audit, if Mfr, S / I When or final payment of grantee or Reports, other records required Required - required - OD, Ppr Inactive subgrantee; statewide to pass the funding agency's Minimum 5 Minimum 5 n,,;,,,,,;,,,,c „r,,,,,,c„ „ ,,,,,,rs,, 2 audit, if required) years years CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090; GC §8546.7 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive to ( Ot, Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Lead Dept. CW-036 Grants (UNSUCCESSFUL 2 years 2 years Mag' GC §34090 Applications, Correspondence) Ppr City Preference; All State and Grievances Escalated to Final Final Federal laws require retention Human CW-037 Human Resources or Above for Disposition Disposition Yes: Before Mag, until final disposition of formal Resources Resolution + 5 years + 5 years Disposition Ppr complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 City's Preference; All State and Final Final Federal laws require retention Lead Dept. CW-038 Grievances Resolved at Disposition Disposition Yes: Before Mag, until final disposition of formal Department Level + 5 years + 5 years Disposition Ppr complaint; State requires 2 years after action is taken; GC §§12946, 12960, 34090 Copies - Copies - Human CW-039 Injury reports: EMPLOYEES When No When No Mag, Copies retained for reference; Resources Longer Longer Ppr GC §34090.7 Required Required Copies - Copies - Mag' Finance /OMB CW-040 Insurance Certificates (for When No When No Yes: Before Mfr, S/I Yes: After Copies; GC §34090.7 Contracts, etc.) Longer Longer Completion OD, Ppr Inactive Required Required When No When No City Attorney is OFR for Lawsuits, Litigation, Pending Longer Longer Yes: Before Mag, Yes: After lawsuits; Risk Management City Attorney CW-041 Litigation Required Required Settlement Mfr, S/I Settlement administrates claim; GC (Upon (Upon OD, Ppr §§34090.7, 34090.6 Settlement) Settlement CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive to ( Ot, Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Copies retained in department Human Copies - Copies - Ma for 1 year; Risk Management Resources / CW-042 Liability Claims When No When No Yes: Before r Mf, S/I Yes: After administrates claim; City Risk Manag. Longer Longer Settlement OD, Ppr Settlement Attorney maintains copies of Required Required lawsuits; GC §§34090.7, 34090.6 CW-043 Minutes: See Commissions, Committees and Boards Previous MSDS may be obtained from a service; MSDS may be destroyed as long as MSDS (Material Safety Data a record of the chemical / Sheets) / Safety Data Sheets Mag, substance / agent, where & Lead Dept. CW-072 (SDS) /Chemical Use Report 30 years 30 years Mfr, S Yes (after when it was used is Form (or records of the OD, Ppr inactive) maintained for 30 years; chemical / substance / agent, where & when it was used) Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B), GC §34090 Copies - Copies - Yes: Mag, Return any whole unused City Clerk CW-044 Municipal Code (these are When No When No Current Mfr, I No codes to the City Clerk; copies) Longer Longer Original OD, Ppr Originals maintained by City Required Re uired Clerk Permanently; GC §34090 Newspaper Clippings /Media When No When No Mag' Non -records - may be obtained Lead Dept. CW-045 Excerpts Longer Longer PprI from the newspaper company; Required Required GC §34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of Classification Records Description Retention I Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive to ( Ot, Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). MagStatute of Limitations on Staffing Dept. CW-046 Notices: Public Hearing Notices 2 years 2 years Ppr Municipal Government actions is 3 - 6 months; GC §34090 Copies - Copies - Mag' City Clerk CW-047 Ordinances (these are copies) When No When No Yes (all) Mfr, S No Originals maintained by City Longer Longer OD, Ppr Clerk Permanently; GC §34090 Required Required U.S. State Department, Passport Transmittal Forms Passport Agency requires 24 Lead Dept. CW-078 (Copies); Miscellaneous 2 years 2 years Ppr months (OFR is U.S. Passport Information Department of State); GC §34090 Ensure records kept in Upon Upon Department files comply with Separation, Separation, City policy; Originals are Human Personnel Files (Except for Send All Send All Before Mag, maintained by Human Resources CW-048 Police and Fire Training Files) Originals to Originals to Separation Ppr Resources Personnel; State & Human Human Federal laws require 2 -3 years; Resources Resources 29 CFR 1602.31 &1627.3(b)(2), GC §§12946, 12960, 34090 Personnel Files (Supervisors Before Notes maintained in a separate Human CW-049 File of notes - incorporated into 1 year 1 year Annual Mag, folder to be incorporated into Resources Annual Performance Performance Ppr performance evaluation; GC Evaluations) Evaluation §34090 et seq. Lead Dept. CW-050 Personnel Work Schedules 2 years 2 years Ppr GC §34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive Ot, ( to Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Copies - Copies - Purchasing is OFR; Financial Purchasing CW-051 Purchase Orders, Purchase When No When No Yes: Before Mag, records are audited annually; Requisitions Longer Longer Payment Ppr GC §34090.7 Required Required Real Estate Appraisal Reports: Not accessible to the public; Lead Dept. CW-074 Property NOT purchased or 2 years 2 years Mag, Ppr c+�+,,..,;,+„ �,,;,+„�;.,,,� �h,,.., � 792w 2 years; GC Guidelines 05 sold Department Preference to Lead Dept. CW-075 Real Estate Appraisal Reports: 2 years 5 years 7 years Mag, establish tax increment and Purchased and Sold Property Ppr meet auditing standards; GC §34090 Records Destruction Lists / Copies - Copies - City Clerk CW-053 Certificate of Records When No When No Mag, GC §34090.7 Destruction Longer Longer Ppr Required Required Lead Dept. CW-052 Records Management Audit 2 years 2 years Mag' GC §34090 Forms Ppr Reference Materials: Administrative Procedures or Drafting department is Policies, Procedures, When No When No Mag, responsible for maintaining, Lead Dept. CW-054 Brochures, Manuals, Longer Longer Ppr updating, and retention Newsletters & Reports: Required Required (Copies); GC §34090.7 Produced by OTHER Departments CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive Ot, ( to Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Reference Materials: Policies, Procedures, Brochures, Manuals, Newsletters & When No When No CW-055 Reports: Produced by Longer Longer Ppr Non -Records OUTSIDE ORGANIZATIONS Required Required (League of California Cities, Chamber of Commerce, etc.) Reference Materials: Drafting department is Administrative Procedures or Policies, Procedures, When No When No responsible for maintaining, Lead Dept. p CW-056 Brochures, Manuals, Longer Longer Mag, updating, and retention; Newsletters & Reports: Required + Required + Ppr Statewide guidelines se Produced by YOUR 2 years 2 years su^^•c^d^d 1' or 5 y^ GC Department §34090 Reports and Studies Mag, Yes: After Administratively and Historically Lead Dept. CW-058 (Historically significant) 10 years P P Mfr, S/I 10 years significant, therefore retained OD, Ppr permanently; GC §34090 Information is outdated after 10 Reports and Studies (other Mag, years; statewide guidelines Lead Dept. CW-059 than Historically significant 10 years 10 years Ppr nifioant ,, reports - e.g. Annual Reports) ..taro entl GC §34090 Copies - Copies - Mag, Originals maintained by City City Clerk CW-060 Resolutions (these are copies) When No When No Yes (all) Mfr, S No Clerk Permanently; GC Longer Longer OD, Ppr §34090.7 Required Required CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive Ot, ( to Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). When When Certificates provided by the Dept. with CW-061 Safety Certifications Superseded, Mag, State, who may not perform Equipment (Elevators, Fire Systems, etc.) Minimum 2 ISupersedjed,, Minimum Ppr inspections every year; GC years years §34090 Transitory records not retained Speaker Cards (submitted at When No When No in the ordinary course of Lead Dept. CW-062 public meetings) Longer Longer Ppr business (used to accurately Required Required produce minutes); GC §34090 et seq. Copies - Copies - Mag, Recreation CW-063 Special Event Permits When No When No Yes (all) Mfr, S No GC §34090.7 Longer Longer OD, Ppr Required Required Lead Dept. CW-073 Subpoenas 2 years 2 years GC §34090 Ppr Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the Lead Dept. CW-064 survey forms are considered a 2 years 2 years Ppr GC §34090 draft or transitory record, and can be destroyed when no longer required. CW-065 Tapes: See Boards & Commissions CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy (OFR) Active e ff-siInactive Ot, ( to Total Vital? Media 1=Import aPaper ft er (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). As long as they are not When No When No retained in the "Regular Course Lead Dept. CW-066 Telephone Messages Longer Longer Ppr of Business". Consult the City Required Required Attorney to determine if a record is considered a draft. GC §34090, GC §6252 Department preference; Meets auditing standards (audit + 4 years); IRS requires 4 years; Time Sheets / Time Cards / Mag, Ca. requires 2 yr min.; FTB Lead Dept. CW-067 Payroll Exception Reports 2 years 3 years 5 years Mfr, S Yes: After keeps 3 years; Published WITH employee signatures OD, Ppr QC & OD articles show 4 -10 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-19 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive to ( Ot, Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference; Ethics Training is 5 years; Statewide 7 Training - ALL COURSE guidelines propose years; Calif. Labor Division is required RECORDS to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Attendance Rosters, Outlines Mag, Yes: (Age) requires 3 years for Lead Dept. CW-068 and Materials; includes Ethics 2 years 5 years 7 years Mfr, S When promotion, demotion, transfer, Training, Harassment OD, Ppr Inactive selection, or discharge; State Prevention Training, Safety Law requires 4_ 3 years for Training & Tailgate Training personnel actions; 8 CCR Meetings) §3203 et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b); 53237.2(b) Only 1 year is required); In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until Videos / Drone Videos that pending litigation is resolved; Lead Dept. CW-079 record Regular, Ongoing 1 year 1 year Mag Exception: destruction of video Operations of the City after 90 days if there is a duplicate in the form of "written minutes" ...of the event that is recorded and the video is "no longer required" GC §34090.6 , 34090.7 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 57.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-20 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import (OFR) (in office) e ff-siInactive to ( Ot, Retention Vital? Options M=Mfr aPaper ft er OD or S=Scan Imaged & Warnings! If "Lead Dept. " is indicated as the OFR, and you are the Lead, then the retention indicated applies (they are originals). If you are the OFR, refer to your department schedule. If you are NOT the "Lead Dept. ", the documents only need to be retained until no longer required (they are copies). Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference (Courts treat volunteers as employees); Volunteer / Unpaid Intern EEOC/FLSA/ADEA (Age) Lead Dept. CW-069 Applications & Agreements - 3 years 3 years Ppr requires 3 years for promotion, Unsuccessful Applicants demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Department preference (Courts Volunteer / Unpaid Intern treat volunteers as employees); Applications & Agreements Inactive / Inactive / Mag, EEOC/FLSA/ADEA (Age) Lead Dept. CW-070 (includes emergency contact Separation Separation Mfr, S Yes: 1 year requires 3 years for promotion, information) - Successful + 3 years + 3 years OD, Ppr demotion, transfer, selection, or Applicants discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Work Orders / Work Requests Dept. (Department requesting Consistent with operational Requesting CW-071 service retains originals; 3 years 3 years Mag Ppr complaints; CCP §§338 et seq., Service / Work department providing service is 340 et seq., 342, GC §34090 considered a copy) CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 26.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Pape r (OFR) (in office) (Ote te si (Off -site Retention Vital? Options M=Mfr after OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). BUILDING Mag, Yes: Department Preference; GC Building BL-001 Board of Appeals Agendas, Minutes P P Yes (all) Mfr, OD, S / I After QC §34090 et seq. Ppr & OD Building BL-002 Building Code Modifications / P P Yes (all) Mag, Mfr, OD, S / I Yes: After QC Department Preference; GC Alternate Materials and Methods Ppr & OD §34090 et seq. Department Preference - Data is Building BL-003 Building Permit Database P P Yes (all) Mag interrelated; GC §34090, H&S §19850 California Building Codes (CBC, While While Building BL-021 CPC, CEC, etc.) Ordinance is Ordinance is Mag, Ppr GC §50022.6 in Force in Force Mag, Yes: Statewide guidelines Building BL-004 Certificates of Occupancy P P Yes (all) Mfr, OD, S / I After QC of bu+Id+ag; Department Ppr & OD preference; GC §34090 City Owned Property Files (except Mag, Yes: Building BL-023 Leases and Deeds - seen CC-013): P P Mfr, OD, S / I After QC GC §34090 Correspondence, Title Reports, etc. Ppr & OD Building BL-018 Complaints, Investigations When No Longer Required When N r required Yes (before Mag, Ppr Department Preference; GC Minimum 2 Minimum 2 resolution) §34090 et seq. years years Mag, Yes: Department Preference; GC Building BL-005 Correction Lists, Plan Checks P P Mfr, OD, S / I After QC §34090 Ppr & OD When No When No Yes (until Entered into Building Permit Building BL-007 Inspection Correction Notices Longer Longer corrected) Mag, Ppr Database -- Transitory records; Required Re uired GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 26.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-2 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Pape r (OFR) (in office) te si (Ote (Off -site Retention Vital? Options M=Mfr after OD or S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investigation suspend normal retention periods retention resumes after settlement . PERMITS: Building Permits & Mag, Yes: Statewide guide"ReS ^repese Building BL-008 Building Permit Applications (except P P Yes (all) Mfr, OD, S / I After QC fit; GC §34090, H&S cancelled permits where no work Ppr & OD §19850 was started) PERMITS: Cancelled Building Permit Applications - Projects that Building BL-009 have NOT been Started (Submittal 2 years 2 years Mag, Ppr Cancelled by applicant; GC Documents / Plans belonging to §34090 applicant - both residential and commercial) PERMITS: Expired by Time Building BL-011 Limitations (Abandoned) Building 2 years 2 years Mag, Ppr GC §34090 Permits - Projects that have NOT been Started Department Preference; Law PLANS: Approved Construction requires for the life of the Documents and Plans - ALL building for commercial and (COMMERCIAL & RESIDENTIAL) common interest dwellings; If (includes soils reports, energy the administrative provisions of calculations, commercial structural Mag' Yes: the CBC are adopted, these Building BL-012 plans, commercial structural P P Yes (all) Mfr, OD, S / I After QC plans are required to be retained calculations, Private NPDES permits, Ppr & OD for at least completion + 180 days; Statewide Hazardous Materials Questionnaire, guidelines applications, Flame Retardancy propose 2 years for blueprints & Certificates, Floor Plan Drawings, fire ^^ems CBC §§101.2.1, lanes, fuel modification, business for 106.5, 108.4.3.1; H&S§19850, occupancy load, etc.) CFC §§ 104.6 — 104.6.4, GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 26.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Pape r (OFR) (in office) (Off -site te si (Ote Retention Vital? Options M=Mfr after OD or S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investigation suspend normal retention periods retention resumes after settlement . Building BL-013 PLANS: CANCELLED or EXPIRED 2 years 2 years Mag, Ppr GC §34090 Permits, No Work Started Requests & Permissions to Receive Mag, Yes: Building BL-022 Copies of Plans (Correspondence to 2 years 2 years Mfr, OD, S / I After QC GC §34090 and from architects) Ppr & OD d Storage Tanks (e.g. Mag, Department Preference for soils Building BL-025pair) =rea P P Mfr, OD, S/I No contamination; GC §34090; Ppr H&S §25284.24(i) CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, ite Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Imaged S=Scan &QC'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY ATTORNEY Follows Follows Yes: City CA-001 City Attorney Opinions Retention for Retention for Yes Mag, Mfr, S After Department Preference; GC Attorney Associated Associated OD, Ppr QC'd §34090 Case Case Department preference; City Clerk maintains original staff reports and resolutions that are City Resolution / Resolution / Yes: Until Mag, Mfr, Yes: 1 presented to Council; Some Attorney CA-002 Code Enforcement Payment 10 years Payment + 10 Resolution OD, Ppr S year cases may have grant funding; 2 years CFR 200.334; 24 CFR 91.105(h), & 570.502(a), 29 CFR 97.42, OMB Circular A-110 & A-133; GC §34090 Department Preference; Claim must be filed within 1 year, City Lawsuits / Litigation (Civil - Resolution + Yes: Until Mag, Mfr, Yes: lawsuit within 2 years; complaints Attorney CA-003 Contracted) Resolution 10 years 10 years Resolution OD, Ppr S After against peace officers within 5 QC'd years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Department Preference; Claim must be filed within 1 year, City Lawsuits / Litigation (Civil - In- Resolution + Yes: Until Mag, Mfr, Yes: lawsuit within 2 years; complaints Attorney CA-0 10 House) Resolution 10 years 10 years Resolution OD, Ppr S After against peace officers within 5 Settled years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, ite Retention Vital? Options M=Mfr after OD S=Scan Imaged & C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department Preference; City Lawsuits / Litigation Resolution + Yes: Until Mag, Mfr, Yes: complaints against peace officers Attorney CA-011 Pitchess Motions Resolution 5 years 5 years Resolution OD, Ppr S After within 5 years; CCP §§ 337 et (Criminal - Contracted) Settled seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5(b) Department Preference; City Lawsuits / Litigation (Criminal - Resolution + Yes: Until Mag, Mfr, Yes: complaints against peace officers Attorney CA-012 In -House) Resolution 5 years 5 years Resolution OD, Ppr S After within 5 years; CCP §§ 337 et Settled seq.; GC §§ 911.2;-34090, 34090.6; PC §832.5(b) Department Preference; Always City CA-004 Legal Documents: Settlement P P Yes Mag, Mfr, S NO retain original, hard copies of all Attorney Agreements OD, Ppr settlement agreements; GC §34090 City CA-005 Legislative Advocacies, AmicusRequiredRequired When N �nrh�ni Mag, Ppr GC §34090 Attorney Briefs, Miscellaneous, etc. Minimum 2 Minimum 2 years years HR /Risk Resolution / Resolution / Yes: Until Mag, Mfr, Yes:Department Preference (copies); Manag. CA-006 Liability Claims Settlement 2 years Settlement + Settlement OD, Ppr S After GC §34090.7 2 ears Settled City Attorney CA-007 Potential Claim Files 2 years 2 years Mag, Ppr GC §34090 City Subject / Project Files (Cable TV, WheR Longer �nr� Longer Some material may be required Attorney CA-008 etc.) Required Required Mag, Ppr for reference, depending upon Minimum 2 Minimum 2 subject; GC §34090 years years CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-3 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, ite Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Imaged S=Scan & C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). City CA-013 Summons and Complaints or 2 years 2 years Mag, Ppr GC §34090 Attorney Petition Follows Follows Yes: City CA-009 Work Product (Notes, etc.) Retention for Retention for Yes: Until Mag, Mfr, S After Department Preference; GC Attorney Associated Associated Settlement OD, Ppr Settled §34090 et seq. Case Case CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CITY CLERK Brown Act challenges must be filed within 30 or 90 days of City Clerk CC-001 Advertising for Boards and 2 years 2 years Mag, action; Statute of Limitations on Commission (vacancies) Ppr Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §§34090, 54960.1(c)(1) Statute of Limitations for mailings Affidavits of Postings /Special Mag, Yes: After for annexations, special districts, City Clerk CC-002 Meeting Notices 2 years 2 years Mfr, S/ I QC & OD bonds is 60 days; Municipal OD, Ppr Government actions is 3 - 6 months; GC §34090 Agendas and Agenda Packets - Mag, Yes: 2 Department Preference; GC City Clerk CC-004 Images on Document Imaging P P Mfr, S years after §34090 et seq. System (City Council 100 Packet) OD, Ppr QC & OD CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Agreements & Contracts (ALL, Including Leases) Agreement or Contract, Notices of Completion, etc. Agreement or Contract Department Preference; All includes all contractual obligations infrastructure, Memorandas of (e.g. Specifications and Understanding, JPAs, & Mutual Successful Proposal/Scope of Aid contracts should be Work) Yes: Ma g' permanent for emergency City Clerk CC-005 Mutual Aid Agreements, Automatic Completion P P Before Mfr, S es: After Yes: QC & OD preparedness; Statute of Limitations is 4 years; 10 years for Aid, Joint Power Authorities, Completion OD, Ppr Errors &Omissions; land records Apartment Rental/Lease are permanent by law; CCP Agreements, Memorandas of §§337. 337.1(a), 337.15, 343; GC Understanding §34090, Contractor has retention requirements in 48 CFR 4.703 Insurance Certificates and renewals are the responsibility of the Lead Department - see CW-040, Insurance Certificates Covers E&O Statute of Limitations (insurance certificates are filed Agreements &Contracts Completion Yes: Mag, Yes: After with agreement); Published Audit City Clerk CC-067 (Franchises) Completion 10 years + 10 years Before Mfr, S/I QC & OD Standards=4-7 years; Statute of Completion OD, Ppr Limitations: Contracts & Spec's=4 years; CCP §§336(a), 337 et. seq., GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Assessment District Formation City Clerk CC-061 (Diagrams of District Boundaries, P P Yes Mfrr,, S / I No Department Preference; GC Recorded Documents, Copies of OD, Ppr §34090 Resolutions, etc.) Mag, Yes: After City Clerk CC-006 Annexations / LAFCO P P Yes Mfr, S / I QC Land Records; GC §34090 OD, Ppr Audio Recordings of All Boards Department Preference; State law and Commission and Committees only requires for 30 days; Council City Clerk CC-007 Except Planning Commission and 1 year 1 year Mag Policy A-1 allows destruction after City Council 1 year; GC §54953.5(b) Department Preference; State law City Clerk CC-060 Audio & Video Recordings of P P Mag only requires for 30 days; Council Planning Commission ONLY Policy A-2 required record be kept as permanent; GC §54953.5(b) Statute of Limitations: Public Boards, Commissions & Duration of Duration of official misconduct is discovery of Clerk CC-008 Committees - APPLICATIONS: Office + 4 Office + 4 Mag, offense + 4 years, Sta+StatewideCity ., A.,oint.,. APPOINTED includes Oaths of Ppr guidelines propose ent 6 years; GC §34090; PC §§801.5, Office years years 803c Boards, Commissions & City Clerk CC-009 Committees - APPLICATIONS: 2 years 2 years Mag GC §34090 et seq. UNSUCCESSFUL Ppr' CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). City preference (City staff do not Duration of Duration of open all correspondence, Office Office Mag, therefore Council Members and City Clerk CC-010&-2 City Council Correspondence Minimum 2 Minimum 2 Ppr Mayor may have the City's originals); Return all originals to years years the City Clerk for disposal; GC §34090 City Clerk CC-011 Chronological History of Mayor 2 years P P Mag' Historical Value; GC §34090 and Council Ppr City Clerk determines historical Mag, significance; records can address City History, Historical Records Mfr, a variety of subjects and media. City Clerk CC-012 (e.g. Incorporation, City Seal, etc.) P P OD S No Some media (e.g. audio and Ppr video tape) may be limited because of the media's life expectancy; GC §34090 Mag, City Clerk CC-013 City Land and Property (Recorded 2 years P P Yes Mfr, S / I No GC §34090 Documents) OD, Ppr Indefinite - Indefinite - City Clerk CC-015 Claims Log / Database Minimum 2 Minimum 2 Ppr GC §34090 et seq. years ears Mag, City Clerk CC-016 Committee Rosters When P P Mfr, S / I Yes: After Department preference; GC Superseded OD, QC §34090 Ppr CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference; Video City Clerk CC-017 Council Meetings: Video P P Mag, tapes of meetings are only Streaming OD required for 90 days; GC §§34090.7, 60201 Economic Interest Filings (FPPC Statements filed electronically are 700 Series Forms -Statement of Mag, Yes: After required for 10 years; City City Clerk CC-069 Economic Interests): 10 years 10 years Mfr, S / I QC & OD maintains copies only; original ELECTRONICALLY FILED OD, Ppr statements are filed with FPPC; GC §81009(f)(g); GC §84615 Economic Interest Filings (FPPC 700 Series Forms - Statement of Mag, City Clerk CC-018 Economic Interests): 2 years 5 years 7 years Mfr, S After 2 City maintains original DESIGNATED EMPLOYEES OD, years statements; GC §81009(e)&(g) (specified in the City's Conflict of Ppr Interest code) Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): PUBLIC Department Preference; City OFFICIALS 187200 Filers Term + 4 Term + 4 Mfr , After 2 maintains copies only; original City Clerk CC-019 (elected & not elected. Includes years years OD, S years statements are filed with FPPC; City Council Members, Planning Ppr GC §81009(f)&(g); GC §87200 Commission Members, City Manager, City Treasurer & City Attorney) City Clerk CC-068 Enterprise System Catalogue Minimum 2 Minimum 2 Mag Department preference; GC (posted on line) years year §34090 Ethics Training Certificates for City Mag, Yes: After City Clerk CC-053 Council, Commissions and 2 years 3 years 5 years Mfr, S QC GC §§34090, 53235.2(b) Department Heads OD, Ppr CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). City Clerk CC-054 FPPC Form 801 (Gift to Agency 7 years 7 years Mag' Mfr, S Yes: After 2 Must post on website; GC Report) OD, Ppr years §81009(e) City Clerk CC-055 FPPC Form 802 (Tickets Provided 7 years 7 years Mfrg S Yes: After 2 Must post on website for 4 years; by Agency Report) OD, Ppr years GC §81009(e) City Clerk CC-063 FPPC Form 803 (Behested 7 years 7 years Mag' Mfr, S Yes: After 2 FPPC Regulation 18734(c); GC Payment Report) OD, Ppr years §81009e City Clerk CC-064 FPPC Form 804 (Agency Report P P ag S Yes: After 2 FPPC Regulation 18734(c); GC of New Positions) OD, Ppr years §81009e City Clerk CC-065 FPPC Form 805 (Agency Report P P ag S Yes: After 2 FPPC Regulation 18734; GC of Consultants) OD, Ppr years §34090; GC §81009(e) FPPC Form 806 (Agency Report Mag' Yes: After 2 Must post on website; 2 CCR City Clerk CC-057 of Public Official Appointments) 7 years 7 years Mfr, S years 8702.5(b)(3); GC §34090; GC OD, Ppr 81009 e ELECTIONS - CONSOLIDATED Campaign Filings (FPPC 400 Candidates without committees Series Forms, Form 501): are not required to file their UNSUCCESSFUL CANDIDATES Mfr, After 2 statements , reports or copies City Clerk CC-021 Includes Unsuccessful Candidates 10 years P P OD, S years online or electronically; Paper Without Committees that Don't File Ppr must be retained for at least 2 Electronically years; GC §81009(b)&(g); GC §84615 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, endin records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL Mag, Yes: After Statements filed electronically are CityClerk CC-071 CANDIDATES, 10 ears Y 10 ears Y Mfr, S / I OC required for 10 ears; GC q Y ELECTRONICALLY FILED - OD, Ppr §81009(b)&(g); GC §84615 WITH or WITHOUT Committees Campaign Filings (FPPC 400 Mfr, Department preference; Paper City Clerk CC-022 Series Forms): OTHER 10 years P P OD, S After 2 must be retained for at least 2 COMMITTEES (PACs -not Ppr years years; GC §§81009(c)&(g); 84615 candidate -controlled) Campaign Filings (FPPC 400 Series Forms): THOSE NOT Mfr, After 2 Department preference; Paper City Clerk CC-023 REQUIRED TO FILE ORIGINAL 10 years P P OD, S years must be retained for at least 2 Ppr years; GC §§81009(f)&(g); 84615 WITH CITY CLERK (copies) Campaign Disclosure Statements Data that has been maintained for (FPPC 400 Series Forms, 501 Mfr, at least 10 years may then be City Clerk CC-024 Form): SUCCESSFUL 10 years P P OD, S Yes: After 2 archived in a secure format; CANDIDATES (Elected Officials) Ppr years Paper must be retained for at All Successful, whether filed least 2 years; GC §81009(b)&(g); electronically or not GC §84615(i) Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications for Mag, Used for a model for the next City Clerk CC-025 vacancies on the Council, Precinct 2 years 2 years Ppr election, GC §34090 Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.) CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Elections - HISTORICAL File Mag, (Sample ballot, Oaths of Office, Mfr, Retained for Historical Value, GC City Clerk CC-026 Certificate of Elections, copies of 4 years P P OD, S No §34090 Resolutions - calling the election, Ppr canvass, etc., election summary) Department Preference; Statewide 4 Candidate File: Nomination Mag, guideliRes proposes for 2 years sueeessful eandidates yeaFS f^r unsuooessful; CA law Papers, Candidate Statements, Term of Term of Mfr, City Clerk CC-027 etc. - SUCCESSFUL Office + 4 Office + 4 OD, states term of office and 4 years CANDIDATES years years Ppr after the expiration of term and does not delineate between the two; EC §17100 Department Preference; Statewide 4 Candidate File: Nomination Mag, guidelines proposes years for successful candidates 2 City Clerk CC-028 Papers, Candidate Statements, Election + 4 Election + 4 Mfr, yeaF- f^r uns eeessful; CA law etc. - UNSUCCESSFUL years years OD, states term of office and 4 years CANDIDATES Ppr after the expiration of term and does not delineate between the two; EC §17100 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import Paper after (OFR) Vital? (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Results + 8 Results + 8 months or months or Final Final Not accessible to the public; The Examination Examination 8 month retention applies after Elections - Petitions (Initiative, if No if No election results, or final City Clerk CC-029 Recall or Referendum) Election + 1 Election + Ppr examination if no election, unless year after 1 year after there is a legal or FPPC petition petition proceeding. EC §§17200(b)(3), examination examination 17400 if petition is if petition is insufficient I I insufficient ELECTIONS - STAND-ALONE use in con unction with Consolidated elections ... records series are not repeat Elections - Vote -by -Mail City Clerk CC-030 Applications, Roster of Absentee 6 mo. 6 mo. Ppr EC §17505 Applications City Clerk CC-031 Elections - Vote -by -Mail 6 mo. 6 mo. Ppr EC §17302 Identification Envelopes City Clerk CC-032 Elections - Assessment District 2 years 2 years Ppr GC §53753(e)(2) Ballots - Prop. 218 proceedings City Clerk CC-033 Elections - Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-034 Elections - Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-035 Elections - Challenged & Assisted 6 mo. 6 mo. Ppr If uncontested, EC §17304 Voters List City Clerk CC-036 Elections - Inspector Receipts for 6 mo. 6 mo. Ppr EC 17302, 17306 Ballots City Clerk CC-037 Elections - Precinct Officer 6 mo. 6 mo. Ppr EC §17503 Appointments CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, City Clerk CC-038 Elections - Roster of Voters 5 years 5 years Do' EC §17300 Ppr City Clerk CC-039 Elections - Tally Sheets 6 mo. 6 mo. Ppr EC §17304 Elections - Voter Index Copies City Clerk CC-040 used as the Voting Record at 6 mo. 6 mo. Ppr EC §17304 Polling Places CitV Clerk CC-041 Elections - Voter Index Ori inal 5 Vears 5 ears Ppr EC § 17001 End of Elections Section Mac, City Clerk CC-041.5 Lobbyist Registration Forms (City's 7 years 7� ears Mfr OD, S Yes: After Department preference; GC forms QC & OD �34090; NBMC Chapter 1.28 Ppr Mag, City Clerk CC-042 Minutes: City Council 10 years P P Yes (all) Do' S No GC §34090 Ppr Municipal Code Administration, When No When No Mag' Preliminary drafts not retained in City Clerk CC-043 Distribution, etc. Longer Longer Ppr the ordinary course of business; Required Re uired GC § 34090 Mag, City Clerk CC-044 Municipal Code and History File P P Mfr, S No GC §34090 (always retain 1 supplement) OD, Ppr Official Records / Recorded Mag, Documents: Abandonments, I I City Clerk CC-045 Covenants, Deeds, Deed 10 years P P Yes (all) OD, S No GC §34090 Restrictions Easements, Ppr Entitlements, Vacations, etc. I I I CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy (OFR) Active Inactive / Total Vital? Media 1=Import Paper after (in office) CD or Mfr Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, City Clerk CC-046 Ordinances P P Yes (all) gip' S No GC §34090 et. seq. Ppr Petitions (submitted to Council on any subject - Dog Parks, Speed City Clerk CC-048 Humps, etc.) 1 year 1 year Ppr Law requires 1 year for petitions; GC §50115 Also see Elections for Initiative, Recall or Referendum) City Clerk CC-059 Proclamations (City -issued) 2 years 2 years Ppr' GC §34090 Statute of Limitations for mailings Proof of Publication (City Clerk) Mag, for annexations, special districts, City Clerk CC-049 (Affidavits of Publication and 2 years 2 years Mfr, S / I Yes: After bonds is 60 days; Municipal Posting, Ordinance Summaries) OD, QC & OD Government actions is 3 - 6 Ppr months; CCP §§337 et seq, 349.4; GC §34090 Mag, City Clerk CC-050 Records Destruction Lists / 10 years P P Mfr, S Yes: After Department Preference; GC Certificates of Records Destruction OD, QC §34090 et. seq. Ppr Mag, City Clerk CC-051 Records Retention Schedules 10 years P P Mfr, OD, S Yes: After QC GC §34090 et. seq. Ppr Redistricting Web Page / Council City Clerk CC-072 District Boundary Web Page (Map, 10 years 10 years Mag' EC §21608(g); GC §34090 Redistricting Process, Agendas, Ppr Calendars, Notice, etc.) CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 48.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import Paper after (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Mag, City Clerk CC-052 Resolutions - City Council P P Yes (all) gip' S No GC §34090 et. seq. Ppr City Clerk CC-070 Secretary of State Statement of 2 years 2 years Mag' GC §34090 Facts / Registry of Public Agencies Ppr For legal compliance for UNALTERABLE MEDIA / Refer to Refer to Trustworthy Electronic Records IMMUTABLE CLOUD BACKUP, (when the electronic record WORM / DVD-r / CD-r / Blue Ray- Retention Retention serves as the official record); City Clerk CC-066 R or other unalterable media that Period of Period OD must be stored in a "safe and does not permit additions, Original Originall separate location"; GC 34090, deletions, or changes Record Record 12168.7, EVC 1550, CCR 22620 et seq. CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Classification Records Description Retention /Disposition Comments /Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (Off -site, Vital? (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). CITY MANAGER / ADMINISTRATION CM-001 (See Department Preference; GC City Clerk CC-006) Annexations P P r Mfr, OD, S / I Yes §34090.7 Ppr City When No When No When No Mag, Preliminary Drafts, or the Content Manager CM-002 Annexations: Working Files Longer Longer Longer Mfr, OD, S / I Yes is not substantive; GC §34090 Required Required Required Ppr Department preference to cover statute of limitations for errors & omissions; Published Audit City Business Improvement Districts When No Completion + Mag, Yes: After Standards=4-7 years; Statute of Manager CM-016 (BIDs) Project Files Longer 10 years 10 years Mfr, OD, S / I QC Limitations: Contracts & Spec's=4 Statewide Required Ppr years, guidelines termination i 5 prepesn years; CCP §§336(a), 337 et. seq., GC §34090 City Economic Incentives / Business When No Longer When Ne Longer Department Preference; GC Manager CM-015 Development (Auto Dealer Sales wed required Mag, Ppr §34090; NBMC secs. Tax Incentives, etc.) Minimum 2 Minimum 2 14.17.005(F) and 21.48.025(C)(5) years years City CM-004 Lobbyist Reporting / Authorization 2 years 5 years 7 years Mag' Mfr, OD, S Yes: After GC §81009(e) and (g) Manager (FPPC Form 635 / 602) 2 years City When No Longer When No Longer Mag' Department preference; GC Manager CM-005 Media Releases / Mailers Required Required Mfr, OD, §34090 Minimum 2 Minimum 2 Ppr years years CITY OF NEWPORT BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of Classification Records Description Retention /Disposition Comments /Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (Off -site, Vital? (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement). City When Ne Longer When Ne Longer Yes: While Manager CM-007 Projects & Issues RequiFed RequiFed Active Mag, Ppr GC §34090 Minimum 2 Minimum 2 Issues years years Prospects /Business Retention / When No When No City CM-017 Recruitment Files that do not resultRequiredRequired � � Mag, Ppr GC §34090 Manager in a project (Issues and/or projects Minimum 2 Minimum 2 will vary over time - e.g. Hotels, etc.) years years City CM-018 Redevelopment Statement of 2 years P P Mag' Mfrr,,pOD, S / I Yes: After Department Preference; meets Manager Indebtedness 1 year auditing standards; GC §34090 City Speeches (Historically Significant, When No When No Mag, Notes, drafts, or transitory Manager CM-008 see LS-001) Longer Longer Mfr, OD, records; GC §34090 et seq. Required Required Ppr Video Recordings - Government When No Longer WhnR Ne r Department preference; Not city City CM-009 Programming (e.g. City Scenes, Required Required Mag records (Video tapes of meetings Manager FOG, etc.) Minimum 2 Minimum 2 are only required for 90 days); GC §34090 et seq. years years City Video Recordings - Non -City When No en No Manager CM-011 Business, community programming. Longer nger LRe Mag Non records; GC §34090 et seq. Required uired Video Recordings - Not Historic / When No LengeF When No Longer Department Preference; Video City CM-010 Special Events (Historically Required Required Mag tapes of meetings are only Manager Significant, see LS-001) Minimum 2 Minimum 2 required for 90 days; GC §34090.7 years years CITY OF NEWPORT BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 14.1 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1 Office of Classification Records Description Retention /Disposition Comments /Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (Off -site, Vital? (in office) OD or Mfr) Retention Options M=Mfr Imaged & S=Scan QC'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CODE ENFORCEMENT Case is open until satisfactorily Code Code Enforcement Case Files: 2 years after Mag, Yes: After resolved (some cases are not Enforce. CE-001 Violations / Warnings / Code Satisfactorily P P Yes: Until Mfr, OD, S QC & OD resolved); City Clerk maintains Or Fire Enforcement / Citations Resolved Resolution Ppr original staff reports and � resolutions that are presented to Council; GC §34090 Code Code Enforcement Case Files - Resolution / Yes: Until Mag, Yes: After Department Preference; CFC Enforce. CE-002 Illegal Units or Liens Payment + 3 P P Resolution Mfr, OD, S QC & OD §104.3.4, GC §34090 Or Fire years Ppr � CITY OF NEWPORT BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ACCOUNTING FTC Reg's rely on "self - enforcement"; IRS is 4 years after Fin. / Arbitrage Rebate Calculation tax is due or paid; Supporting Accounting FIN-002 (related to bonds and tax exempt 2 years 3 years 5 years Mag, Ppr documentation for Investments of debt) Operating Funds; meets auditing standards; IRS Reg §31.6001- 1(e)(2), R&T §19530, GC §34090 Department Preference; IRS is 4 I years after tax is due or paid; Fin. / Assessment District / Special Termination Termination Supporting documentation for Accounting FIN-033 District Payments & Reports 2 years of District + of District + Mag, Ppr Investments of Operating Funds; 5 years 5 years meets auditing standards; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090 Fin. / Audit Management Letters and Mag, Mfr, Yes: Department Preference; GC Accounting FIN-003 other formal letters related to 10 years 10 years I I OD, Ppr S / I After 1 §34090 audit communication year Fin. / Yes: Until Department Preference (meets Revenue FIN-076 Audit Work Papers 5 years 5 years Paid Mag, Ppr municipal government auditing standards) GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department Preference; Statute of Limitations for bonds, mortgages, Bond Transcripts (issuing trust deeds, notes or debentures is Fin. / documents) See Bank Fully Fully Yes: Until 6 years; Bonds issued by local Accounting FIN-005 Statements for statement Defeased 10 years Defeased + Maturity Ppr governments are 10 years; There retention. 10 years 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. Fin. / Comprehensive Annual Financial Mag, Mfr, Yes: Accounting FIN-007 Reports and related Audit P P OD, Ppr S / I After 1 Copies; GC §34090.7 Opinions year Fin. / FIN-010 Compliance Reports 2 years 3 years 5 years Mag, Mfr, S / I Yes:Meets Ayteearrl auditing standards; GC Accounting OD, Ppr §34090 Fin. / Developer Trust Accounts / Close + 5 Close + 5 Yes: Until Department Preference (meets Accounting FIN-077 Deposit Accounts / Demolition years years Paid Mag, Ppr municipal government auditing Deposit Accounts standards) GC §34090 Department preference; All tangible property held by Fin. / Escheat (Unclaimed money / government agencies escheats Accounting FIN-011 uncashed checks) 2 years 3 years 5 years Mag, Ppr after 3 years; Statute of Limitations is 1 year for seized property; Meets auditing requirements; CCP §§340(d), 1519; GC §34090 Fin. / Financial Services Database Indefinite Indefinite Data Fields / Records are Accounting FIN-012 (Accounts Payable and Payroll Minimum 10 Minimum 10 Yes Mag interrelated; GC §34090 Check Registers) years ears CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD or Mfr) Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Fixed Assets - Annual Listing Fin. / Additions & Deletions / Working Department Preference Accounting FIN-013 Drafts & Notes for Land and 2 years 3 years 5 years Mag, Ppr (preliminary drafts); Meets auditing Structures, Infrastructure and standards; GC §34090 Capital Equipment Fin. / Fixed Assets - Annual Listing Mag, Mfr, Yes: Includes permanent assets; GC Accounting FIN-014 Source Documents for Land and P P ODPpr , S / I After 1 §34090 Structures year Aooeunt'ng C I A I 015 General Ledger: Final year d nn Revenue .dg and C...,dotern yearsyears 1p_Ye arc Mag, vT OD, Rp d Yes� np,- � yeaf Published ar+i..l.,o show Q 10 Other Cities have 2 , adopted on years nn years; GG §340Ledw Meets auditing standards; Published articles rd•c + Fin. / FIN-063 Investment Advisor Reports / 5 years 5 years Yes: Until Mag, Mfr, S / I Yes: After 1 show posal � ••^pro for o.,.�� Sri+.. hr., L., r.,n., I•n statewide s do broke slips; Accounting Trade Tickets Paid OD, Ppr year propose permanent; FTC Reg's rely on "self -enforcement"; GC§§ 34090, 43900 Department Preference; Statute of Fin. / FIN-017 Journal Entries (Binders) 3 years 7 years 10 years Mag, Mfr, S / I Yes: After 1 Limitations is 4 years;statewide Accounting OD, Ppr guidelines propose Audit + 5 year years; GC §34090, CCP § 337 Indefinite Indefinite Yes: Department Preference; Statute of Fin. / Journal Entries (Tyler Munis) Minimum 10 Minimum 10 Mag, Mfr, S / I After QC Limitations is 4 years; statewide Accounting years years OD, Ppr & OD yews; GC §34090, CCP § 337 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Mfr) Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Fin. / When No When No Accounting FIN-048 Property Tax Files Longer Longer Mag, Ppr Non -records; GC §34090 Required Required Reports, Finance Reports created from Database Journals, Ledgers, Reconciliations, When No When No Yes: Department Preference; Draft / Preliminary documents' financial Fin. / FIN-048.5 Registers, Reports, Transaction Mag. Mfr, alI After 1 Longer Loeser Histories, Balance Sheets, OD, Ppr database is the original and can re Accounting Required Required year Budget Adjustments (ANNUAL, create reports; GC 04090 MONTHLY OR PERIODIC) State Reports: State Controllers Report / Local Government Compensation Report, Property Management Plan, Obligation Payment Schedules, Due Diligence Reviews, Gas Tax, MOE (Maintenance of Effort) Yes: Fin. / FIN-020 Report, Fixed Charge Special 2 years 3 years 5 years Mag, Mfr, S / I After"I Meets auditing standards; GC Accounting Assessment Report, Public Self OD, Ppr §34090 Insurer Report (SIP Report); year Housing Successor Agency Housing Assets Fund Report (SB 341), Street Report, AQMD Annual Report, Maintenance of Effort (MOE) Calculations, Audits, and other compliance reports CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Mfr) Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Final Final Fin. / FIN-082 State -Mandated Cost Claims / SB Disposition Disposition Mag, Ppr Department preference; GC Accounting 90 Claims / Reimbursable Claims of Claim + 2 of Claim+ 2 §34090 years years Meets auditing standards; Published des disposal Fin. / FIN-064 Yellow Book Data (downloaded 5 years 5 years Yes: Until Mag, Mfr, S/ I After 1 Yes: art'es shew 7 "^.,.o for o., n, �.i+.. h,-., L.,..n..., slips; statewide guidelines Accounting bank information) Paid OD, Ppr year n� +. , FTC Reg's rely on "self -enforcement"; GC 34090, 43900 ACCOUNTING / PAYROLL Employee Benefit Plans, DE-6, IRS: 4 years after tax is due or DE-7, DE-9 DE-43, W-3, & DE- paid (longer for auditing & Fin. / 166, 941 Forms, IRS 5500 Mag, Mfr, Yes: inqu contractor delinquency); Ca. FTB: C . FT Payroll FIN-022 Forms PERS /FICA &Medicare 2 years 3 years 5 years OD, Ppr S/ I After 1 3 years; Published articles ow Adjustments - Quarterly Payroll year fit; ; IRS Reg §31.6001- Tax Returns / OASDI 1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §34090 Fin. / Deduction Registers, Leave Department Preference; GC Payroll FIN-023 Balances, Organization Charge 3 years 3 years Mag, Ppr §34090 Summaries Fin. / Indefinite Indefinite Data is interrelated; GC §34090 et Payroll FIN-024 Payroll Database Minimum 10 Minimum 10 Yes Mag se y years ears q' CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Retained to match other auditing periods; IRS Regulation 31-6001-1 Fin. / Payroll File (Changes to W-4, Separation + Separation + four years after the due date of Payroll FIN-025 garnishments, deduction forms, 5 years 5 years Mag, Ppr such tax for the return period to etc.) which the records relate, or the date such tax is paid, whichever is the later; GC §34090 Payroll Journal / Register (Detail Yes: Department Preference to facilitate Fin. / FIN-026 Year-end, or periodic if no detail 2 years 28 years 30 years Mag, Mfr, S / I After 1 PERS buy-back for past Payroll year-end) OD, Ppr year employees; consistent with auditing standards; GC §34090 Fin. / Payroll Journal / Registers When No When No Mag, OD, Yes: Considered a draft or transitory Payroll FIN-027 (Periodic reports, when a detail Longer Longer Mfr, Ppr S / I After 1 record (detail year-end is year-end report is retained) Required Required year retained); GC §34090 PERS Reports / Annual Valuation Yes - Fin. Fin. / FIN-028 Reports, Actuarial Valuation 3 years 3 years Mag, OD, / I A1 Department Preference (Non - Payroll Reports, Annual Employer Mfr, Ppr yeear records); GC §34090 Statements IRS: 4 yrs after tax is due or paid; Fin. / W-2's (includes Performers State Ca. FTB: 3 years; Articles show 7 Payroll FIN-029 Withholding) 5 years 5 years Mag, Ppr years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). OFFICE OF MANAGEMENT & BUDGET OMB Department Preference; IRS: 4 years after tax is due or paid 1099's, 1096's, DE542 (California Yes: (longer for auditing & contractor Fin. /OMB FIN-030 Report of Independent 2 years 3 years 5 years Mag, Mfr, / I After"I delinquency); Ca. FTB: 3 yearPublishedS Contractors) OD, Ppr year ,, h o„hl;�hPublished.+;,.I,,.. show peffnaRee+; IRS Reg §31.6001- 1(e)(2), R&T §19530, GC §34090; 29 USC 436 Accounts Payable / Vendor Files Department Preference to cover (All Records and Reports - Yes: grant auditing requirements; Fin. / OMB FIN-031 Includes InvoicesCopy of , 2 years 8 years 10 years Yes: Until MagMfr, , , S / I After 1 Statewide guidelines propose Checks / Warrants, Travel Paid OD, Ppr audit + n Publish.,. Expense Reimbursements, year years; aFti6les Postage, etc.) chew 3'- years; GC §34090 Mag, Mfr, Yes: Meets auditing standards; GC Fin. / OMB FIN-006 Budget Amendments 2 years 3 years 5 years OD, Ppr p S / I After 1 § 34090 year Budget Hearing and/or Review When No Longer VVe N0 Longer Drafts -Department Preference; Fin. / OMB FIN-059 (Development Documents & Required Required Mag, Ppr GC §34090.7 Preliminary Budget) Minimum 2 Minimum 2 years years Fin. /OMB FIN-060 Budget Transfer Requests & 2 years 3 years 5 years Current Mag, Mfr, S / I AfYe 2 Department Preference; Meets Journals Fiscal Year OD, Ppr years auditing standards; GC §34090 Mag, Mfr, Must filed with County Auditor; Fin. / OMB FIN-061 Budgets - Adopted P P Current OD, Ppr S / I After 1 GC §344 090, 40802, 53901 Fiscal Year year CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Yes: Department Preference; Statute of Fin. /OMB FIN-008 Checks / Warrants - Canceled 2 years 8 years 10 years Mag, Mfr, S / I After 1 Limitations is 4 years; statewide (Cashed) OD, Ppr guide"Res propose Audit + 5 year yes; GC §34090, CCP § 337 Yes: Department Preference; Statute of Fin. /OMB FIN-009 Checks /Warrants -Voided 2 years 3 years 5 years Mag, Mfr, S / I After 1 Limitations is 4 years; statewide OD, Ppr year ems; GC §34090, CCP § 337 Department Preference; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 Expiration of Expiration of Mag, Mfr, Yes: years from expenditure report or Fin. / OMB FIN-016 Grant Reports Grant + 2 8 years Grant + 10 ODPpr , S / I After 1 final payment of grantee or years years year subgrantee; HUD requires 3 years; 4 statewide guideliRes propose years; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(a), 29 CFR 97.42; ;OMB Circular A-110 & A- 133; GC §34090 Department preference; Longest Statute of Limitations is 10 years; Insurance Certificates (for Yes: Before Mag, Mfr, Yes: Conforms with Agreement Fin. / OMB FIN-078 Contracts, etc.) 2 years 9 years 11 years Completion OD, Ppr S/I After 1 Retention (usually filed with idelines year statewideagreement); CCP §337 et seq.; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Fin. / OMB FIN-041 Inventory and Warehouse 2 years 2 years Mag, Ppr GC §34090 Consistent with City-wide guidelines for contracts and agreements; Statewide Purchase Orders, Procurement & Contracting Records - Formal and Yes: improvement non eapital eentr Fin. OMB FIN-049 Informal (RFPs, Specifications, Completion $Years Completion Yes: Before Mag, Mfr, S After Q ,.,,.,.,pleb,, + 4 .,eaFS f r Contracts, Amendments, + 2 years + 10 years Completion OD, Ppr Inactive transportation and eoneessionaire Successful Bids, Notice of Award, agFeernentT Statute of RFQs, etc.) Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Purchasing - Bidder / Vendor List Transitory Record used to mail out Fin. / OMB FIN-050 (Companies that want to receive Superseded Superseded Mag, Ppr requests; GC §34090 et seq. RFPs / RFQs) Fin. / OMB FIN-051 Purchasing Card Backup 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC Receipts and Statements §34090 Fin. / OMB FIN-091 W-9s Minimum 7 Minimum 7 Ma Ppr g, p Cit y preference; GC §34090 years ears CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). REVENUE Accounts Receivable / Revenue Includes Taxes - Transient The financial services database is Occupancy Tax (TOT), Marine maintained for a minimum of 10 Lead FIN-065 Charter Tax, Solid Waste 5 years 5 years Yes: Until Mag, Ppr years; the lead department Depart. Franchise Statements, etc. (All Paid maintains records for the audit source documents are trail; GC §34090 et seq. maintained by the Lead Dept; see City-wide schedule.) Fin. / FIN-066 Adjudications - Reviews, 2 years 2 years Mag, Ppr GC §34090 Revenue Hearings (e.g. Parking Citations) Adjustment Sheets: Customer When No When No Considered transitory records / Fin. / FIN-067 Issues / Concerns / Adjustment Longer Longer Mag, Ppr source records (entered into the Revenue Requests / Adjustments / Required Required Financial Services database); GC §34090 et seq. Fin. / Revenue FIN-032 Armored Truck Manifests 2 years 2 years Mag, Ppr GC §34090 Automatic Payment When No When No Preliminary drafts destroyed in Fin. / FIN-034 Authorizations from Checking / Longer Longer Mag, Ppr accordance with bank regulations; Revenue Credit Cards (e.g. water Required Required GC §34090 et seq. payments) Fin. / Automatic Payment Transmittals When No When No Copies (originals in Daily Cash Revenue FIN-035 from Checking / Credit Cards Longer Longer Mag, Ppr Summaries); GC §34090.7 (e.g. water payments) Required Required CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-11 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Bank Reconciliations, Bank Statements, Trustee Statements, Fin. / Fiscal Agent Statements, Meets auditing standards; GC Revenue FIN-004 Investment Account Statements, 2 years 3 years 5 years Mag, Ppr §34090 Outstanding Check Lists, Credit Card Statements, and Deposit Slips Fin. / FIN-036 Building Permit Deposits 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC Revenue §34090 Fin. / FIN-069 Business License Applications - 5 years 5 years Ppr Meets auditing standards; GC Revenue Cancelled §34090 et seq. Fin. / FIN-070 Business License Applications P P Yes (before Mag, Mfr, S Yes: After 1 Department Preference; GC Revenue termination) OD, Ppr §34090 et seq. year Fin. / Indefinite Indefinite Yes before Department preference to match Revenue FIN-071 Business Licenses (Database) Minimum 10 Minimum 10 termination) Mag, Ppr financial services; Data fields are years ears inter -related; GC §34090 et seq. Fin. / FIN-037 Cash Receipt Books 2 years 3 years 5 years Mag, Mfr, S / I Yes: A Meets auditing standards; GC Revenue OD, Ppr yeear1 §34090 Checks deposited to Bank (City These are bank instruments, and Fin. / FIN-079 scans them for the Bank, rather Follow Bank Follow Bank Mag, Ppr not City records; per bank Revenue than physically taking the checks Instructions Instructions agreement. to the bank to deposit them.) Department preference to match Fin. / Collection Agency (e.g., returned Assignment Assignment the length of time negative credit Revenue FIN-072 checks assigned to collection) + 7 years + 7 years Yes Mag, Ppr information remains on a consumer's credit report; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-12 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Fin. / FIN-038 Daily Cash Summaries 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC Revenue §34090 Fin. / Department Preference (Lead Revenue FIN-039 Developer Deposit Summaries 2 years 2 years Mag, Ppr Department is OFR for backup); GC §34090.7 Fin. / FIN-040 Impressed Account Logs Closed + 5 Closed + 5 Mag, Mfr, S / I Meets auditing standards; GC Revenue years years OD, Ppr §34090 Fin. / FIN-042 Logs: Parking Permits, Zone 1, 2 years 2 years Mag, Ppr GC §34090 Revenue Zone 2, etc. Medical Necessity Customers Fin. / (Emergencies / Shut -offs - No Longer in No Longer in Mag, Yes: Confidential; Department Revenue FIN-083 Customers who must have Effect 2 years Effect + 2 Ppr, Mfr, S After QC Preference; GC §60201 electricity or water for critical years OD & OD medical equipment) Fin. / Mag, Mfr, Yes: Meets auditing standards; GC Revenue FIN-043 Misc. Receipts - County / State 2 years 3 years 5 years OD, Ppr S / I Ayetearrl §34090 When No When No Transitory Record; GC §34090 et Revenue FIN-044 Municipal Services Bill Stubs Longer Longer Ppr Required Required q' Fin. / FIN-045 Parking Citation Payments 1 year 1 year Mag, Ppr Transitory Records; GC §34090.7 Revenue Fin. / FIN-046 Parking Meter Summaries 2 years 2 years Mag, Ppr GC §34090 Revenue CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-13 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Permits: Second Hand Fin. / Dealer/Pawnbroker, Going out of Mag, Mfr, Yes: Department Preference; GC Revenue FIN-073 Business, Adult -Oriented, Public 4 years 4 years OD, Ppr S / I After 1 §34090 et seq. Convenience, Live Entertainment, year Sound Amplification, Film Fin. / FIN-074 Receipt Books (turn-offs) 2 years 3 years 5 years Mag, Ppr Statewide guidelines PFGpose show 3�s; Department Revenue preference; meets municipal government auditing standards; GC §34090 Fin. / FIN-075 Returned Check Processing 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC Revenue §34090 Fin. / FIN-084 Short Term Lodging Permits Minimum 4 Minimum 4 Mag, Mfr, S / I Yes:Department After Preference; GC Revenue years years OD, Ppr DC §34090 Fin. / Water Billing: Appeals - Payment Account Account Mag, Yes: Documented or attached to Revenue FIN-085 Delinquency & Impending Expiration + Expiration + Ppr, Mfr, S After QC Customer Record in database GC Discontinuation 2 years 2 years OD & OD §34090; H&S §116908 Water Billing: Non-payment Mag, Yes: Documented or attached to Fin. / FIN-086 Notices / Notice of Payment Minimum 2 Minimum 2 Ppr, Mfr, S After QC Customer Record in database GC Revenue Delinquency & Impending years years OD & OD §34090; H&S §116908 Discontinuation (Initial, Final) Fin. / Water Billing: NSF Checks / Minimum 2 Minimum 2 Mag, Yes: Documented or attached to Revenue FIN-087 Adjustments to Customer Ppr, Mfr, S After QC Customer Record in database GC accounts years years OD & OD §34090; H&S §116908 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 36.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-14 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Expiration or Expiration or Fin. / Water Billing: Payment Plans: Completion Completion Mag, Yes: Documented or attached to Revenue FIN-088 Amortization, Alternative Payment of Payment of Payment Ppr, Mfr, S After QC Customer Record in database GC Plans, Deferrals, etc. Plan + 2 Plan + 2 OD & OD §34090; H&S §116910 years ears Fin. / Water Billing: Policy on When When Mag, Yes: Must post to Website; H&S Revenue FIN-089 Discontinuation of Residential Superseded - Superseded; Ppr, Mfr, S After QC §116906; GC §34090 Service for Nonpayment + 2 years + 2 ears OD & OD Fin. / Water Billing: Report of Annual Minimum 2 Minimum 2 Mag, Yes: Must post to Website; H&S Revenue FIN-090 Discontinuations of Residential years years Ppr, Mfr, S After QC §116918; GC §34090 Service OD & OD CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) O (Off -site, ( Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). FIRE Application for Temporary Permit / Temporary Use Permits, candles, (e.g. Yes: Yes: Fire FR-000 weddings) candle program (e.g. P P Before Mag, Ppr S / I After QC Department Preference; restaurants), pyrotechnic Event & OD GC §34090 display, open flame, tents, LPG, etc.) / Provisional State regulated occupancies / Department Preference Authorization to Release (HIPAA allows patients to Fire FR-016 Medical Records, Disclosure 2 years 5 years 7 years Mag, Mfr, S / I Yes: see who has requested Log, and Required Personal OD, Ppr After QC copies of the medical Appearances records for 6 years); GC §34090; 45 CFR 164.528 Statistical Reports - Dispatch, Mag, Mfr1 Yes, Fire FR-001 Incidents, and Other 2 years 2 years I I OD, Ppr S/I After QC GC §34090 Operational Data (All Divisions) Apparatus & Equipment Department preference to Records & Testing - Safety Surplus / Surplus / be in compliance with Checks, Tests, Inspections, and Sale / Sale / Mag, Mfr, NFPA Standards for in - Fire FR-020 Certifications (excludes Disposal + 2 Disposal +-2 OD, Ppr S/I No service automotive fire maintenance records years years apparatus ; NFPA 1911.4.7.3 & Annex C.5 maintained by MOD) , GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) O (Off -site, ( Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Billing — Paramedic Services — Billing Database Payments / HIPAA allows patients to Bank Deposits /Check Images Yes: see who has requested Fire FR-044 Emergency Medical Services 6 years 6 years Yes Mag, Mfr, S/I After QC copies of the medical (EMS) Billing and Fire Medic OD, Ppr & OD records for 6 years; GC Subscription Service (billing §34090; 45 CFR 164.528 activity, receivables, waivers, refunds, etc. Department Preference (no statute of limitations on these Cause & Origin Reports / Fire incidents/crimes); Police FR-026 Incident Reports (If Arson, 3 years P P Mag, Mfr, S/I Yes: 1 California Fire Code Homicide, Capital Crimes is OD, Ppr year requires 3 years; Police Involved) (Also see PD-049) also retains their reports under PD-048 and PD- 049; CFC §§ 104.6 — 104.6.4, GC §34090 Cause & Origin Reports / Fire California Fire Code Fire FR-027 Incident Reports (If Arson, 5 years 5 years Mag, Mfr, S/I Yes: 1 requires 5 years; CFC §§ Homicide, Capital Crimes is OD, Ppr year 104.6 — 104.6.4, GC NOT involved) §34090 Community Emergency Response Team (CERT) Applications Disaster Service Fire FR-039 Worker Registration Separation + Separation + Mag, Ppr Department Preference authorizations, LiveScan record, 2 years 2 years (copies); GC §34090.7 Liability Contract Equipment Distribution Form, etc.) CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, ( O Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD or Mfr) Imaged S=Scan & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Community Emergency Response Team (CERT) When When Mag, Ppr, Yes: Department Preference; Fire FR-046 Training Documentation Superseded Superseded Mfr, OD S/I After QC GC §34090 (Manuals, rosters, outlines and & OD materials) Department Preference - required for 2 years after inventory or transaction; Fire FR-051 Controlled Substance Logs 5 years 5 years Mag, Ppr Suppliers of Hemodialysis drugs & devices are required to keep their records 3 years; 21 CFR §1304.04, 1310.04 Daily Logs - Lifeguards (CAD Indefinite - Indefinite - Data is Inter -related; Fire FR-006 database effective January 1, Minimum 2 Minimum 2 Yes Mag, Ppr Department Preference; years years 2015) GC §34090 et seq. Daily Logs — Lifeguards (CAD Indefinite - Indefinite - Mag, Mfr, Yes: When Department Preference; Fire FR-012 Database) Minimum 2 Minimum 2 OD, Ppr S / I Supersed GC §34090 years years ed Daily Roster (Tele staff Indefinite - Indefinite - Department preference; Fire FR-047 Database) Minimum 2 Minimum 2 Mag, Ppr GC §34090 years ears CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, ( O Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD or Mfr) Imaged S=Scan & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Employee Medical File / Employee Confidential Toxic/Non-Toxic Substance Send to HR Send to HR Human Exposures; Fit Testing (HR-024) (HR-024) Department Preference; Resources FR-041 (Breathing Apparatus upon upon Mag, Ppr GC §34090.7 Clearance); Immunization Separation Separation Records (e.g. TB, Hepatitis); Communicable Disease exposure, etc. �e g Employee Training (Innludes Gerfifieates; HA Gertifieatiens; EMS CT and yearsyears Magred OD, Pp S Aft Department nrnfnrenee; Daramedie r nr+ifinea+ien e i 2 yeaFGj IGEMA PFOtOGGI r ry s A yea-F years; Department reference (eepies); Gr §34090 of Boa Department preference for Facility Records - Hazardous Until Until Yes: some records; AQMD Fire FR-052 Materials, AQMD, EPA, Superseded, Superseded, Mag, Mfr, S After QC Permits and generator Warranties, Maintenance Minimum 5 Minimum 5 OD, Ppr & OD operation logs are Records, etc. years years required for 5 years; 40 CFR 70.6; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) O (Off -site, ( Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for Fire FR-053 Fire Explorer Program - Separation + Separation + Mag, Ppr promotion, demotion, Applications, etc. 3 years 3 years transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960 34090 Department Preference; Fire Code requires for the Life of the Structure or Incident Database ALL Indefinite - Indefinite - Activity, or Minimum 5 includes incident reports; cause Arson is Arson is years for Approvals, and origin reports; property Permanent; Permanent; Mag, Mfr, Yes: 1 Inspections, Fires, Fire FR-008 releases; inspection reports; Inspections Inspections OD, Ppr S/I year Modification /Alternative are Life of the are Life of the violation notices; vehicle Methods or Materials; checks; etc. Structure or Structure or Crime reports are retained Activity Activity by Police (PD-048 & PD- 049) CFC §§ 104.6 — 104.6.4, GC §34090; PC $�799-801, CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, ( O Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Fire Inspections (Routine), Life of the Life of the Required for the Life of Notice of Re -Inspection, High Structure or Structure or the Structure or Activity, or Rise, Notice of Violations, Activity, or Activity, or Minimum 5 years for Fire FR-025 inspection/fire clearance Minimum 5 Minimum 5 Mag, Mfr, Sfl Yes: 1 Approvals, Inspections, certificates, Non -Compliance, OD, Ppr year Fires, Modification / Property Release, (Most files years, Whichever is years, Whichever is Alternative Methods or are maintained in Incident Longer Longer Materials; CFC §§ 104.6 — Database), 104.6.4, GC §34090 Copies of Building Plans for Places of Public Fire Station Plans, Fire Pre- Until Until Accommodation (to be Fire FR-029 Plans (Hospitals, etc.) Superseded Superseded Mag, Ppr used for Life Safety Operations in the event of a Disaster or Emergency) GC §34090.7 Ground Emergency Medical Yes: Department preference; Fire FR-054 Transport, Intergovernmental 5 years 5 years Mag, Mfr, S After QC meets municipal Transfer Program OD, Ppr & OD government auditing standards; GC §34090 HIPAA (Health Insurance Yes: Fire FR-055 Portability and Accountability Separation + Separation + Mag, Mfr, S After 1 45 CFR 164; GC §34090 Act) Confidentiality and 6 years 6 years OD, Ppr Nondisclosure Agreement year HIPAA Policies and Procedures Superseded Superseded + Mag, Mfr, Yes: Fire FR-036 (Health Insurance Portability + 6 years 6 years OD, Ppr S After 1 45 CFR 164.5300) and Accountability Act) year CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) O (Off -site, ( Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ino;d nt Database Employee Department preference; Training Database & Paramedic recertification Certificates - Operations Separation Yes: required every 2 years; Fire FR-056 Includes Certificates; Mag, Mfr, S After 1 ICEMA Protocol requires 4 Certifications EMS, EMT, and 5 years 5 years OD, Ppr year years; 8 CCR §3203 et Paramedic Training seq., 29 CFR 1627.3(b)(ii), documentation) LC §6429(c); GC §§12946, 12960, 34090 Mag, Mfr, Yes: Department Preference Fire FR-010 ISO Insurance Ratings 15 years 15 years OD, Ppr S / I After QC (rated every 10 years); GC §34090 Department Preference to be in compliance with Ladder Certifications & Surplus + 2 Surplus + 2 NFPA Standards for in - Fire FR-048 Inspections years years Mag, Ppr service automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5; GC §34090 Mutual Aid Agreements, Copies - Copies - Originals Maintained by City Clerk FR-013 Automatic Aid, Joint Power When No When No Mag, Mfr, City Clerk Permanently; Authorities (see City Clerk CC- Longer Longer OD, Ppr GC §34090 005) Required Required OES / Mutual Aide Department preference to Fire FR-014 Reimbursements (Strike Team 10 years 10 years Mag, Ppr meet auditing standards; Incidents) GC §34090 et seq. CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-8 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, ( O Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA Indefinite for "healthcare providers"; (minimum Indefinite Statute of Limitations for Adults 7 (minimum health providers is 3 Pre -hospital Patient Care years, Adults 7 Yes: ears; CCP 340.5, GC Y § Fire FR-019 Records: ALL (ePCR) (Image Minors 19 years, Minors Mag, Mfr, S After QC 34090; H&S 1797.98e § §§ Trend/Elite web base medical years of 19 years of OD, Ppr & OD 123145; 42 CFR database) age but not age but not 482.24(b); 9 CCR 9444, less than 7 less than 7 22 CCR 70751(c) & years) Years) 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-9 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, ( O Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD or Mfr) Imaged S=Scan & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department Preference; adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended by AHIMA for "healthcare providers"; Adults: 7 Statute of Limitations for years Adults: 7 years health providers is 3 Pre -hospital Patient Care Minors: 7 Minors: 7 Yes: years; CCP §340.5, GC Fire FR-057 Records: ALL Pre-existing years or years or age Mag, Mfr, S After QC §34090; H&S §§1797.98e Paper Records age 19, 19, whichever OD, Ppr & OD 123145; 42 CFR whichever is later 482.24(b); 9 CCR 9444, is later 22 CCR 70751(c) & 71551(c); 22 CCR 70751(c), 71551(c), 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub. 100-4, Chapter 1, Section 110.3 Report of Suspected Dependent Indefinite - Indefinite - Yes: Fire FR-037 Adult / Elder / Child Abuse Minimum 20 Minimum 20 Yes Mag, Mfr, S After QC Department preference; (attached to ePCR — OD, Ppr & OD GC §34090 ImageTrend/Elite database ) years years Requests for Fire/Medical Mag, Mfr, Yes: Department preference; Fire FR-042 Incident Reports and Fire 2 years 5 years 7 years OD, Ppr S / I After QC GC §34090 Cause & Origin Reports CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver 39.0 RECORDS RETENTION SCHEDULE - FIRE Page F-10 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) O (Off -site, ( Retention Vital? Options M=Mfr after OD or Mfr) S=Scan Imaged & C'd Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Revenue Program Records - Department preference; Fire Mag, Mfr, Yes: meets municipal Fire FR-058 Medics, START, Santa Ana 5 years 5 years OD, Ppr S After QC government auditing College Reimbursement: Back & OD standards; GC §34090 up not sent to Finance Fire FR-059 Ride Along Waivers, Station 2 years 2 years Mag, Ppr GC §34090 Tours, Community Outreach Department preference; Standard Operating Procedures Indefinite - Indefinite - Yes: Until Mag, Mfr, Statute of Limitations for Fire FR-015 / Fire Department Policy Manual Minimum 2 Minimum 2 Superseded OD, Ppr S/I No Health Providers is 3 years years years; CCP §340.5, GC §34090 Fire FR-049 Station Log Books / Station 2 years 2 years Mag, Ppr Department preference Journals (kept at Fire Stations) GC §34090 Vehicle Safety Checks, Daily Fire FR-050 Vehicle Inspections, Daily 2 years 2 years Mag, Ppr GC §34090 Equipment checks Not in Incident Database CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 17.0 RECORDS RETENTION SCHEDULE: HARBOR Page HBR-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper after (OFR) (in office) (Off -site , Retention Vital? Options M=Mfr Imaged & OD or Mfr) S=Scan QC'd? Warnings! If the record is not listed here, refer to the Retention for Cit -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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). HARBOR Administrative Citations relating to Statute of Limitations is up to two Harbor HBR 002 Harbor Operations / Harbor Code Resolution + Resolution + Ppr years; Also See Crime Reports; Depart. Enforcement Cases / Harbor 5 years 5 years GC §34090, PC §802 Warnings, Citations, and Violations Balboa Yacht Basin Slip and Garage Harbor HBR-007 Leases (includes Insurance Termination P P Mag, Mfr, S/I Yes: After Department Preference; GC Depart. Certificates) - Records held by Basin OD, Ppr QC & OD §34090 Marine Harbor HBR 017 Boat Auction Records (DMV Forms, 2 years 2 years Mag, Mfr, S/I Yes: After GC §34090 Depart. etc.) OD, Ppr QC & OD Department preference; 2 CFR Harbor Grants to Vessel Turn -In (Photos, End of Grant End of Grant 200.334; 4 CFR 91.105(h), Depart. HBR-018 BID, Proof of Payment Invoice Period 5 years Period + 5 Mag, Ppr 92.505, 570.490, & 570.502(a), 29 years CFR 97.42, OMB Circular A-110 & A-133; GC §34090; GC §8546.7 Harbor Harbor Databases (Mooring Indefinite - Indefinite Department preference (data is Depart. HBR-019 Management, Reservations, Minimum 2 Minimum 2 Mag, Ppr inter -related); GC §34090 years ears Incidents) Harbor HBR-003 Live -Aboard Permits / Vessel End of Term End of Term Mag, Ppr GC §34090 Depart. Inspections + 2 years + 2 vears Harbor Marina Park Slip Agreements - Indefinite - Indefinite Mag, Mfr, Yes: After Department preference (data is Depart. HBR-015 Records held by Marina Park Minimum 2 Minimum 2 OD, Ppr S/I QC & OD inter -related); GC §34090 years ears Harbor HBR 016 Marine Activities Permits (MAPS) Expiration + Expiration + Mag, Ppr Department preference; GC Depart. (Charter Boats and rentals) 2 years 2 ears §34090 End End of+ Department Preference; Covers Harbor HBR 004 Mooring Records (Rentals), includes Tenancy 5 y Tenancy + 5 Yes: During Mag, Mfr, S/I Yes: After auditing periods and statute of Depart. insurance certificates Tenancy OD, Ppr QC & OD limitations; GC §34090.7, CCP years years §337 et seq. CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). HUMAN RESOURCES 1095-C, 1094-C (Employer- Department Preference; IRS: 4 Human HR-049 Provided Health Insurance Offer Completion 10 years Completion Mag, Ppr years after tax is due or paid; 26 Resources and Coverage &Transmittal + 10 years CFR 31.6001-1(e)(2); GC §34090 Form) Human Benefits Agreements with Completion Department preference; GC Resources HR-050 Brokers that negotiate fringe Completion 10 years + 10 years Mag, Ppr §34090; CCP §337 benefits on the City's behalf Human Benefits Plan Documents for Superseded Superseded Department preference; GC Resources HR-051 dental, vision, EAP, disability, + 2 years + 2 years Mag, Ppr §34090 etc. Human HR-043 Civil Service Board Agenda P P Mag, Ppr Department Preference; GC Resources Packets §34090 Civil Service Hearings (including audio recordings) Human With the Exception of employee Separation + Department Preference; GC Resources HR-003 records related to Police Separation 30 years 30 years Mag, Ppr §34090 administrative / personnel investigations and/or disciplinary matters Human Civil Service Rules and Yes: Until Resources HR-004 Administrative Services Superseded P P Superseded Mag, Ppr Copies; GC §34090.7 Regulations California Civil Rights All State and Federal laws require Department (CRD) / Department Final Final retention until final disposition of Human HR-008 of Fair Employment & Housing Disposition + Disposition + Mag, Ppr formal complaint; State requires 2 Resources (DFEH or EEOC) Claims / 5 years 5 years years after action is taken; GC Harassment Claims that are §§12946, 12960, 34090 resolved administratively CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr a after OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Community Emergency Response Team (CERT) — Human HR-044 Registration Documentation Separation + Separation + Mag, Ppr Department Preference; GC Resources (Applications for Disaster 2 years 2 years §§34090, 12946, 12960 Service Workers, authorizations, LiveScan record, etc.) ReSOUFees rnVIn Boni„+ofo,..,+o..ns+,. s. yCaf9 3 years Mag��r ,Pp Department preference (meets Human HR-007 Deferred Compensation 2 years 3 years 5 years Mag, Mfr, S / I Yes: After auditing standards); Published Resources Statements (All reports) OD, Ppr 1 year articles for bank statements show 4 -7 years; GC §34090 When When Reports are cumulative, therefore Human Superseded Superseded older Pull Notices are transitory or Resources HR-009 DMV Pull Notices or or Mag, Ppr source records not retained in the Upon Upon ordinary course of business; CHP Separation Separation audits every 2 years; GC §34090 D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc., 1 year for negative tests; EEOC / FLSA / Human Drug and Alcohol Testing / ADEA (Age) requires 3 years Resources HR-010 D.O.T files: Negative Results 2 years 2 years Ppr physical examinations; State Law requires 2 years;29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC / FLSA / ADEA (Age) Human Drug and Alcohol Testing / requires 3 years physical Resources HR-011 D.O.T files: Positive Results 5 years 5 years Ppr examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71 Human EEO-4 Reports and records 29 CFR 1602.30; 29 CFR Resources HR-012 required to generate EEO-4 3 years 3 years Mag, Ppr 1602.31, 29 CFR 1602.32; GC report §34090 City's Preference; Lead Department is OFR for grievances resolved in their department; All Final Final State and Federal laws require Human HR-014 Employee Grievances when not Disposition + Disposition + Yes: Before Mag, Ppr retention until final disposition of Resources resolved by the department) 5 years 5 years Disposition formal complaint; State requires 2 years after action is taken; 29 CFR 1602.31 & 1627.3(b)(ii); GC §§12946, 12960, 12960, 34090; 29 USC 1113, LC 1174 Employee Investigations Department Preference; EEOC / With the Exception of employee FLSA / ADEA (Age) requires 1-3 Human Minimum 5 Minimum 5 years; State Law requires 2 - 3 records related to Police Resources HR-041 administrative / personnel years after years after Mag, Ppr years; 29 CFR 1602 et seq & investigations and/or disciplinary Termination Termination 1627.3(a)(5) and (6), 8 CCR §11040.7( c), GC §§12946, 12960, matters 34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Human HR-052 Employee Policy Manual P P Mag, Ppr Department Preference; GC Resources §34090 Department Preference; EEOC / FLSA / ADEA (Age) requires 1-3 Human Equal Employment Opportunity years; State Law requires 2 - 3 Resources HR-013 Data (from applicants) 3 years 3 years Mag, Ppr years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 8 CCR §11040.7( c), GC §§12946, 12960, 34090 Required 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA Human Termination Termination Yes: After (Age) requires 3 years for "any Resources HR-015 1-9's + 3 years + 3 years Mag, Ppr S / I 1 year 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 HR-053 Injury and Illness Prevention Superseded Superseded Mag'p Ppr Department preference; GC Resources Plan + 2 years + 2 ears §34090 Human HR-054 Insurance Policies (general P P Mag, Mfr, S / I Yes: After Department preference; GC Resources liability) OD, Ppr QC & OD §34090 Department Preference; State law 4 2-years 4 2-years requires 4 years; Bureau of Human HR-016 Job Specifications After After Yes: Before Mag, Ppr National Affairs recommends 2 Resources Superseded Superseded Superseded years for all supplementary Personnel records; LC 1197.5; GC §$12946, 12960 34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Human LiveScan Fingerprint Clearance Department Preference to protect Resources HR-017 Log 50 years 50 years Mag, Ppr City in the event of past employee misconduct; GC § 34090 et seq. Memorandas of Understanding Copies - Copies - City Clerk HR-019 (See City Clerk Classification CC When No When No Yes: Until Mag, Mfr, S/I No Copies maintained for staff 005) Longer Longer Superseded OD, Ppr convenience; GC §34090.7 Required Required For use in interpreting intent of MOU provisions; EEOC / FLSA Human Negotiations: Employee Superseded Superseded Mag, Mfr, Yes: After requires 3 years for MOUs; State Resources HR-020 Associations (notes, drafts, + 20 years + 20 years OD, Ppr S/I 1 year requires 2 years; statewideproposals, tentative agreements) ; 29 CFR 516.5, GC §§12946, 12960, 34090 Calif. Labor Division is required to keep their records 7 years; OSHA Human OSHA Inspections & Citations, Mag, Mfr, Yes: After requires 5 years; State law Resources HR-021 Log 200 and Log 300 7 years 7 years OD, Ppr S/I QC & OD requires 2 years; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090; LC §6429c Personnel Files - Benefit File (all Human HR-022 employees and all benefits Separation + Separation + Yes: Until Mag, Mfr, S Yes: After Department preference; GC Resources records including Deferred 6 years 6-years I Separation OD, Ppr 1 year §§12946, 12960, 34090 Compensation) Human Personnel Files - Benefit File Date of Date of Yes: Until Mag, Mfr, Yes: After Department preference; GC Resources HR-023 (Retirees / Spouse) Death + 2 Death + 2 Separation OD, Ppr S 1 year §§12946, 12960, 34090 years years CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Whichever is Whichever is Longer: 28 Longer: Separation + Files maintained separately; years, or 30 years, or Claims can be made for 30 years Human Personnel Files - Medical File Separation + Termination Termination Yes: Until Mag, Mfr, Yes: When for toxic substance exposure; 8 Resources HR-024 (all employees) 2 years of Benefits + of Benefits + Separation OD, Ppr S Inactive CCR §)seq., 8 CCR 5 years, or 5 years, or 5144, 8 CCR 0.2; 29 CFR 8 CCR1540 Death of Death of 1910.1020(d)(1)(i), GC §§12946, Employee + Employee + 12960, 34090 5 years 5 years Department Preference; statute of limitations for retirement benefits Personnel Files -Regular, is 6 years from last action; Active, Permanent, Non- EEOC/FLSA/ADEA (Age) requires Human Regular, Temporary and Part- Separation + Separation + Yes: Until Mag, Mfr, Yes: After 3 years for promotion, demotion, Resources HR-025 time Employees 6 years 6 years Separation OD, Ppr S Separation transfer, selection, or discharge; State Law requires 2 -3 years; 29 Includes Backgrounds, Fingerprints, CFR 1602.14; 1602.31 & Severance Agreements, if applicable 1627.3(b)(ii), GC §§12946, 12960, 60201; 29 USC 1113 Human Program Evaluations When No LengeF W LengeF Department preference; GC Resources HR-026 (participant's feedback for Required€tegt�ed- Mag, Ppr §34090 classes, etc.) Minimum 3 Minimum 3 years years CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Department preference to match Personnel Files; Statute of Human Mag, Mfr, Yes: After Limitations is 4 years for Resources HR-026.5 Public Official Bonds P P S i I misconduct after the discovery of OD, Ppr 1 year the offense for misconduct in office; EVC §1045, GC §§12946, 12960, 34090 Human HR-055 Public Self Insurer's Annual 10 years 10 years Mag, Ppr Department preference; GC Resources Report §34090 Department preference; Per Human NeoGov Policy; 29 CFR Resources HR-060 Recruitment Database (NeoGov) 5 years 5 years Mag, Ppr 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Recruitment File - Advertisements, Backgrounds State Law requires 4 years; 29 Human HR-027 (Unsuccessful); Fingerprints, 4 years 4 years Mag, Ppr CFR 1627.3(b)(i)„ 29 CFR Resources Flyers, Brochures, Applications 1602.14 et seq., GC §§12946, (unsuccessful), Tests, Letters, 12960, 34090 Scantrons, Questions Human HR-042 Scholarship Program 5 years 5 years Mag, Ppr Meets Auditing Standards; GC Resources §34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention perio,ds retention resumes after settlement). Department preference; PERS requires 5 years for Compensation Earnable (usually compensation is Studies / Classification / When Ne When Ne adopted via Resolution of the City Human Compensation & Salary Studies / Longer Langer Council); Bureau of National Resources HR-005 Reorganization Studies (for Required Required Mag, Ppr Affairs recommends 2 years for all employee classifications and Minimum 3 Minimum 3 supplementary Personnel records; department structures) years years Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, 2 CCR 270.5; GC §§12946, 12960, 34090 All State and Federal laws require Human Unemployment Claims / EDD Final Final retention until final disposition of Resources HR-057 Claims Disposition + Disposition + Mag, Ppr formal complaint; State requires 2 2 years 2 years years after action is taken; GC §§12946, 12960, 34090 When No When No Not a City record / Content does Longer Longer NOT relate in a substantive way to Human HR-031 Verifications of Employment, P r p Resources Child Support Required Required the conduct of the public's Z-years business; GC §34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention perio,ds retention resumes after settlement). Claims can be made for 30 years Whichever is Whichever is for toxic substance exposure; Longer: 25 Longer: Claims are required for five years Separation + after the end of compensation, or years, 30 years, or injury, whichever is longer; the Human Separation + Termination Termination Mag, Mfr, Yes: After Workers Compensation Appeals Resources HR-030 Workers Compensation Claims 5 years of Benefits + of Benefits + OD, Ppr S QC & OD Board may destroy their records 5 years, 5 years, or after 5 years; 8 CCR 5144, 8 CCR Death f Death of §3204(d)(1) et seq., 8 CCR 10102, Employeee + Employee + 10755, 10758, 15400.2; 29 CFR 5 years 5 years 1910.1020(d); GC §§12946, 12960, 34090 Workplace Violence — Hazard identification, evaluation, Human HR-0305 . 5 years 5 yearsPpr Mag, LC6401.9(f), GC §34090 Resources correction, incident logs, investi ations Traininq, etc. RISK MANAGEMENT Accident / Incident / Injury Human Reports: EMPLOYEES WITH Department Preference; Claims Resources possible Exposure to Toxic Mag, Mfr, Yes: When can made for years for toxic / Risk HR-032 Materials (HazMat Responses, 2 Years 28 years 30 years OD, Ppr S Inactive to exposure; 8 CCR ur Manage. Clean up Responses to spills, §3204(substance et seq., GC §§12946, etc.) 12960,d)(1) 12960, 34090 Human Accident / Incident / Injury Resources Reports: EMPLOYEES Statute of limitations for person / Risk HR-033 WITHOUT possible Exposure to 2 Years 2 years Mag, Ppr injury is 2 years; CCP §335.1, GC Manage. Toxic Materials §34090 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Recommended by State Fire Human Marshall; Statute of Limitations for Resources Accident / Incident / Injury Health Providers is 3 years; / Risk HR-034 Reports: PUBLIC ADULTS 3 years 3 years Mag, Ppr Juveniles are required until patient Manage. (medical and non -medical.) becomes 18 years old; statewide guidelines propose 3 years� ;CCP §340.5, GC §34090 Recommended by State Fire Human Age 18 or Age 18 or Marshall; Statute of Limitations for Accident / Incident / Injury 3 years, 3 years, , Health Providers is 3 years; / Risk HR-035 Reports: PUBLIC JUVENILES whichever is whichever is Mag, Ppr Juveniles are required until patient Manage. (medical and non -medical.) longer longer becomes 18 years old; statewide ;nes propose 3 years� CCP §340.5, GC §34090 Department Preference; Claim Human must be filed within 1 year, lawsuit Resources HR-036 Accident / Incident Reports: no 2 years 2 years Mag, Mfr, S Yes: When within 2 years; Statute of / Risk injuries (City Vehicles) OD, Ppr Inactive Limitations for contracts is 4 years; Manage. CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090, 34090.6 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 46.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-11 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). If litigation is filed, the City Attorney is OFR; Claim must be filed within 1 year, lawsuit within 2 Human years; complaints against peace Resources HR-037 Claims (General Liability Claim Settlement 5 years Settle + 5 Yes: Until Mag, Mfr, S Yes: After officers within 5 years; Statute of / Risk Forms) - Adults years Settlement OD, Ppr QC & OD Limitations for contracts is 4 years; Manage. wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2,-34090, 34090.6; PC §832.5(b) Human Age of Age of If litigation is filed, the City Resources Claims (General Liability Claim Majority Majority Yes: Until Mag, Mfr, Yes: After Attorney is OFR; Juveniles may / Risk HR-038 Forms) - Juveniles (minimum 5 years (minimum Settlement OD, Ppr S QC & OD have additional legal recourses; Manage. Settlement) Settle + 5 CCP §§ 337 et seq.; GC §§ 911.2, years) 945 34090, 34090.6; PC §832.5 Human Resources Disability Claims / STD & LTD Separation + Separation + Yes: Until Mag, Mfr, Yes: After Department preference to be / Risk HR-039 (no toxic substance exposures) 2 years 28 Years 30 years Final OD, Ppr S QC & OD consistent with Medical Files; CCP Manage. Disposition §§ 337 et seq.; GC §34090 Human Resources HR-058 Excess Liability Coverage P P Mag, Mfr, S Yes: After Department preference; GC / Risk (policies or documents) OD, Ppr QC & OD §34090 Manage. Human Resources HR-059 Safety Inspection Logs Superseded 3 years Superseded Mag, Ppr Department preference; GC / Risk + 3 years §34090 Manage. CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 16.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record Classification OR Records Description Retention / Disposition Comments / Reference (OFR) File Number Active (in office) Inactive (Off -site, OD Mfr) Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper after Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). INFORMATION TECHNOLOGY Information Tech. IT-001 Backups (ALL Disaster Recovery Computer Backups) DAILY Network All Files on Shared- Droves nppliGations (Enterprise wide) When Superseded When Superseded Yes Mag. Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq. Imfermu+'v T Teel IT 002 gaps WEEKLY v Disc er Drives,q When Ae ReqUiFed A- hen Ae p Yes Used for Disaster Reeeyer Purposes Only; Store eff site al S+ernee for discs ter , Files Shared deStF.) n.J ...hn .� I.� oanbe GG §34090 adm'nastratove value; etseq, i farm t161} T 004 Baekups MONTHLY NetWeFk, ����,�„, ��� When--Ne- LengeF �TT`d When-N e, I nngeF �TT`d Yes 11Aen ���`-"J• Used fer disaster ReooveFy DU rPv�rcs Only; Stere ei On" ff rv' �a -v'-site merns nl c+e race for disn�- All Cale- on Shared Droves Anr,lien+ie., �. /C.,+e r., ri s.e ..drle\ n he .Jec+re..e.J ...h Lr..-. �,r re+entmen hns•ed e FeqHiFed; admonustrat'ye value; Grp §34090 et Sew Information Tech. IT-008 E-mail Archival 2 years 2 years Yes Mag. Department Preference (most are preliminary drafts not retained in the ordinary course of business - see City-wide schedule); GC §34090 et seq. CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 16.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-2 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Mfr) Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police Department Preference Information IT-005 Internet Tracking Database 1 year 1 year Yes Mag. (transitory records not retained in Tech. the ordinary course of business); GC §34090 et seq. Provide Provide Existing Existing Lead GIS database - Historical Output Output to Output to Historical records are maintained Depart. IT-006 (Zoning Map, Council Districts, Lead Lead Yes Mag. by the Lead Department; GC etc.) Department Department §34090 et seq. Prior to Prior to Change ancle Information IT-007 GIS database When When Yes Mag. Department Preference (transitory Tech. Superseded Superseded records); GC §34090 et seq. CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 14.0 RECORDS RETENTION SCHEDULE: LIBRARY SERVICES LS-1 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy Paper (OFR) Active te s fiInactive Of-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ARTS & CULTURAL SERVICES Library Services / Historic Speeches, Historic Completion + Mag, Mfr, Department Preference; GC Arts & LS-001 Special Events and Historic 4 years P P OD, Ppr §34090 Cultural Recordings Services Library Services / Art Exhibits and Collections - Mag, Mfr, Arts & LS-002 Community / External Art 2 years 2 years OD, Ppr GC §34090 Cultural Services Library Statute of Limitations for Services / Art Exhibits and Collections - contracts is 4 years, personal Arts & LS-003 Professional Completion + Completion Mag, Mfr, property 3 years; meets auditing Cultural (Administration, etc.) 4 years + 4 years OD, Ppr requirements; CCP §§337, 338; Services GC §34090 Rights of authors extend for the Library life of the author's); State law Services / Art in Public Places (Art Life of the Life of the Mag, Mfr, allows a written contract to extend Arts & LS-005 Education, murals, etc.) Completion Author + 20 Author + 20 OD, Ppr rights for an additional 20 years; Cultural years years 4 years to meet auditing Services standards; 17 USC 106A(d); GC §15813.5; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 14.0 RECORDS RETENTION SCHEDULE: LIBRARY SERVICES LS-2 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy Paper (OFR) Active te s fiInactive Of-, (Off-site, Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr OD or Imaged & S=Scan C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Rights of authors extend for the Library life of the author's); State law Services / Donations Visual Art Work Life of the Life of the Mfr, allows a written contract to extend Arts & LS-009 (received) or Product (r ( r Completion Author + 20 Author + 20 ODMag, , Ppr rights for an additional 20 years; Cultural years years 4 years to meet auditing Services standards; 17 USC 106A(d); GC §15813.5; GC §34090 Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Library Grants to Local Governments is 3 Services / Grant Program (Grants to Mag, Mfr, Yes: years from expenditure report or Arts & LS-012 Others) 5 years 5 years OD, Ppr S / I When final payment of grantee or Cultural Inactive subgrantee; HUD requires 3 Services years; statewide guidelines 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(a), 29 CFR 97.42; OMB Circular A- 110 & A-133; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 14.0 RECORDS RETENTION SCHEDULE: LIBRARY SERVICES LS-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te s fiInactive Of-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). LIBRARY SERVICES Library LS-019 Facility Use Applications 4 years 4 years Yes: Before Mag, Ppr Department preference; GC Services (Room Reservations, etc.) I Event I §34090 Library LS-020 Gifts & Donations (Private) 2 years 2 years Mag, Mfr, S Yes: When Thank -you and Services OD, Ppr Inactive acknowledgements; GC §34090 Grants: LSCA (Library Services and Construction), LSTA (Library Services and Technology), SLRC (State Literacy Resource Centers), CLLS (California Library Literacy Services); CLSA Per California State Library Library (California Library Services Final Final Mag, Mfr, Yes: Records Management Program Services LS-021 Act) and PLF (Public Library 2 years Expenditure Expenditure OD, Ppr S / I When Requirements (April 27, 1998); Foundation) ONLY. For all + 5 years + 5 years Inactive GC §34090 others, follow City-wide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Administrative Services / Finance Upon Upon Library LS-023 Library Management Database Withdrawal Withdrawal Yes Mag Department preference; GC Services / Collection Inventory from from §34090 Collection Collection CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 14.0 RECORDS RETENTION SCHEDULE: LIBRARY SERVICES LS-4 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy Paper (OFR) Active te s fiInactive Of-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Library Library Management Database Indefinite - Indefinite - Department preference (records Services LS-024 / Other than Listed Minimum 2 Minimum 2 Yes Mag are inter -related); GC §34090 years ears Library Management Database Department preference; Must re - Library LS-025 Outstanding Debt Fines and Inactive + 3 Inactive + 3 Yes Mag register every 3 years; Services Fees Less Than $20 years years Delinquencies remain on credit reports for 7 years; GC §34090 Library Library Management Database Inactive + 7 Inactive + 7 Department preference; Services LS-026 / Outstanding Debt / Fines and Yes Mag Delinquencies remain on credit Fees More Than $20 years years reports for 7 years; GC §34090 Library Management Database Department preference; Must re - Library LS-027 / Patrons with no outstanding Inactive + 3 Inactive + 3 Yes Mag register every 3 years; GC Services debts years years §34090 Library Library Management Database When No When No Retain as long as required to Services LS-028 / Software upgrades Longer Longer Yes Mag read data; GC §34090 Required Required Library LS-029 Library Registration Application 2 years 2 years Mag, Ppr GC §34090 et seq. Services Forms (Patrons) Library LS-030 Programs (e.g. Summer 2 years 2 years Mag, Ppr GC §34090 Services Reading) CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 23.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-1 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import paper (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr after S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PLANNING If part of a Consolidated Plan, records are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 Until Funds are Until Funds years from periodic expenditure Planning PL-001 Affordable Housing In -Lieu Funds Allocated are Allocated MfO r, OD, S / I Yes: report; CDBG is Annual (minimum 5 (minimum 5 Ppr After QC Performance Report + 4 years; 4 , id liReS years) years) statewide propose years; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(a), 29 CFR 97.42, OMB Circular A-110 & A- 133; GC §34090 Meets CDBG requirements; CDBG Applications Denied / Not Records are maintained by CDBG Planning PL-003 Funded (Subrecipient Grants, 5 years 5 years Mag, Vendor as Active for 3 Years, and Loans) Ppr then sent to CDD for 2 year Inactive retention; 24 CFR 85.42 & 91.105(h); GC §34090 Planning PL-011 Banner Permits (Temporary - 2 years 2 years Yes: Before Mag, GC §34090 good for 90 days) Event Ppr CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 23.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-2 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import paper (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr after S=Scan Imaged & Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Environmental e ermina ions: Final EIRs are kept permanently Environmental Impact Reports with PL-023; Not all internal (EIRs), Negative Declarations, 2 years, or communications and notes are etc.) / CEQA / NEPA 2 years, or duration of required to be saved; "E-mails All written evidence or duration of administrative that do not provide insight into the CDni / correspondence submitted to, administrative and/or Mag, Yes: project or the agency's CEQA Planning PL-030 or transferred from, the City and and/or litigation litigation Mfr, OD, S After QC compliance with respect to the all internal agency proceedings, if proceedings, Ppr & OD project — are not within the scope communications, including any, whichever if any, of section 21167.6, subdivision staff notes and memoranda is longer whichever is (e) and need not be retained. related to a project or related to longer PRC 21167,6; GC §34090; the City's compliance with Golden Door v Sup. Ct., 53 Cal. CEQA App. 5th 733 (2020)." Environmental Determinations: When No When No Non -records; some may be Planning PL-015 Environmental Impact Reports Longer Longer Ppr retained as matter of department (EIRs), Negative Declarations, Required Required preference. etc.) Outside City boundaries Department Preference; City Planning PL-017 General Plan Elements and P P Yes (all) Mf ,, OD, S / I Yes: Clerk Maintains originals of all Amendments Ppr After QC documents that were presented to Council; GC §34090 Modification Committee / Zoning Planning PL-019 Administrator Approval Letters P P Yes (all) Mfr, OD, S / I Yes: GC §34090 and Minutes (see City-wide Ppr After QC schedule for all other records) Planning PL-020 Planning Commission Agenda P P Yes (all) Mfr, OD, S Yes: Department Preference; GC Packets Ppr After QC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 23.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-3 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import paper (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr after S=Scan Imaged & Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). City Clerk PL-021 Planning Commission Audio Copies - Send Copies - Send Mag Copies; GC §34090.7 Recordings to City Clerk to City Clerk Planning Commission Minutes, Mag' Yes: Planning PL-022 Resolutions P P Yes (all) Mfrr,, S After QC GC §34090 pOD, CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 23.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-4 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import paper (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr after S=Scan Imaged & Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Planning Applications (PA) ALL Amendments, Appeals, Approval in Concept, Certificate of Compliance, Coastal Residential Development Permit, Compliance Letters, Condominium Conversion Projects have a 2 year vesting Permit, Creative /Comprehensive (applicant must pull permit within Sign Permit, Development 2 years) -- those applications in Agreement, Development Plan, which the applicant does not Director/ Staff Approval, follow through with permit may be Environmental Documents, destroyed after the vesting period General Plan Amendments, In- G Mag, Yes: has expired. Some permits must Planning PL-023 Lieu Parking, Lot Line Adjustment, P P Yes Mfr, OD, S After QC obtain Council approval, and Lot Merger, Modification Permit, L Ppr therefore the City Clerk becomes Off -Site Parking Agreement, office of record for material Planned Community Development presented to Council; Department Plan, Signs (Comprehensive, maintains complete files for Heritage, etc.), Sign Exception administrative purposes; Permit, Site Plan Review, GC§§34090, 34090.7 Subdivisions, Telecom Permit, Temporary Permits, Use Permits, Variance, Zoning Compliance letters, etc. Send recorded documents to the City Clerk. CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 23.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-5 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Inactive / Total Media 1=Import paper (OFR) (in office) CD or Mfr Retention Vital? Options M=Mfr after S=Scan Imaged & Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Regional Organizational Studies & When No When No Non -records; some may be PL-027 Programs where other Agencies Longer Longer Mag' retained as matter of department are the Lead (e.g. Rail Studies, Required Required Ppr preference; GC §34090 et seq. etc.) Mag' Department Preference; City Planning PL-028 Zoning Maps (Historical Only - P P Yes (all) MfrP, S Yes: Clerk Maintains originals of all New records part of zoning code) pr After QC documents that were presented to Council; GC §34090.7 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). CHIEF OF POLICE / ADMINISTRATION Police PD-001 Inquiries Disposition + Disposition + Mag, Ppr GC §34090 et seq. 2 years 2 ears If a supervisor determines that records of prior discipline should be retained beyond the applicable statutory period, approval for such retention shall be obtained through the chain of command from the Chief of Police; Consistent with Administrative Investigations: Lexipol Policy; State requires for at Civilian and Internal WITHOUT Final Final least 5 years; other State & Police PD-003 Sustained Finding of Disposition + Disposition + Mag, Ppr Federal laws require retention until Misconduct as defined in PC 5 years 5 years final disposition of formal §832.7 complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; PC 801.5, 803(c).; EVC §1045, GC §§12946, 12960, 34090, PC §832.5, VC §2547 Administrative Investigations: Civilian and Internal - Civilian Final Final PC §§832.5(b), 832.7; GC Police PD-093 Complaints WITH Sustained Disposition + Disposition + Mag, Ppr §§12946, 12960, 34090, Finding of Misconduct as 15 years 15 years defined in PC §832.7 Police PD-006 Carry Concealed Weapon 5 years 5 years Mag, Ppr Department preference; GC § (CCW) Permits 34090 et seq. CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-002 Chiefs Subject Files WheR Ne Longer Required WheR Ne Longer Required Mag, Ppr Department Preference; GC Minimum 2 Minimum 2 §34090 et seq. years years Emergency /Disaster Yes: UntilMag, Mfr, Department Preference; GC Police PD-083 Preparedness Plans Superseded P P Supersede OD, Ppr S Yes: 1 year §34090 et seq. Police PD-004 Overtime Slips (hours) 2 years 2 Vears Mag, Ppr GC § 34090 et seq. Department Preference; Statute of Personnel Background Packets Inactive / Inactive / Limitations: Public official Police or PD-081 - Citizens Academy, Teen Separation + Separation + Mag, Mfr, S / I Yes: After misconduct is discovery of offense Personnel Academy) 3 years 3 years OD, Ppr 1 year + 4 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113; 8 CCR §11040.7(7)(C) Department Preference; Statute of Inactive / Inactive / Limitations: Public official Police or PD-011 Personnel Background Packets Separation + Separation + Mag, Mfr, S / I Yes: After misconduct is discovery of offense Personnel - Volunteers & Interns 6 years 6 years OD, Ppr 1 year + 4 years; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113; 8 CCR §11040.7(7)(C) Copies; Consistent with HR's Personnel File; State & Federal Police PD-005 Personnel Department Separation + Separation + Mag, Mfr, S / I Yes: After laws require 2 -3 years; 29 CFR Employee File 6 years 6 years OD, Ppr QC 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090.7 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr a after OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-069 Preliminary Claim Investigation / 2 years 2 years Mag, Ppr GC § 34090 et seq. Potential Liability Claims Programs: Citizens Academy, Police PD-007 Teen Academy, Neighborhood 2 years 2 years Mag, Ppr GC § 34090 et seq. Watch, etc. Police PD-089 (PAM�t Assignment Memos 2 years 2 years Mag, Ppr GC § 34090 et seq. Racial and Identity Profiling Act Department preference (consistent Police PD-094 (RIPA) Annual Report 3 years 3 years Mag, Ppr with STOP Source data); GC §34090 Report provided to the State Commission on Peace Officer Standards and Training (POST Commission) of peace officer employment, compliant, finding, Police PD-097 disposition, or judgment 2 years 2 years Mag, Ppr GC § 34090 et seq. pursuant to PC 13510.9. Report of data regarding the number, type, or disposition of complaints made against its officers Reports and Studies regarding Police PD-008 Police Operations (not historical - 2 years 2 years Mag, Ppr GC § 34090 et seq. manpower, etc.) Police PD-009 RSNP / OCRCFLTime Slips / 5 years 5 years Mag, Ppr Department Preference (meets Billing Reports auditing standards); GC § 34090 Special Events (i.e., Police Police PD-088 Appreciation Breakfast, National 2 years 2 years Mag, Ppr GC § 34090 et seq. Night Out, etc.) CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-095 STOP Source Data, Audit Log 3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police PD-070 Vehicle Pursuit Reports 2 years 2 Vears Mag, Ppr GC § 34090 et seq. Yes: Police PD-010 Work Assignments (Schedules) 3 years 3 years Current Mag, Mfr, S / I Yes: After Department Preference; GC § Schedule OD, Ppr 1 year 34090 only DETECTIVES Accounting Records: Meets auditing standards for Police PD-012 Investigative Expense Funds 2 years 3 years 5 years Yes: Until Mag, Mfr, S / I Yes: After munweipal governments; Statewide (Confidential) ] Paid OD, Ppr 1 year guidelines propose audit + 4 years�GC §34090 Alcohol Beverage License When No When No PD-013 Applications (Not related to an Longer Longer Ppr Non -records; GC §34090 Operator's Permit for a Bar, Required Required Lounge, or Nightclub) When Longer When Longer Department Preference (Federal Police PD-071 Asset Forfeiture Files Required Required Mag, Ppr DOJ requires 5 years - Equitable Minimum 5 Minimum 5 Sharing Guide); GC §34090 years years When __�.�f� I n Longer _. _.._n_�.Qf� I n Longer Department Preference; Does not Police / PD-077 Informant Files Required Required Ppr, Mag contain criminal intelligence Investigat. Minimum 2 Minimum 2 information concerning individuals; GC §34090 years I years CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal Yes: conduct or activity and the Police / PD-014 Intelligence Files (Vice, Terrorist, 5 years 5 years Mag, Mfr, S / I When information is relevant to that Investigat. etc.) OD, Ppr Supersede criminal conduct or activity. d Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Operator Permits - Bar, Lounge, Police PD-084 or Nightclub (Offers alcoholic beverages for on- Termination Termination Mag, Ppr Department preference; GC site consumption in combination with + 3 years + 3 years §34090 food service with late hours) Police PD-015 Pawn Slips 2 years 2 vears Mag, Ppr GC §34090 Police PD-016 Massage Operator Permits Termination Termination Mag, Mfr, M / S I / No Department preference to match + 3 years + 3 ears OD, Ppr permit terms; GC §34090 Permits or Licenses: Department preference to match Police PD-018 Unsuccessful Applications 3 years 3 years Mag, Ppr permit terms; GC §34090 (massage, etc.) Yes: Police PD-019 Work Assignments (Schedules) 3 years 3 years Current Mag, Mfr, S / I Yes: After Department Preference; GC § Schedule OD, Ppr 1 year 34090 only CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record Classification OR Records Description Retention / Disposition Comments / Reference (OFR) File Number Active (in office) te siInactive f-, OD (Off-site, or Total Retention Vital? Media Options Image: 1=Import M=Mfr S=Scan Destroy Paper a after Imaged & Warnin s! 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, claims, complaints, audits, pending records re uests, and/or investigations suspend normal retention periods retention resumes after settlement . PATROL Police PD-019.3 Automated License Plate Reader 30 days 30 days Mag ALPR data that are part of a criminal investigation or that need to be kept for department purposes are subject to the retention schedule that would (ALPR) data that are not evidence of criminal activity, not apply depending on the nature of relevant to or part of a criminal the criminal investigation or the investigation, and not needed to reason the data needs to be kept. be kept for any department Data is overwritten automatically purpose after 30 days per department preference. CC �1798.90.53(b)(2)(G) Police PD-019.5 Drone (Unmanned Aerial Vehicle) Recordings that are not When No When No Maq Does not record regular and ongoing operations; GC §7920.530; Drone recordings that are part of a criminal investigation evidence of criminal activity, not or that need to be kept for department purposes are subject relevant to or part of a criminal Longer Required Longer Required investigation, and not needed to to the retention schedule that be kept for any department would apply depending on the purpose nature of the criminal investigation or the reason the recordings need to be kept. Police PD-020 Work Assignments (Schedules) 3 years 3 years Yes: Current Schedule only Mag, Mfr, OD, Ppr S / I Yes: After 1 year Department Preference; GC § 34090 Police I PD-072 I Ride-A-Lonq Waivers 1 2 Vears 2 Vears I I Maq, P r I I I GC § 34090 et seq. SUPPORT SERVICES / PERSONNEL AND TRAINING CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 2 years, or 2 years, or Completion Completion Supervisor Record / Counseling of of Drafts and notes; GC § 34090 et Police PD-021 Jacket Performance Performance Mag, Ppr Evaluation, Evaluation, seq. whichever whichever occurs first occurs first Consistent with Personnel File; Personnel Background Packets Statute of Limitations: Public - Peace Officers (includes official misconduct is discovery of Police PD-023 Polygraphs) WITHOUT Separation + Separation + Mag, Mfr, S / I Yes: After offense + 4 years; GC §§36507, 6 years 6 years OD, Ppr QC 34090; 29 CFR 1627.3(b)(i), 29 Sustained Finding of CFR 1602.14 et seq. 2 CCR Misconduct 11013(c); PC §§801.5, 803(c); 29 USC 1113 Consistent with Personnel File; Statute of Limitations: Public Personnel Background Packets official misconduct is discovery of Police or PD-024 -Selected Employees other Separation + Separation + Mag, Mfr, S / I Yes: After offense + 4 years; GC §§36507, Personnel 6 years 6 years OD, Ppr QC 34090; 29 CFR 1627.3(b)(i), 29 than Peace Officers CFR 1602.14 et seq. 2 CCR 11013(c); PC §§801.5, 803(c); 29 USC 1113 Personnel Background Packets Department Preference (only 2 Police PD-025 ' unsuccessful / not hired 6 years 6 years Mag, Mfr, S / I Yes: After years is required); 29 CFR employees or volunteers (not OD, Ppr QC 1602.14; 2 CCR 11013(c); GC hired) §§12946,12960, 34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Personnel Department Training State &Federal laws require 2 -3 F File (Includes POST Data, Files years; 29 CFR 1602.31 & Police PD-026 and Printouts for Training Separation + Separation + Mag, Mfr, S / I Yes: After 1627.3(b)(ii), 8 CCR §3204(d)(1) Courses) 4 years 4 years OD, Ppr QC et seq., GC §§12946, 12960, Does Not Include Complaints 34090 against Peace Officers Yes: Police PD-027 Work Assignments (Schedules) 3 years 3 years Current Mag, Mfr, S / I Yes: After Department Preference; GC § Schedule OD, Ppr 1 year 34090 only CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). SUPPORT SERVICES - OTHER Police PD-028 Alarm Permits 2 years 2 years Mag, Ppr GC §34090 Police PD-029 Auction Records 2 years 2 years Mag, Ppr GC §34090 Department Preference; Statewide Audio Recordings - Recordings Police PD-030 of Telephone & Radio 2 Years 2 years Mag (legally mandated for 100 days); Communications Dispatch (may be discoverable or made Recordings public in some circumstances), GC §§34090, 34090.6 Store off -site in commercial Backup Tapes - WEEKLY storage for disaster recovery; Disaster Recovery Copy - Considered a copy and can be Police PD-032 Network, All Files on Shared 14 days 14 days Yes Mag. destroyed when no longer Drives required; retention based on administrative value; recycle tapes; GC §34090 et seq. Checking Account Records: Meets auditing standards for PD-033 DARE, Property/Evidence 2 Years 3 years 5 years Yes: Until Mag, Mfr, S / I Yes: After municipal governments; StatewidePolice Account, Station Fund and Paid OD, Ppr 1 year guidelines propose audit + Police Explorer Account years -GC §34090 Police PD-034 Department Manual (Department Minimum 2 Minimum 2 Mag, Ppr Department Preference; GC § Policies and Procedures) years years 34090 et seq. CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Expiration of Expiration of Statute of Statute of See appropriate Crime Report; Evidence: Crime Scenes Limitations Limitations Mag, Mfr, Yes: After Statute of Limitations is 1 year for Police PD-035 (includes evidentiary MVS) (minimum (minimum OD, Ppr S / I 1 year property seized by officers; GC Final Final §34090 Disposition Disposition of Case) of Case False Alarms (alarm permits, Police PD-036 billing transactions, 2 years 2 years Mag, Ppr Finance invoices, when correspondence, alarm appropriate; GC § 34090 activations) Fleet Maintenance - Equipment Life of Life of Covers all statute of limitations; and Vehicle Maintenance History Equipment Equipment CHIP requires life of vehicle; OSHA Police PD-037 (includes vehicle calibration or Vehicle + or Vehicle + MagPpr , requires 1 year; 8 Ca. Code Reg. records) 4 years 4 years § )(1); CCP §337 et. Seq., §340 GC §34090 Police PD-078 Jail Video 3 years 3 years Mag Department Preference; GC §34090 et seq. Mobile Video and/or Audio Department Preference; Lexipol Police PD-022 Videos (MVS) Non -Evidentiary 2 years 2 years Mag Section 446.10.1 requires 1 year; GC §34090.6(a) Police PD-091 Mobile Video and/or Audio 100 days 100 days Mag Lexipol Section 446.3; GC Videos (MVS) Test Recordings §34090.6(a Yes: Police PD-038 Officer Daily Logs 5 years 5 years Current Mag, Ppr Department preference; GC § Schedule 34090 only Police PD-079 Property Video 3 years 3 years Mag Department Preference; GC §34090 et seq. Police PD-076 Solicitors Permits 2 years 2 years Mag, Ppr GC § 34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Active Total Media 1=Import Paper (OFR) (in office) te siInactive f-, (Off-site, Retention Vital? Options M=Mfr after a OD or S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Police PD-080 Watch Commander Video 3 years 3 years Mag Department Preference; GC §34090 et seq. Yes: Police PD-039 Work Assignments (Schedules) 3 years 3 years Current Mag, Mfr, S / I Yes: After Department Preference; GC § Schedule OD, Ppr 1 year 34090 only SUPPORT SERVICES / RECORDS Department preference; Pursuant to PC §457.1 et seq.; required to Police PD-044 Arson Registrations: Adults 10 years P P Mag, Mfr, S I Yes: After register for life; If released from OD, Ppr QC & OD CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7 Pursuant to PC §457.1 et seq.; If Arson Registrations: Juveniles Age 25 or Age 25 or Mag, Mfr, Yes: After released from CYA, records are Police PD-045 released from California Youth Sealing Date Sealing Date ODPpr , S / I QC & OD destroyed after age 25 or sealing Authority + 5 years + 5 years pursuant to W&I §781; GC §34090.7 Police PD-046 Bicycle Licenses 5 years 5 years Mag, Ppr Department Preference; GC §34090 et seq. Department preference (the Statute of Limitation for collections Police PD-047 Citations (ALL) 2 years 2 years Ppr is 5 years from the date of the last violation); CVC 40222(b); GC §34090, H&S §11361.5, PC §802 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Fully Paid, Fully Paid, Department preference (the Police / Citations - Payment Plans for Written off, Written off, Statute of Limitation for collections Records PD-092 outstanding parking citations or Forgiven or Forgiven Mag, Ppr is 5 years from the date of the last received by indigent persons + 5 years + 5 years violation); CVC 40222(b); GC §34090 Police PD-054 Crime Statistics / Uniform Crime 10 years 10 years Mag, Ppr Department preference; GC Reports - Annual Summaries §34090 Department Preference; Provided there are no outstanding warrants, Incident Reports (DR#) - ALL unrecovered weapons, criminal Indefinite - Indefinite - deaths, they are not historically Police PD-048 Except those other specifically Minimum 2 Minimum 2 Yes: Before Mag, Mfr, S / I Yes: After significant, and it is not classified mentioned in this retention Disposition OD, Ppr QC & OD under PC §800 & 290; Stat. of schedule (October 1, 1999 to years years Limit. is 2 yrs; Destroy juvenile Current) marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq., 11108.2(b) Department Preference; Police PD-055 Drug / Narcotic Registrants 5 years 5 years Mag, Ppr Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a) Police / Minimum 5 Minimum 5 Mag, Mfr, Yes: After Department Preference; Records PD-055.5 Ganq Registrations: Adults SDI Registration pursuant to PC years years OD, Ppr QC & OD M 86.30; GC §34090 Department Preference Police / PD-055.6 Gang Registrations: Juveniles Sealing Date Sealin Date Mac, Mfr, SDI Yes: After. (registration pursuant to PC + 5 years + 5 years OD, Ppr QC & OD 186.3(a)); Records are destroyed Records pursuant to W&I §781;GC 04090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import after a (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Incident Reports (DR#) Conviction Convictio]Yes: PD-050 or Arrest (if No or Arrest ( No Mag, Mfr, I Yes: After (Courts and other Agencies "Shall" H&S§ 11361.5 Police Marijuana / Cannabis less than OD, Ppr S / QC & OD destroy); et seq., Conviction) Convictio GC§34090 28.5 grams + 2 years + 2 ears Incident Reports (DR#) Homicide, Falsification of Public Department Preference; Most Records, Kidna in Unsolved pp g' have no limitations on Police PD-049 Child or Elder Abuse, Sexual P P Before Mag, Mfr, S I Yes: After commencement of action; PC §§ Assault & Neglect, Rape, Misuse Disposition OD, Ppr QC & OD 2 286, 288, 288a, 288.5, 289, of Public Funds, Train -wrecking, 289.9.5, and 799 Treason, Fatalities (Crimes Subject to Death Penalty or without statute of Limitations) Incident Reports (DR#) Misdemeanor or Infraction Marijuana / Cannabis Offender is Offender is Yes: Before Mag, Mfr, Yes: After (Courts and other Agencies "Shall" Police PD-073 §11357(d) - Juvenile on School 18 Years 18 Years]Disposition OD, Ppr S I QC & OD destroy); H&S§ 11361.5 et seq., Old Old 11357(d) Grounds during School Hours (with procedure in H&S §11361.5) Incident Reports (DR#) 2 years or Yes: Before Mag, Mfr, Yes: After Dept. Preference; Also see Crime Police PD-051 Missing Person Reports Until P P Disposition OD, Ppr S / I QC & OD Reports; GC §34090 (unsolved) Located CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Incident Reports (DR#) Date of Date of Individual petitions District Police PD-052 Arrest + 3 Arrest + 3 Mag, Mfr, Attorney; PD concurs that person Sealed Cases ("Factual OD, Ppr is factually innocent, then seals Innocence") years years record; GC §34090; PC §851.8(a) Incident Reports (DR#) Per Court Per Court Order Order Mag, Mfr, Yes: After '& CCP §§340.1, GC §34090; GC Police PD-053 Sealed Cases (Juveniles & (Sealing (Sealing OD, Ppr S / I QC OD §68152(g)(1) Adults) date + 5 Date + 5 years) years) Incident Reports (DR#) Age of Age of Mag, Mfr, Yes: After Police PD-053.1 Sealed Cases (childhood sexual Majority + 22 Majority + 22 OD, Ppr S / I QC & OD CCP §§340.1, GC §34090 assault) years years Incident Reports (DR#) Court Order Court Order Mag, Mfr, Yes: After Individual petitions Court ("Shall' Police PD-096 Vacatur Relief Granted by Court + 1 year + 1 year OD, Ppr S / I QC & OD Destroy); GC §34090; PC - Victim of Human Trafficking §§236.14(k); 236.15(k) (Nonviolent Crimes) When No When No Preliminary Drafts (entered into Police PD-056 Field Contacts Longer Longer Mag, Ppr the RMS database); GC §34090 et Required Required seq. Police PD-060 Narcotic / Firearm Destruction 10 years 10 years Mag, Ppr Department Preference; GC Lists §34090 et seq. Police PD-061 Order after Hearing (restraining While Valid While Valid Mag Court records - originals retained order) by the Court; GC §34090 et seq. Police PD-062 Photos: Mug Shots P P Mag, Mfr, S / I Yes: After Department Preference; GC OD, Ppr QC & OD §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Yes after QC'd: City City Clerk / Records Destruction Lists / Mag, Mfr, Clerk's Department Preference; GC Police PD-063 Certificates of Records 10 years P P OD, Ppr S Office is §34090 et. seq. Destruction (Working Copy) Office of Record for original Department Preference; After Indefinite, or Indefinite, or 2021, Offenders can petition Court Sex Offender Registrations: Mag, Mfr, Yes: After for removal 10 or 20 years after Police PD-064 Adults 10 years Death of Death of OD, Ppr S / I QC offense, provided there are no Registrant Registrant subsequent offenses; Pursuant to PC §290 et seq.; W&I §781; Indefinite Indefinite After 2021, Offenders can petition Sex Offender Registrations: or Sealing or Sealing Court for removal 10 or 20 years Police PD-065 Juveniles released from 10 years Date + 5 Date + 5 Mag, Mfr, S / I Yes: After after offense, provided there are California Youth Authority years (or years (or OD, Ppr QC no subsequent offenses; Court Order) Court Order) Pursuant to PC §290 et seq.; W&I §781(d) Yes: Police PD-066 Work Assignments (Schedules) 3 years 3 years Current Mag, Mfr, S / I Yes: After Department Preference; GC § Schedule OD, Ppr 1 year 34090 only TRAFFIC Human Review Board Accident History Separation Separation Department Preference (originals Resources PD-067 Forms (PD Employees / City of of lEmploymenti Mag, Ppr are in personnel file); GC § Employees) Employment 34090.7 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 39.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of Classification Records Description Retention / Disposition Comments I Reference Record OR File Number Image: Destroy Paper (OFR) Active te siInactive f-, (Off-site, Total Vital? Media 1=Import a after (in office) Retention Options M=Mfr OD or Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Yes: Police PD-068 Work Assignments (Schedules) 3 years 3 years Current Mag, Mfr, S / i Yes: After Department Preference; GC § Schedule OD, Ppr 1 year 34090 only CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-1 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ENGINEERING SERVICES Abandonments, Easements, Mfr, City Clerk PW-001 Entitlements, and Vacations Upon P P Yes: Until Mfr, S No Department Preference; GC (Recorded Documents / City Completion Completed OD, Ppr §34090.7 Property) (See CC-061 /CC-01 3) Aerial Maps (Digital Plates & Mag, Planning maintains the analog Public Works PW-002 Software to view them - See 2 years P P Yes (all) Mfr, S No aerial maps; Department Planning for the Analog Aerial OD, Preference for historical Maps) Ppr purposes; GC §34090 Mag, Some master plans do not go Public Works PW-003 Master Plans P P Yes (all) Mfr, S No to Council; Department OD, Preference for historical Ppr purposes; GC §34090 Lead Dept. (General Mag' Department preference; Services, PW-004 NPDES Monitoring Reports 5 years 5 years Mfr, S Yes: 1 Monitoring records required for Public OD, Ppr year 3 years; 40 CFR §§122.21, Works, or 122.41, 122.44 Utilities) Orange PW-005 NPDES Permit (Issued to the 5 years 5 years Yes: Until Mag' Mfr, S Yes: 1 Department preference; GC County County) Expiration OD, Ppr year §34090.7 When No When No Mag, Public Works PW-006 Preliminary Studies / Project Longer Minimum 2 0 Mfr, S Yes: After Department Preference; GC Assessments (Not Acquired) Required years Minimum 2 OD, Inactive §34090 Ppr years CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-2 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Project Files: City Infrastructure Department preference; For and Facilities Projects - disaster preparedness Administration File: Upon Yes: Until Mag, Yes: 1 purposes and to cover various Public Works PW-007 Project Administration, Project Completion P P Completed Mfr, S year statute of limitations; Statewide Permanent Schedules, Invoices, Logs, OD, Ppr guidelines propose Work Reports (Inspector f^~'^frastrueture plans; GC Reports), etc. §34090, CCP 337 et seq. Project Files: City Infrastructure Upon Completion + Mag, Yes: 1 Department preference; GC Public Works PW-031 and Facilities Projects - Completion 3 years 3 years OD, Ppr S year §34090 Certified Payrolls Project Files: City Infrastructure and Facilities Projects - Permanent File: Department preference; Retained for disaster Plans, Specifications, Materials Mag, preparedness purposes (City Public Works PW-008 Testing Reports, Project Study Upon P P Yes: Until Mfr, S Yes: 1 Clerk does not maintain Plans, Reports (PSRs), Record Completion Completed OD, Ppr year Materials Testing Reports, etc.) Statewide tate ide+f.idel Drawings ("As Builts"), Tres propose ,+ r Regulatory Agency Approvals, ems; GC §34090 Soils Reports, Structural Calculations, Surveys, etc. Recorded Maps (Final Maps, Mag, Yes: 1 Drafts should be destroyed; GC Public Works PW-011 Record of Survey, Tract Maps, P P Yes (all) Mfr, S year §34090, 34090.7 etc.) OD, Ppr Mag, Planning maintains the analog Public Works PW-033 Standard Drawings P P Yes (all) Mfr, S Yes: After aerial maps; Department OD, QC & OD Preference for historical Ppr purposes; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-3 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Sewer and Storm Drain Video Utilities or Inspection Reports / Video or Longer Longer Mag' Yes: 1 Department Preference; GC Public Works PW-012 Digital Recordings - Regular g g g ReqUiFedRequired Minimum 2 Minimum 2 I Mfr, OD, Ppr S year §34090 et seq. Inspections years years TRANSPORTATION AND DEVELOPMENT SERVICES Assessment / Maintenance Department Preference; Statute District Projects (Maps, Termination Yes: Until Mag, Yes: 1 of Limitations is 4 - 10 years Public Works PW-016 Diagrams, Spreadsheets, of District P P Completed Mfr, S year (for Errors & Omissions); CCP Improvement Plans - e.g. roads, OD, Ppr §§337. 337.1(a), 337.15, 343; sewer, etc.) GC §34090.7 Life of the Encroach - Life of the Minimum menMag, - Yes: Until Yes: 1 Statewide guidelines propose Public Works PW-018 Encroachment Permits: ALL Encroach- Expiration + 2 Minimum Minimum Revocation Mfr, S tCCP § 337 et. ment years Expiration + OD, Ppr year Seq.; GC § 34090 2 years Permits: Residential & Commercial Docks and Piers End of End of Mag, Public Works PW-034 (Residential & Commercial) Tenancy + 10 Tenancy + 1 0 Mfr, S/I No Department Preference; GC Includes Permit Drawings, years years OD, Ppr §34090 Dredging permits, Coastal Permits, etc. Public Works PW-020 Intersection File (Traffic Study, 10 years 10 years Mag, S Yes: After Department preference; GC Warranty Analysis) OD, Ppr 1 year §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-4 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department preference to cover audits from all grant funding Traffic related service requests Completion + Yes: Mag, Yes: Upon agencies; Statute of Public Works PW-021 (minor projects - reports, Completion 10 years 10 years Before Mfr, S/I Completion Limitations for Errors & ordering of signs, etc.) Completion OD, Ppr Omissions is 10 years; CCP §§337. 337.1(a), 337.15, GC §34090 Offers of Dedication (Rejected, Copies - Copies - Mag, City Manager PW-023 Unprocessed or Unaccepted -- When No When No Mfr, S Yes: After Ensure the City Manager has If accepted, City Clerk is Office Longer Longer OD, Inactive all originals; GC §34090.7 of Record) (See CW-077) Required Required Ppr When When Mag, Public Works PW-025 Traffic Signal Timing Superseded + 9 years Superseded + Mfr, S Yes: After Department Preference; GC 1 year 10 years OD, 1 year §34090 Ppr When When Mag, Department preference Public Works PW-026 Speed Surveys Superseded Superseded Mfr, S Yes: After (required every 5 years, but can (minimum 2 (minimum 2 OD, 1 year be extended to 7 or 10 years); years) ears Ppr GC §34090 Mag, Public Works PW-028 Traffic Calming - Summary 10 years 10 years Mfr, S Yes: After GC §34090 (speed humps, etc.) OD, 1 year Ppr Mag, Public Works PW-029 Traffic Counts, Summaries, Minimum 10 Minimum 10 Mfr, S Yes: After Department Preference; GC Reports years years OD, 1 year §34090 Ppr CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-5 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). PUBLIC WORKS ADMINISTRATION Chemical Applications (Contract Department Preference; Claims Public Works PW-035 Administration or in-house) Completion + Yes: Before Mag, Mfr, Yes: After can be made for 30 years for / Admin. Includes Approved Chemical Completion 30 years 30 years S/I QC & OD toxic substance exposure; 8 List, MSDS Sheets, etc. Completion OD, Ppr CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Lead Dept. / PW-036 Daily Division Work Diaries 2-years 5 years 7 years Mag Department Preference; GC Division ("Red Books") Ppr §34090 Demolition Deposit Refund Copies - Copies - Mag, Finance / PW-037 Payment Authorizations, When No When No Mfr, S/I Yes: After Finance maintains official Accounting Demolition Deposit Forfeit Longer Longer OD, QC & OD record; GC §34090.7 Memo Required Required Ppr Mag, Public Works PW-038 Department Activities Report 5 years 5 years Mfr, S/I Yes: After Department preference; GC / Admin. OD, QC & OD §34090 Ppr Public Works DL 170s / Certificate of Driving Separation + Separation + 3 Department preference; DMV / Admin. PW-039 Skill 3 years years Ppr requires Separation + 3 years; GC §34090.7 When No When No Preliminary Drafts not retained Lead Dept. / PW-040 Franchise List Longer Longer Mag' in the ordinary course; GC Division Required Required Ppr §34090 Department Preference to Public Works PW-041 Franchised Hauler Tonnage 5 years 25 years 30 years Mag cover all statute of limitations; / Admin. Reports Ppr 8 CCR §3204(d)(1) et seq., CCP §§337 et seq., GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-6 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Public Works PW-042 Green waste Reports (Contract 10 years 10 years Mag Department Preference; GC / Admin. and In-house) Ppr §34090 Consistent with statute of Public Works Hazardous Waste Hauler Mag, limitations for employee / Admin. PW-043 Manifests 2 years 28 years 30 years Ppr exposure to hazardous materials; 8 CCR 3204(d)(1)(A); 22 CCR § 66262.40 Public Works Landfill Records (City -owned - Mag' Yes: After Department Preference; GC / Admin. PW-044 Closed) 10 years P P Mfr, S/I QC & OD §34090 OD, Ppr Department Preference - Claims can be made for 29 Public Works PW-045 MSDS Master List P P Mag years for toxic substance / Admin. Ppr exposure; 8 CCR §3204(d)(1) et seq., CCP §§337 et seq., GC §34090 Public Works Transfer Station Modification Expiration + Mag, Yes: After Department Preference; GC / Admin. PW-046 permit Expiration 30 years 30 years Mfr, S/I QC & OD §34090 OD, Ppr Public Works PW-047 Underground Storage Tanks 3 years P P Yes Mag' Mfr, S/I Yes: After Department Preference; GC / Admin. OD, Ppr QC & OD §34090; H&S §25284.4(i) Public Works Work Request Database / Indefinite - Indefinite - / Admin. PW-048 Work History Minimum 5 Minimum 5 Yes Mag GC §34090 et seq. years years CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-7 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). FACILITIES & EQUIPMENT MAINTENANCE Department Preference - Public Works Auto Body Paint Shop (records Claims can be made for 29 / Facilities & PW-049 contain paint / hazardous 10 years 20 years 30 years Mag years for toxic substance Equip. Maint. materials) Ppr exposure; 8 CCR §3204(d)(1) et seq., CCP §§337 et seq., GC §34090 Public Works Life of the Life of the Mag, Department preference; GC / Facilities & PW-050 BIT Sheets Vehicle + 5 Vehicle + 5 Ppr §34090 Equip. Maint. years years Public Works CHP Daily Logs (Vehicle / Facilities & PW-051 inspections) / Pre -Trip 2 years 2 years Ppr' 13 CCR 1234(c); GC §34090 Equip. Maint. Inspections Public Works Estimates (Vehicles and Mag, / Facilities & PW-052 Purchases) 2 years 2 years Ppr GC §34090 Equip. Maint. Department Preference; Statute of Limitations for Health Public Works Fire Apparatus & Equipment Providers is 3 years; OSHA / Facilities & PW-053 Maintenance Records (excludes Surplus + 5 Surplus + 5 Mag, requires 1 year; State requires Equip. Maint. Ladder Certifications) years years Ppr 2 years; Statewide guidelines propose 2=yeas 8 CCR §3203(b)(1), CCP §340.5, GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-8 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Department Preference - Public Works Claims can be made for 29 / Facilities & PW-054 Hazardous Waste Hauler 10 years 20 years 30 years Mag years for toxic substance Equip. Maint. Manifests (Oil, etc.) Ppr exposure; 8 CCR §3204(d)(1) et seq., 22 CCR § 66262.40; CCP §§337 et seq., GC §34090 Public Works HVAC Records - Operations, Life of Life of Mag, / Facilities & PW-055 Sub equipment maintenance Equipment + Equipment + 2 Ppr GC §34090 Equip. Maint. 2 years years Department Preference; If a motor carrier, required for 18 Life of months after vehicle is sold; Public Works Maintenance History - Vehicles Vehicle or Life of Vehicle Mag, CHP requires life of vehicle; / Facilities & PW-056 & Equipment - Where City is Equipment + or Equipment Ppr OSHA requires 1 year; 8 CCR § Equip. Maint. Provider 5 years + 5 years 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090 Public Works Smog Certificates and Life of Life Vehicle Mag, / Facilities & PW-057 Inspections Vehicle + 5 + 5 years 5 Ppr GC §34090 Equip. Maint. years Public Works 22 CCR 66266.130(c)(5), H&S / Facilities & PW-058 Used Oil Disposal 3 years 3 years Ppr' §25250.18(b), 25250.19(a)(3) Equip. Maint. I et seq. CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-9 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). FIELD MAINTENANCE Public Works PW-059 Drivers Logs 2 years 2 years Mag' GC §34090 / Field Maint. Ppr Public Works PW-060 Dump Tickets / Manifests - Non- 2 years 2 years Mag' GC §34090 / Field Maint. Hazardous Waste Ppr Public Works Sidewalk Repair Database Indefinite - Indefinite - Yes: Until Mag, Data is inter -related; GC / Field Maint. PW-061 (Quest) Minimum 5 Minimum 5 Paid Ppr §34090 years ears A record of all notifications by excavators and operators to Public Works Underground Service Alerts Minimum Minimum Mag, the regional notification center / Field Maint. PW-062 (USA) / Dig Alerts: Utility Cuts, 3 years 3 years Ppr shall be maintained for a period etc. of not less than three years; GC §§4216.2(f) & 4216.3(ed), 34090 Public Works PW-063 Vehicle Inspections 2 years 2 years Mag' GC §34090 / Field Maint. Ppr PARKS & TREES Public Works / Street / PW-064 Application to Remove Trees / 2 years 2 years Mag GC §34090 Parks & Petitions Ppr Trees Public Works / Street PW-065 Demolition Permit Certification 2 years 2 years Mag GC §34090 Parks & Trees CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-10 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Public Works / Street / PW-066 Notice of Violation (Obstruction 2 years 2 years Mag GC §34090 Parks & of Right of Way, etc.) Ppr Trees Public Works Consistent with Operational / Street / PW-067 Park and Parkway Maintenance 3 years 3 years Mag Complaints and Work Orders; Parks & (reports, records, work orders) Ppr CCP §§338 et seq., 340 et Trees seq., 342, GC §34090 Department Preference for toxic Public Works substance exposure statute of / Street / Pesticide and Herbicide Permits Mag, Yes: After limitations; Agricultural Parks & PW-068 (from County) 5 years 5 years Mfr, S/I QC & OD pesticide records are required Trees OD, Ppr for 2 years; 3 CCR 6623, 8 CCR §3204(d)(1) et seq., 16 CCR 1970;GC §34090, Department Preference for toxic Public Works substance exposure statute of / Street / Pesticide and Herbicide Mag, Yes: After limitations; Agricultural Parks & PW-069 Records (in-house) 2 years 28 years 30 years Mfr, S/I QC & OD pesticide records are required Trees OD, Ppr for 2 years;-8 CCR §3204(d)(1) et seq., 16 CCR 1970; 3 CCR 6623,-GC §34090, Public Works Consistent with Operational / Street / PW-070 Tree Maintenance /Plantings 3 years 3 years Mag Complaints and Work Orders; Parks & Ppr CCP §§338 et seq., 340 et Trees I I I I seq., 342, GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-11 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Public Works Traffic Collision Notifications Exception to City-wide / Street / PW-071 (determine cost to bill 2 years 2 years Mag, retention; Retained in Parks & responsible parties) Ppr originating department for Trees auditing purposes; GC §34090 Public Works / Street / PW-072 Tree Inventory Database P P Mag Department Preference; Data is Parks & interrelated; GC §34090 et seq. Trees Public Works Department Preference; Covers / Street / Tree Removal Review / Mag various statute of limitations; Parks & PW-073 Inspection Reports 5 years 5 years Ppr CCP §§ 337 et seq.; GC §§ Trees 911.2, 34090, 34090.6; PC §832.5 REFUSE Public Works PW-074 Annual County Inspection 2 years P P Yes (all) Mag' Mfr, S/I Yes: After Department Preference; GC / Refuse Reports (Old City Landfill Sites) OD, Ppr QC & OD §34090 et. seq. Not all incidents are sent to Human Resources (only HazMat Incident Responses, Mag, workers compensation); GC Public Works PW-075 Clean-ups and Exposure 30 years 30 years Mfr, S Yes: After §34090; Consistent with statute / Refuse Records (Diesel, Oil, etc.) OD, Ppr QC & OD of limitations for employee exposure to hazardous materials; 8 CCR 3204(d)(1)(A); 22 CCR § 66262.40 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 28.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-12 Office of Classification Records Description Retention / Disposition Comments / Reference Record OR File Number Image: Destroy Active Inactive / CD Total Media 1=Import Paper (OFR) (in office) or Mfr Retention Vital? Option M=Mfr after s S=Scan Ima ed & g C'd? Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Waste Reports / CalRecycle Public Works Reports / Daily Records / Mag, Yes: After Department Preference; GC / Refuse PW-076 Weight Records / Hazardous 30 years 30 years Mfr, S/I QC & OD §34090 et. seq. Material Screening (Becomes OD, Ppr part of Waste Stream) Needle Collection / Sharps Mag, Department Preference; Sharps Public Works PW-076.1 Collection (OASIS Senior 5 years 5 years Mfr, S/I Yes: After injury logs are required for 5 / Refuse Center) OD, Ppr QC & OD years; 8 CCR 5193(h)(3); GC §34090 et. seq. Public Works PW-077 Recycling Program - Annual 1 year P P Mag' Mfr, S/I Yes: After Department Preference; GC / Refuse Report OD, Ppr QC & OD §34090 et. seq. Public Works PW-078 Refuse Receipts 3 years 3 years Mag, Department Preference; GC / Refuse Ppr §34090 et. seq. Public Works PW-079 Transfer Station Permit 30 years 30 years Mag' Mfr, S/I Yes: After Department Preference; GC / Refuse Inspection Results (monthly) OD, Ppr QC & OD §34090 et. seq. Public Works PW-080 Transfer Station Quarterly 30 years 30 years Mag' Mfr, S/I Yes: After Department Preference; GC / Refuse Tonnage Reports OD, Ppr QC & OD §34090 et. seq. CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 18.0 RECORDS RETENTION SCHEDULE: RECREATION and SENIOR SERVICES RSS-1 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy (OFR) Active te siInactive ff-, (Off-site Total Vital? Media 1=Import fter after (in office) Retention Options M=Mfr OD or S=Scan Imaged & C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). RECREATION SERVICES Recreation Yes: & Senior RS-002 Attendance Sheets 2 years 2 years During Mag, Ppr GC §34090 Services Class or Program Recreation Class and Camp Registrations Yes: & Senior RS-003 &Rosters /User Pay 2 years 2 years Before Mag, Ppr GC §34090 Services Recreation Programs Event (Recreation Waivers) - ALL Recreation Yes: & Senior RS-004 Daily Facility and Activity Logs 2 years 2 years Before Mag, Ppr GC §34090 Services Event Emergency Contact Information for Participants / Yes: Transitory record used to contact Recreation Medical Release Forms / Pre- During relatives in the event of an & Senior RS-005 school Immunization Records 2 years 2 years Class or Ppr emergency; CCP §335.1, GC Services (Given to site provider - Coach, Program §§34090, 6252(e) OASIS Transportation Program, Instructor, etc.) Facility Use Requests and Recreation Permits - Includes Certificate Yes: Until & Senior RS-006 of Insurance and Alcohol 2 years 2 years Completio Mag, Ppr GC §34090 Services Permits (Room Reservations, n Parks, Moonbounces, etc.) Recreation Fundraising Files Yes: & Senior RS-021 (Correspondence, Copies of 2 years 2 years During Mag, Ppr GC §34090 Services Checks, etc.) Class or Program CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 18.0 RECORDS RETENTION SCHEDULE: RECREATION and SENIOR SERVICES RSS-2 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy (OFR) Active te siInactive ff-, (Off-site Total Vital? Media 1=Import fter after (in office) Retention Options M=Mfr OD or S=Scan Imaged & C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Recreation MagMfr , , Yes: After & Senior RS-023 Incident Reports 2 years 2 years OD, Ppr S/I QC & OD GC §34090 Services Recreation Playground Equipment Yes: Before Mag, Mfr, Yes: Upon Department Preference; CCP & Senior RS-007 Inspections 10 years 10 years Completio OD, Ppr S/I Completio §§336(a), 337 et. seq., GC Services n §34090 Recreation Department Preference; GC & Senior RS-008 Program Evaluations 4 years 4 years Mag, Ppr §34090 Services Recreation Indefinite - Indefinite - Data is interrelated; GC §34090 & Senior RS-009 Recreation Database Minimum 2 Minimum 2 Mag Services et seq. years ears Recreation Yes: & Senior RS-012 Special Event Permits 2 years 2 years Before Mag, Ppr GC §34090 Services Event Recreation Volunteer Sign -ins / Summary & Senior RS-013 of Hours 2 years 2 years Mag, Ppr GC §34090 Services SENIOR SERVICES Recreation Program Files (e.g. OASIS, & Senior RS-018 Intergenerational, Events held) 2 years 2 years Mag, Ppr GC §34090 Services Statute of Limitations any Recreation "...liability founded upon an & Senior RS-019 Sign -In Sheets for Classes 4 years 4 years Mag, Ppr instrument in writing" or not Services specifically provided for is 4 years; GC §34090, CCP §§337, 343 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 18.0 RECORDS RETENTION SCHEDULE: RECREATION and SENIOR SERVICES RSS-3 Office of Classification Record OR Records Description Retention / Disposition Comments / Reference File Number Image: Destroy (OFR) Active te siInactive ff-, (Off-site Total Vital? Media 1=Import fter after (in office) Retention Options M=Mfr OD or S=Scan Imaged & C'd? Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). Recreation Volunteer Sign -ins / Summary Department Preference to match & Senior RS-020 of Hours 3 years s E Mag, Ppr retention periods for other Services volunteer records; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/11 /2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-1 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Mfr) Imaged & S=Scan Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ADMINISTRATION Utilities / Department of Transportation Expiration of Expiration of Admin. UT-001 (Highway Permits) - Cal Trans Permit + 2 Permit + 2 Mag, Ppr GC § 34090 years ears Disposal Receipts / Manifests - Consistent with statute of Utilities / UT-112 HAZARDOUS WASTE (e.g., 30 years 30 years Mag, Ppr limitations for employee exposure Admin. storm drain, hazardous material to hazardous materials; 8 Cal. from street sweeping, clean ups) Code Reg. 3204(d)(1)(A) PUC - Public Utilities Commission Utilities / UT-003 (Correspondence, Rate Changes, 2 years 2 years Mag, Ppr GC § 34090 Admin. Applications, Gas, Electricity, Water, etc.) Subjects / Resource / Whem Ne When N Utilities / Miscellaneous Files / Files Not Longer Admin. UT-004 Covered Under Other Utilities Required Required Mag, Ppr GC §34090 Retention Codes (subjects and Minimum 2 Minimum 2 resources will vary over time) years I years CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-2 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). ELECTRICAL Utilities / UT-078 AQMD Permits & Reports 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Electrical (Electrical) Lead Dept. UT-100 Confined Space Entries 2 years 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Generator Operation Logs & Department preference; AQMD Lead Dept. UT-101 Inspections - Fixed / Stationary 5 years 5 years Mag, Ppr Rule 1470; GC §34090 Generators Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. UT-102 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions, GC Emergency Generators) §34090 Utilities / Manuals - Operation and Life of Life of Mag, Mfr, Electrical UT-006 Maintenance for various Equipment Equipment OD, Ppr S No Administrative value; GC §34090 equipment Some grant funding agencies require audits; Statute of 10 years or Completion + Limitations for Errors & After 10 years or Omissions is 10 years; Published Project Files: Administration Funding After Funding Audit Standards=4-7 years; Public Works Files (CIP and Maintenance Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts Wrongful or Utilities / UT-008 projects): Project Administration, Completion Audit, Audit, if Completed OD, Ppr S QC & Spec's=4 years, Electrical Certified Payrolls, Invoices, required, required, Death=comp. + 5 years, Relocation Assistance, etc. is whichever iStatewide,. Developers=comp. + 10 years; ,;,+„l;..,,s ., c^ longer longer teFFnlonger ; CCP §§336(a), 337 et. seq., GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-3 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Project Files: CIP Projects - Permanent File: Plans, Specifications, Materials Testing Department Preference; Reports, Notice of Completion, Upon Yes: Until Mag, Mfr, Yes: After Retained for disaster Public Works UT-007 Project Study Reports, Record Completion P P Completed OD, Ppr S QC preparedness purposes; GC Drawings ("As Builts"), Regulatory §34090.7 Agency Approvals, Soils Reports, Structural Calculations, Surveys, etc. Some grant funding agencies 1 require audits; Statute of 10 years or Completion + Limitations for Errors & After 10 years or Omissions is 10 years; Published Funding After Funding Audit Standards=4-7 years; Utilities / Project Files: Utilities Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts Electrical UT-009 Maintenance Projects Completion Audit, if Audit, if Completed OD, Ppr S QC & Spec's=4 years, Wrongful required, required, Death=comp. + 5 years, whichever is whichever is Developers=comp. + 10 years; longer longer termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Utilities / Indefinite - Indefinite - Records are interrelated; GC Electrical UT-010 Work Request Database (Quest) Minimum 5 Minimum 5 1 Yes Mag §34090 years years CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-4 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). A record of all notifications by excavators and operators to Utilities / UT-012 Underground Service Alerts (USA) 3 years 3 years Mag, Ppr the regional notification center Electrical I Dig Alerts: Utility Cuts, etc. - All shall be maintained for a period of not less than three years; GC §§4216.2(f) & 4216.3(ed), 34090 LANDFILL Utilities / Expiration of Expiration of Landfill UT-079 AQMD Permits & Reports (Landfill) Permit + 2 Permit + 2 Mag, Ppr GC § 34090 years years Utilities / UT-080 Benchmark Reports . Budget 2 years 2 years Mag, Ppr GC § 34090 Landfill Reports to CNG Utilities / UT-081 Emergency Preparedness / Superseded Superseded MagPpr ' p Department Preference; GC Landfill Hazardous Materials + 2 years + 2 ears §34090 Utilities / UT-082 Hazardous Materials Permits 10 years P P Mag, Mfr, S Yes: After Department Preference; GC Landfill OD, Ppr QC §34090 Utilities / Landfill Operation Permits & Expiration of Expiration of Mag, Mfr, Landfill UT-083 Reports Permit + 2 Permit + 2 OD, Ppr GC § 34090 years years Utilities / UT-084 Spill Prevention Control and 5 years 5 years Yes Mag, Ppr Department Preference; GC Landfill Countermeasure Plan (SPCC) §34090 Tonnage Reports / AB 939 / SB Department preference; SB 1383 Utilities / UT-116 1383 Compliance (Organic Waste 10 years 10 years Mag, Ppr compliance is required for 5 Landfill Collection and Recycling) years; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-5 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). OIL AND GAS Utilities / UT-015 Abandonments - Oil Wells Upon P P Yes Mag, Mfr, S Yes: After Department Preference; GC Oil & Gas Completion OD, Ppr QC §34090 Utilities / Oil UT-085 AQMD Permits & Reports (Oil & 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 & Gas Gas) Utilities / Oil UT-086 Emergency Preparedness / Superseded Mag, Ppr GC § 34090 & Gas Hazardous Materials + 2 ears Lead Dept. UT-103 Confined Space Entries 2 years 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Generator Operation Logs & Department preference; AQMD Lead Dept. UT-104 Inspections - Fixed / Stationary 5 years 5 years Mag, Ppr Rule 1470; GC §34090 Generators Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. UT-105 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions, GC Emergency Generators §34090 Utilities / Manuals - Operation and Life of Life of Mag, Mfr, Oil &Gas UT-017 Maintenance for various Equipment Equipment OD, Ppr S No Administrative value; GC §34090 equipment Utilities / UT-018 Oil and Gas Production: Wells, 2 years P P Mag, Mfr, S Yes: After Department Preference; GC Oil & Gas Pumps, Condemnations OD, Ppr QC §34090 Department Preference; Claims Utilities / UT-019 Oil and Gas Remediation 2 years P P Mag, Mfr, S Yes: After can be made for 30 years for Oil & Gas OD, Ppr QC toxic substance exposure; 8 CCR §3204(d)(1) et seq., GC §34090 Utilities / UT-020 Oil and Mineral Rights P P Yes Mag, Mfr, S No Department Preference; GC Oil & Gas OD, Ppr §34090 Utilities / UT-021 Oil Production Report Tickets / 2 years 2 years Mag, Ppr GC §34090 Oil & Gas Run Tickets CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-6 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Oil Well Information (Fire Life of the Life of the Department Preference; Utilities / UT-022 Protection System Plans, Well + 10 Well + 10 Yes (all) Mag, Mfr, S/I Yes: After Inspections required for 3 years; Oil &Gas Inspections, Sprinklers, years years OD, Ppr QC UFC §103.3.4 Evacuation Plans, etc.) Oil Well Information and Life of the Life of the Department Preference; Utilities / UT-023 Inspections - All : (Fire Protection Well + 10 Well + 10 Yes (all) Mag, Mfr, S/I Yes: After Inspections required for 3 years; Oil &Gas System Plans, Inspections, Years years OD, Ppr QC UFC §103.3.4 Sprinklers, Evacuation Plans, etc.) Utilities / Oil Well Inspections (Division of Mag, Mfr, Yes: After Department Preference; Oil & Gas UT-024 Gas, Fire, Fish & Game, etc.) 10 years 10 years Yes (all) OD, Ppr S/I QC Inspections required for 3 years; UFC §103.3.4 Utilities / Permits (Coastal Permits, AQMD, Expiration of Expiration of Mag, Mfr, Yes: After Department Preference; GC Oil & Gas UT-025 etc.) Permit + 2 Permit + 2 OD, Ppr S QC §34090 years years Some grant funding agencies require audits; Statute of 10 years or Completion + Limitations for Errors & Project Files: Administration After 10 years or Omissions is 10 years; Published Files (CIP and Maintenance Funding After Funding Audit Standards=4-7 years; Public Works projects): Project Administration, Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts or Utilities / UT-027 Project Schedules, Meeting Completion Audit, Audit, if Completed OD, Ppr S QC & Spec's=4 years, Wrongful Oil & Gas Minutes, Certified Payrolls, required, required, Death=comp. + 5 years, Invoices, Relocation Assistance, whichever is whichever is Developers=comp. + 10 years; etc. longer longer c+ Statewideguidelinesguidelines.,.-,,.,,,s„ termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-7 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Project Files: CIP Projects - Permanent File: Plans, Specifications, Materials Testing Department Preference; Reports, Notice of Completion, Upon Yes: Until Mag, Mfr, Yes: After Retained for disaster Public Works UT-026 Project Study Reports, Record Completion P P Completed OD, Ppr S QC preparedness purposes; GC Drawings ("As Builts"), Regulatory §34090.7 Agency Approvals, Soils Reports, Structural Calculations, Surveys, etc. Some grant funding agencies 1 require audits; Statute of 10 years or Completion + Limitations for Errors & After 10 years or Omissions is 10 years; Published Funding After Funding Audit Standards=4-7 years; Utilities / Project Files: Utilities Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts Oil & Gas UT-028 Maintenance Projects Completion Audit, if Audit, if Completed OD, Ppr S QC & Spec's=4 years, Wrongful required, required, Death=comp. + 5 years, whichever is whichever is Developers=comp. + 10 years; longer longer termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Reports to Regulatory Agencies - Utilities / UT-087 Oil & Gas: Reports relating to 10 years P P Mag, Mfr, S Yes: After Department preference; GC Oil & Gas Environmental (Pollution Control), OD, Ppr QC §34090 Oil Operations, Royalties, etc. Utilities / UT-088 Reports to SCAQMD (operation of 5 years 5 years Mag, Ppr Department preference; GC Oil & Gas fixed generators, etc.) §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-8 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods retention resumes after settlement). STORM DRAINS Storm Drain Video Inspection When When Utilities UT-114 Reports / Video or Digital Superseded Superseded Mag Ppr Department Preference; GC / Storm Drain Recordings - Regular (minimum 1 (minimum 1 §34090 et seq. Inspections year) ear Storm Drain Video Inspection When When Transitory record; not part of Utilities UT-115 Reports / Video Tapes or Digital Superseded Superseded Mag overall program administered by / Storm Drain Recordings - Spot Checks / (minimum 1 (minimum 1 PW Administration; GC §34090 Inspections ear I I vead I I I I I et seq. WASTEWATER Utilities / UT-089 AQMD Permits & Reports 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Wastewater (Wastewater) Utilities / Mag, Mfr, Yes: After A Code of Federal Regulations Wastewater UT-029 Chemical Usage 3 years 3 years OD, Ppr S / I ( requires 3 years; 40 CFR 122.410)(2) Utilities / UT-031 Daily Division Work Diaries ("Red 3 years 3 years Mag, Mfr, S / I Yes: After Consistent with work orders; GC Wastewater Books") (Operator's daily logs) OD, Ppr QC §34090 Lead Dept. UT-106 Confined Space Entries 2 years 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Generator Operation Logs & Department preference; AQMD Lead Dept. UT-107 Inspections - Fixed / Stationary 5 years 5 years Mag, Ppr Rule 1470; GC §34090 Generators Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. UT-108 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions, GC Emergency Generators §34090 Utilities / Manuals - Operation and Life of Life of Mag, Mfr, Wastewater UT-032 Maintenance for various Equipment Equipment OD, Ppr S No Administrative value; GC §34090 equipment CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-9 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Lead Dept. (General Monitoring records required for 3 Services, UT-033 NPDES Monitoring Reports 3 years 3 years Mag, Ppr years; 40 CFR §§122.21, 122.41, Public 122.44 Works, or Utilities) Orange NPDPermit (Issued to the When No When NoES Yes: Until County UT-034 County) Longer Longer Expiration Mag, Ppr GC §34090.7 Required Required Some grant funding agencies require audits; Statute of 10 years or Completion + Limitations for Errors & After 10 years or Omissions is 10 years; Published Project Files: Administration Funding After Funding Audit Standards=4-7 years; Public Works Files (CIP and Maintenance Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts or Utilities / UT-036 projects): Project Administration, Completion Audit, Audit, if Completed OD, Ppr S QC & Spec's=4 years, Wrongful Wastewater C69Certified Payrolls, Invoices, required, required, Death=comp. + 5 years, Relocation Assistance, etc. whichever is whichever is Developers=comp. + 10 years; longer longer termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-10 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Project Files: CIP Projects - Permanent File: Plans, Specifications, Materials Testing Department Preference; Reports, Notice of Completion, Upon Yes: Until Mag, Mfr, Yes: After Retained for disaster Public Works UT-035 Project Study Reports, Record Completion P P Completed OD, Ppr S QC preparedness purposes; GC Drawings ("As Builts"), Regulatory §34090.7 Agency Approvals, Soils Reports, Structural Calculations, Surveys, etc. Some grant funding agencies 1 require audits; Statute of 10 years or Completion + Limitations for Errors & After 10 years or Omissions is 10 years; Published Funding After Funding Audit Standards=4-7 years; Utilities / Project Files: Utilities Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts Wastewater UT-037 Maintenance Projects Completion Audit, if Audit, if Completed OD, Ppr S QC & Spec's=4 years, Wrongful required, required, Death=comp. + 5 years, whichever is whichever is Developers=comp. + 10 years; longer longer termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Reports to Regulatory Agencies - Utilities / Wastewater: Monthly and Mag, Mfr, Yes: After Hazmat discharge records are Wastewater UT-038 Quarterly Reports, including 5 years 5 years OD, Ppr S / I QC required for 3-5 years; 40 CFR 122.410)(2) backup data Utilities / UT-090 Reports to SCAQMD (operation of 5 years 5 years Mag, Ppr Department preference; GC Wastewater fixed generators, etc.) §34090 Utilities / UT-039 Sanitary Spills and Overflows 5 years 5 years 5 years Mag, Mfr, S / I Yes: After If treating water, required for 5 Wastewater (SSOs) OD, Ppr QC years; 40 CFR 122.410)(2) CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-11 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Utilities / UT-040 Sanitary Surveys of Drinking 2 years 8 years 10 years Mag, Mfr, S / I Yes: After 22 CCR §64470 Wastewater Water Systems OD, Ppr QC Utilities / UT-042 Sewer Line Maintenance (reports, 10 years Life of the Life of the Mag, Mfr, S / I Yes: After Department Preference; GC Wastewater records, work orders) Sewer Sewer OD, Ppr QC §34090 Department preference; SSMPs Sewer System Management Plan are required to be updated every 6 years; SSOs are required for a Utilities / (SSMP) and Audits / Sanitary Superseded Superseded Wastewater UT-098 Spills Overflow Prevention Plan Mag, Ppr minimum of 5 years; 40 CFR + 6 5 years + 6 years (SSOPP) and Sanitary Sewer 122.410)(2); SWRCB General Overflow Response Plan Order 2006-03; & 2022-0103- DWQ; GC §34090 Department preference; POTW Utilities / UT-113 Source Control / Grease Disposal Expiration + Expiration + Mag, Ppr reports are required for 3 years; Wastewater Permits 3 years 3 years 40 CFR §§122.21, 122.41; 40 CFR 403.12; GC §34090 Source Control / Pretreatment Department preference; POTW Utilities / UT-099 Annual / Semi -Annual Reports / 3 years 3 years Mag, Ppr reports are required for 3 years; Wastewater FOG (Fats, Oil & Grease) 40 CFR §§122.21, 122.41; 40 CFR 403.12; GC §34090 Utilities / UT-043 Station Maintenance Logs / Job Life of Life of Mag, Ppr Department Preference; GC Wastewater Logs (Pumps, Well Logs, etc.) Station Station §34090 Utilities / Video Inspection Reports / Video Wastewater UT-044 or Digital Recordings - Regular When When Mag Ppr Department Preference; GC or Public Inspections Superseded Superseded §34090 et seq. Works Utilities / Video Inspection Reports /Video When No When No Transitory record; not part of Wastewater UT-045 Tapes or Digital Recordings -Spot Longer Longer Mag overall program administered by or Public Checks / Inspections Required Required PW Administration; GC §34090 Works et se q• CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-12 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Liti ation, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Utilities / Waste Discharge Requirements Monitoring records required for 3 Wastewater UT-091 Permit Fee 3 years 3 years Mag, Ppr years; 40 CFR §§122.21, 122.41, 122.44 Wastewater Lateral Dig Out Department Preference to cover Utilities / UT-046 Agreements (private digging - we 7 years 7 years Mag, Mfr, S / I Yes: After the period of time negative Wastewater have billing records) OD, Ppr QC information remains on consumer credit ratings; GC §34090 WATER Department preference; Required Utilities / Annual Water Quality Report Mag, Mfr, Yes: After for 12 years or 2 compliance Water UT-047 (Consumer Confidence Report) / 10 years P P OD, Ppr S / I QC cycles; 22 CCR §§ 64400.25; Public Water System Statistics 64470, 64483 , 40 CFR 141.33(a); 40 CFR 141.91 Utilities / UT-048 AQMD Permits 5 years 5 years Yes: Until Mag, Mfr, S / I Yes: After 40 CFR 70.6; GC §34090 Water Completion OD, Ppr Expiration Department Preference; Meets Utilities / UT-049 Backflow Inspections/Approvals 5 years 5 years Ppr California Department of Health Water requirements (3 years); GC §34090; 17 CCR 7605 Utilities / UT-050 Calibration Records (Lab 2 years 10 years 12 years Mag, Mfr, S / I Yes: After Consistent with Chemical Water Equipment) OD, Ppr QC Reports; 40 CFR 141.33(a) Utilities / UT-075 Chains of Custody / Water 2 years 8 years 10 years Mag, Mfr, S / I Yes: After 40 CFR 141.33(a); 22 CCR Water Analysis & Sampling: Chemical OD, Ppr QC §64470 Lead and Copper are required for Chains of Custody / Water 12 years or 2 compliance cycles Utilities / UT-076 Analysis &Sampling: Lead & 2 years 10 years 12 years Mag, Mfr, S / I Yes: After (some compliance cycles are Water Copper OD, Ppr QC nine years); 22 CCR 64400.25; 22 CCR §64470, 40 CFR 141.33(a); 40 CFR 141.91 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-13 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). 30 years if employer qualifies as Utilities / Chemical Use Report Form / Mag, Mfr, Yes: After hazardous material exposure & Water UT-051 Material Safety Data Sheet 2 years 28 years 30 years OD, Ppr S QC required to file MSDS; reports are (MSDS) / Safety Data Sheet (SDS) mailed to the County; 8 Cal. Code Reg. 3204(d)(1)(A) Lead Dept. UT-109 Confined Space Entries 2 years 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090 Public Works UT-053 Construction Meters / Logs Expiration + Expiration + Mag, Ppr GC §34090 (temporary) 2 years 2 ears Department Preference; Records of actions taken to correct Utilities / UT-054 Correspondence with Regulatory 25 years P P Mag, Ppr violations are required for 3 Water Agencies years; Reports are required for 10 years GC §34090 40 CFR 141.33(b, c) Utilities / Mag, Mfr, Yes: After Department Preference to cover Water UT-055 Cross -Connection Samples 12 years 12 years OD, Ppr S / I QC Lead and Copper retention requirements; 40 CFR 122.91 Customer Concerns / Customer 5 years is required in State and Utilities / UT-092 Complaints / Reports: Odor / Taste 5 years 5 years Mag, Ppr Federal law for any complaints; Water / Visual Complaints - Drinking 40 CFR 122.410)(2) & 40 CFR Water 141.33(b); 22 CCR 64470 Utilities / UT-056 Equipment Binders Life of Life of Mag, Mfr, S No Administrative value; GC §34090 Water Equipment Ea ui ment OD, Ppr Utilities / UT-057 Equipment Repair Orders P P Mag, Mfr, S / I Yes: After Administrative Value; GC §34090 Water (includes pumps, etc.) OD, Ppr QC Generator Operation Logs & Lead Dept. UT-110 Inspections - Fixed / Stationary 3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Generators CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-14 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Inactive Paper (OFR) Active (Off -site, -Mfr) Total Vital? Media 1=Import after (in office) Retention Options M=Mfr OD Imaged & S=Scan Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Generator Operation Logs & AQMD Rule 1470; Form Lead Dept. UT-111 Inspections - Portable / 5 years 5 years Mag, Ppr 400—E-13a instructions, GC Emergency Generators §34090 Utilities / Hydrant and Valve Maintenance, Transitory records (source Water UT-058 Hydrant Flush (Route Forms) 1 year 1 year Mag, Ppr records entered into the database); GC §34090 Utilities / UT-059 Job Log Books (Operator's daily 3 years 3 years Mag, Mfr, S / I Yes: After Consistent with work orders; GC Water logs) OD, Ppr QC §34090 Utilities / Manuals - Operation and Life of Life of Mag, Mfr, Water UT-060 Maintenance for various Equipment Equipment OD, Ppr S No Administrative value; GC §34090 equipment Utilities / UT-061 Meter History (Meter Service Life of the Life of the Mag, OD, S / I Yes: After Department Preference; GC Water Cards) Meter Meter Mfr, Ppr QC §34090 Utilities / UT-062 Meter Sets &Installs P P Mag, OD, S / I Yes: After Department Preference; GC Water Mfr, Ppr QC §34090 Utilities / UT-063 Monthly Water Production Reports 2 years 3 years 5 years Mag, Ppr Consistent with other auditing Water standards; GC §34090 Covers statute of limitations for Utilities / UT-064 Permits: Natural Gas, Propane, Expiration + Expiration + Yes: Until Mag, Ppr contracts (4 years); Statewide Water etc. 4 years 4 years Completion , CCP § 337 et. Seq.; GC § 34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-15 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Some grant funding agencies require audits; Statute of 10 years or Completion + Completion Limitations for Errors & Project Files: Administration After 10 years or Omissions is 10 years; Published Files (CIP and Maintenance Funding Funding Audit Standards=4-7 years; Public Works projects): Project Administration, Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts Wrongful or Utilities / UT-066 Project Schedules, Meeting Completion Audit, Audit, if Completed OD, Ppr S QC & Spec's=4 years, Water Minutes, Certified Payrolls, required, required, Death=comp. + 5 years, Invoices, Relocation Assistance, whichever is whichever is Developers=comp. + 10 years; etc. longer longer Statewide guidelines propose t r..,ORatiOR + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Project Files: CIP Projects - Permanent File: Plans, Specifications, Materials Testing Department Preference; Reports, Notice of Completion, Upon Yes: Until Mag, Mfr, Yes: After Retained for disaster Public Works UT-065 Project Study Reports, Record Completion P P Completed OD, Ppr S QC preparedness purposes; GC Drawings ("As Builts"), Regulatory §34090.7 Agency Approvals, Soils Reports, Structural Calculations, Surveys, etc. CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-16 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, -Mfr) Retention Vital? Options M=Mfr after OD S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Some grant funding agencies require audits; Statute of 10 years or Completion + Limitations for Errors & After 10 years or Omissions is 10 years; Published Funding After Funding Audit Standards=4-7 years; Utilities / Project Files: Utilities Upon Agency Agency Yes: Until Mag, Mfr, Yes: After Statute of Limitations: Contracts Wrongful Water UT-067 Maintenance Projects Completion Audit, if Audit, if Completed OD, Ppr S QC & Spec's=4 years, required, required, Death=comp. + 5 years, whichever is whichever is Developers=comp. + 10 years; longer longer Statewide guidelines propose t r..,iRat,,.., + 5 years; CCP §§336(a), 337 et. seq., GC §34090 Utilities / UT-093 Report: MWDOC 5 Year 5 years 5 years Mag, Ppr Department preference; GC Water Projection §34090 Utilities / Reports to Orange County Water Department preference; GC Water UT-094 District: Groundwater Pumping & 5 years 5 years Mag, Ppr §34090 Billing, Annexation C95ee, etc. Utilities / UT-095 Reports to SCAQMD (operation of 5 years 5 years Mag, Ppr Department preference; GC Water fixed generators, etc.) §34090 Utilities / UT-097 Reservoirs: Reports, Inspections, 10 years P P Mag, Mfr, S / I Yes: After Department preference; GC Water etc. OD, Ppr QC §34090 Utilities / UT-068 Routes (Reading, etc.) When When Mag, Ppr Transitory Records; GC§34090 Water Superseded Su erseded et seq. Utilities / Indefinite - Indefinite - Records are interrelated; GC Water UT-069 Service Request Database Minimum 5 Minimum 5 Yes Mag §34090 years years Utilities / UT-070 Station Maintenance Logs / Job Life of Life of Mag,P r p Department Preference; GC Water Logs (Pumps, Well Logs, etc.) Station Station §34090 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023 Ver. 27.0 RECORDS RETENTION SCHEDULE - UTILITIES Page U-17 Office of Classificatio Records Description Retention / Disposition Comments I Reference Record n OR File Number Image: Destroy Active Inactive Total Media 1=Import Paper (OFR) (in office) (Off -site, Retention Vital? Options M=Mfr after OD Mfr) S=Scan Imaged & Warnings! 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, claims, com taints, audits, pending records requests, and/or investi ations suspend normal retention periods retention resumes after settlement). Utilities / Mag, Mfr, Yes: After State law requires 12 years, Water UT-071 System Chlorination & Fluoridation 2 years 10 years 12 years OD, Ppr S / I QC Federal 10 years; 40 CFR 141.33(a) Utilities / Indefinite - Indefinite - Records are interrelated; GC Water UT-072 Valve Turning Data Minimum 5 Minimum 5 Mag §34090 years years Vulnerability Assessment / Utilities / UT-077 Emergency Response Plan / Risk Superseded Superseded MagPpr ' p Highly Confidential; 42 USC 300i- Water & Resiliency Assessment / Hazard + 5 years + 5 years 2(de), GC §34090 Mitigation Plan Utilities / Water Districts (outside agencies) When No When No Non -Records used for Water UT-073 I Projects outside City Boundaries Longer Longer Mag, Ppr administrative purposes; GC Required Required §34090 Department Preference; Actual laboratory reports may be kept, Utilities / Water Reports, Sampling & Mag, Mfr, , Yes: After or data may be transferred to Water UT-074 Testing: Bacteriological & 2 years 3 years 5 years ODPpr , S / I QC tabular summaries; State law Organics requires 5 years; 40 CFR 141.33(a) and (b)(1); 22 CCR §64470 CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 4/11/2023