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Resolution 2021-179 N.C.S. 11/01/2021 (UPDATED 01/03/2024)
DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Resolution No. 2021-179 N.C.S. of the City of Petaluma, California RESOLUTION ADOPTING A RECORDS RETENTION SCHEDULE,AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS,AND RESCINDING RESOLUTION NOS. 2004-208 N.C.S.AND 2009-030 N.C.S. 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 Petaluma; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the City Council of the City of Petaluma previously adopted Resolution No. 2004-208 N.C.S. adopting a records retention schedule and Resolution No. 2009-030 N.C.S. amending said schedule, which are in needs of updates to comply with existing state and federal law and for more efficient use of City resources; and WHEREAS, the proposed action is exempt from the requirements of the California Environmental Quality Act(CEQA)in accordance with CEQA Guidelines Section 15378,in that adopting a Records Retention Schedule does not meet CEQA's definition of a"project,"because the action does not have the potential for resulting either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, and because this action that constitutes organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Petaluma as follows: 1. Declares the above recitals to be true and correct and are incorporated into this resolution as findings of the City Council 2. Finds that the proposed action is exempt from the requirements of the California Environmental Quality Act (CEQA)in accordance with CEQA Guidelines Section 15378, in that adopting a Records Retention Schedule does not meet CEQA's definition of a "project," because the action does not have the potential for resulting either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, and because this action that constitutes organizational or administrative activities of governments that will not result in direct or indirect physical changes in the environment. 3. Resolution Nos. 2004-208 N.C.S. and 2009-030 N.C.S. are hereby rescinded. 4. The Records Retention Schedule attached hereto as Exhibit A is hereby adopted. 5. The records of the City of Petaluma, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq.of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the City Clerk and City Attorney, without further action by the City Council of the City of Petaluma. 6. With the consent of the City Clerk, City Manager, and City Attorney, updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Resolution No. 2021-179 N.C.S. Page 1 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 7. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act. 8. This resolution shall become effective immediately upon its passage and adoption. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a Regular meeting on the 1st day of November Doc edii�: 2021,by the following vote: iii�lwww... *T1iVXff6fney AYES: Mayor Barrett;Vice Mayor Barnacle;Fischer;Healy;King;McDonnell;Pocekay NOES: None ABSENT: None ABSTAIN: None DocuSigned by: DocuSigned by:,�,,�ll ATTEST: Flmsa, btu yd 1 yiV4g8V42sE44s2... ayor Resolution No. 2021-179 N.C.S. Page 2 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Attachment 2 L01 �' 85 $ CITY OF P MA RECORDS RET ION SCHEDULE Adopted: November 1, 2021 Resolution 2021-XXX N.C.S. 5 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 HOW TO USE RETENTION SCHEDULES ©1995-2021 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission The specified retention period applies regardless of the media of the record. After authorization, the paper record and all electronic documents or records must be destroyed. Copies or duplicates of records may not be retained longer than the prescribed period for the original record. STRUCTURE: CITYWIDE. DEPARTMENTS & DIVISIONS The City-wide retention schedule includes those records all departments have i co on (le rs, memorandums, purchase orders, etc.). These records are NOT repeated in the De tion schedule, unless that department is the Office of Record, and therefore respon ' for ntalning the original record for the prescribed length of time. Each department has a separate retention schedule that describes the s th t a nique to their department, or for which they are the Office of Record. Where app riat the rtment retention schedules are organized by Division within that Department. If a reco s in your department retention schedule, refer to the City-wide retention schedule. MEDIA FORMATS AND EMAILS The media format (email, fax, handwritten note, pape , c espondence, photograph, etc.) does not define the record, it is the content that determines the recor ion. Emails are not a type of record (Record Serie . The tention period for an email depends on the content of the email (just like paper records), and sho ed in compliance with this schedule (e.g., claims, copies, correspondence, preliminary draf alning co e records, etc.). AUTHORIZATION TO DESTROY Destruction of an original cord th has exceeded its retention period must be authorized by the Department Head, City for s Offi , and City Clerk's Office prior to destruction in compliance with the City's Records Mana rocedures. • If there is a imu etention ("Minimum 2 years"), destruction of the document must be autho ' fo it is destro ed, as it is an original record. Copies, ts, :7d non-records do NOT require authorization,and can be destroyed"When No Longer Require . • ther NOT a minimum retention ("When No Longer Required"), it does NOT need to be ed prior to destruction, as it is a preliminary draft/transitory record or a copy. 1qOLDS etention of records related to litigation, complaints, claims, public records act requests, audits and/or investigations will suspend until after settlement or completion as approved by City Attorney's Office. Retention resumes (goes back to the original retention period) after settlement or completion as approved by City Attorney's office. For questions, please contact the City Clerk. 6 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 RECORDS RETENTION SCHEDULE LEGEND ©1995—2021 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the original or"record copy." Usually it is the department that or' s record, unless another department is responsible for retaining the City's Official record. Records Description: The record series (a group of like records). Transitory Records not retained in the ordinary course of business, that do NOT have substantive con reli ry drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, mee g r s ation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc. Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preli ' ry fts no etained in the ordinary course of business. Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use th ocu nt the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for database ec a data fields are interrelated. Retention Period Commences: When the retention period begins. Retention I ly a full file folder, since destruction is normally performed by file folder. Media of Official (Final) Record—What media the Official (Final, orFigin1cord is stored on. California law provides for: • Paper(handwriting, typewriting, printing, photostating, ph ogtocopying, photostatic copy; aka hardcopies) • Electronic/ Magnetic Surfaces (transmitting by electronic ; aka computers, network drives, Cloud, USBs, etc.) • Optical Disk(Unalterable media, nonerasable optica 'mage, media that does not permit additions, deletions, or changes, e.g., WORM, immutable media, DVD-r, CD-R, Blue-Ray-R, etc.) • Microfilm, Microcard (e.g., microfiche, aperture e Destroy Paper after Imaged &QC'd /Trustworthy lectroni Record (typically stored in Laserfiche): "Yes" indicates the electronic record may serve as the OFFICIAL record (and the paper version ma e troye r the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically ge ra s or imported and placed on Unalterable Media— DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Che dNurses, d"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original doc nt fo II and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations(§: Sec' P: Business&Professions Code (CA) CBC: California Building Code CC: Civil Code(CA) CC P ode of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code(C C . Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code A) : Food &Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board ) GC: Government Code (CA) H&S: Health &Safety Code (CA) HUD: Housing & Urba e US) LC: Labor Code (CA) Ops. Cal.Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (C PRC Public Resources Code R&T: Revenue&Taxation Code (CA) UFC: Uniform Fire de USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare& Inst Code(CA) 7 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Media of Destro Office of Retention Image into Total Official Paper er Record Retention No. Records Description Retention (Final) Ima d&Period Trusted omments/Reference (OFR) Commences Record System? Q CITY WIDE Used by All Departments Brown Act challenges must be filed within Affidavits of Publications/Public 30 or 90 days of action; Statute of Lead Dept. CW-001 Hearing Notices/Legal Advertising/ 2 years Full File Folder Paper Limitations on Municipal Government Affidavits of Posting actions is 3-6 months; GC§§34090, 54960.1(c)(1) Agreements&Contracts: Some grant funding agencies require ADMINISTRATIVE FILES(with audits; Statute of Limitations for Errors& Grant Funding) Completion + Omissions is 10 years; Published Audit 10years or Standards=4-7 years; Statute of (Correspondence, Insurance After Funding Completi Op I Disk Yes Yes: Upon Limitations: Contracts&Spec's=4 years, Lead Dept. CW-002 Certificates, Project Administration, Agency Audit, Completion of Wrongful Death=comp. +5 years, Project Schedules, Certified if required, Contract iche) (Laserfiche) Contract Developers=comp. + 10 years; 2 CFR Payrolls, Invoices, Logs, RFP, etc.) whichever is 200.333; 24 CFR 91.105(h), 92.505, longer 570.490, &570.502(a), 29 CFR 97.42; Original Agreements&Contracts OMB Circular A-110&A-133; GC§34090; are sent to the City Clerk GC§8546.7 Agreements&Contracts: ADMINISTRATIVE FILES Covers E&O Statute of Limitations; Yes: Upon Published Audit Standards=4-7 years; Lead Dept. CW-003 &Compinmpletion of Optical Disk Yes Statute of Limitations: Contracts& p (Correspondence, Project ontract (Laserfiche) (Laserfiche) Completion of Spec's=4 years, Wrongful Death=comp. + Administration, Project Sche s, Contract Certified Payrolls, Invoice V 5 years, Developers=comp. + 10 years; RFP, etc.) CCP§337 et. seq., GC§34090 Agreements&Co r UNSUCCESSF BIDS, UNSUCCE L POSALS or Full File The RFP/RFQ and the successful Lead Dept. CW-004 RESPONSE Ps( uest for 2 years Folder Paper proposal becomes part of the agreement Propo d/ F (Request or contract; GC§34090 for alific ns)t don't result in a co PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 8 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Media of DP& kNL Office of Retention Image into Total Official Pap Record Retention No. Records Description Period Trustedomments/Reference Retention (Final) Im(OFR) Commences Record System? QBoards, Commissions, &Committees: City CouncilFull File ecommendations are presented to the Staffing Dept. CW-005 Subcommittees 2 years Paper (Composed solely of less than a Folder City Council; GC§34090 et seq. quorum of the City Council) Boards, Commissions, & Committees: Employees Staff Full File Staffing Dept. CW-006 Meetings/Department Staff 2 years Folder Pap GC§34090 et seq. Meetings Boards, Commissions, & When No CW-007 Committees: External Longer n/a /a Non-records Organizations (e.g. County Board of Supervisors) Required Committees, Commissions,and Boards(CCBs) : Residents Brown Act challenges must be filed within Minimum 2 Optical Disk Yes Yes: After Staffing Dept. CW-008 Advisory Bodies Formed by CITY years g D (Laserfiche) (Laserfiche) QC&OD 30 or 90 days of action; GC§§34090, COUNCIL 54960.1(c)(1) AGENDAS,AGENDA PACKETS. Committees, Commissions, and Boards(CCBs): Residents Department preference; State law Advisory Bodies Formed by CITY Electronic/ requires Audio for 30 days,Video for 90 Staffing Dept. CW-009 8 ye Meeting Date COUNCIL Magnetic days; GC§54953.5(b); GC§§34090.7, AUDIO or VIDEO RECORDI o 34090 Meetings/Audio Tapes Committees, Commission nd Boards(CCBs):: ents Optical Disk Yes Yes: After Staffing Dept. CW-010 Advisory Bodies me P n/a GC§34090 COUNCIL (Laserfiche) (Laserfiche) QC&OD MINUTES& L Lead City preference; Statute of Limitations for Co aint once from Minimum 2 Full File personal property,fraud, etc. is 3 years; (Responding) CW-011 Citi years Folder Paper Claims must be filed in 6 months; CCP Dept. §340 et seq., 342, GC§34090 PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 9 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Media of Destro Office of Retention Image into Total Official Paper er Record Retention No. Records Description Period Trusted omments/Reference Retention (Final) Ima d& (OFR) Commences Record System? Q Copies- I :N When No Lead Dept. CW-012 Copies or duplicates of any record Longer n/a n/a GC§34090.7 Required Dept. that Correspondence-ROUTINE Authors (Content relates in a substantive Document way to the conduct of the public's or CW-013 business) 2 years Full File er GC§34090 Receives the Folder City's Original (e.g.Administrative,Chronological, Document General Files, Letters, Memorandums, Reading File,Working Files,etc.) PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 10 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Media of DPer Office of Retention Image into Total Official PapRecord Retention No. Records Description Period Trusted omments/Reference Retention (Final) Im (OFR) Commences Record System? Q I I :N Correspondence-TRANSITORY/ PRELIMINARY DRAFTS, Electronic and paper records are filed and Interagency and Intraagency retained based upon their CONTENT. Memoranda NOT retained in the Records, e-mails, electronic records, or ordinary course of business social media postings where the Content relates in a substantive way to the Content NOT Substantive,or NOT conduct of the public's business, or Dept. that made or retained for the purpose that ARE made or retained for the Authors of preserving the informational purpose of preserving the Document content for future reference When No informational content for future or CW-014 Longer n/a4% /a reference are saved by printing them out Receives the (e.g.calendars,checklists,e-mail or Required and placing in a file folder, or saving them City's Original social media posting, flyers, invitations, electronically in a folder outside the e-mail Document instant messaging, inventories,logs, system; If not mentioned here, consult the mailing lists,meeting room registrations, City Attorney to determine if a record is speaker cards,staff videoconference chats, notes and recordings,supply considered transitory/preliminary drafts. inventories,telephone messages,text GC§34090, GC§6252; 64 Ops. Cal.Atty. messages,transmittal letters,thank Gen. 317 (1981)); City of San Jose v. yous, requests from other cities, Superior Court(Smith). S218066. undeliverable envelopes,visitors logs, Supreme Court of California, 2017 voice mails,webpages,etc.) Deposit Accounts/Trust A ou e+ 5 Full File Paper Department preference; meets auditing Lead Dept. CW-015 Refundable Deposits years Folder standards; GC§34090 Transitory or source records not retained When When in the ordinary course of business; CHIP Lead Dept. CW-016 DMV Pull N s Superseded Superseded or Paper audits every 2 years; Bureau of National or Separated Separate Affairs recommends 2 years for all supplementary Personnel records; GC 4en §34090 PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 11 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Media of DPer Office of Retention Image into Total Official PapRecord Retention No. Records Description Period Trusted omments/Reference Retention (Final) Im(OFR) Commences Record System? Qong as the drafts and notes are not Drafts&Notes: Drafts that are When No ned in the"Regular Course of Lead Dept. CW-017 revised (retain final version) Longer n/a n/a ness". Consult the City Attorney to Required determine if a record is considered a draft. GC§§34090, 6252, 6254(a) The Lead Department should print out historical documents(or save source GIS Database/Data/Layers(both When No When Data Ele nic/ data)prior to replacing the data, if they Lead Dept. CW-018 Longer require the data or output for historical City-wide and Specialized) Required Superseded et' purposes; Department Preference (Preliminary documents); GC§34090 et seq. Grants (UNSUCCESSFUL Full File Lead Dept. CW-019 2 years er GC§34090 Applications, Correspondence) Folder Grants/CDBG/FEMA or OES I Meets auditing standards; Grants covered Claims/ Reimbursable Claims Cby a Consolidated Action Plan are (SUCCESSFUL Reports, other required for 5 years; Uniform Admin. records required to pass the funding After unding0 Requirements for Grants to Local agency's audit, if required) Agen udit, ull File Governments is 3 years from expenditure Lead Dept. CW-020 ui - Paper Min m Folder report or final payment of grantee or Applications(successful),grant subgrantee; 2 CFR 200.333; 24 CFR agreement, program rules, regulations yea procedures, reports to grant fund 91.105(h), 92.505, 570.490, &570.502(a); agencies,correspondence,aX 29 CFR 97.42; OMB Circular A-110&A- records,completion records 133; GC§34090; GC§8546.7 When No Preliminary drafts not retained in the Lead Dept. CW-021 Leave Slips/T' Off Req Longer n/a n/a Regular Course of Business GC§34090 Required PETALUMA, CA c 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 12 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Media of DPer Office of Retention Image into Total Official PapRecord Retention No. Records Description Period Trusted omments/Reference Retention (Final) Im(OFR) Commences Record System? Qious MSDS may be obtained from a ice; MSDS may be destroyed as Material Safety Data Sheet(MSDS) as a record of the chemical/ /Safety Data Sheet(SDS) substance/agent,where&when it Lead Dept. CW-022 Chemical Use Report Form (or 30 years Full File Optical Disk After was used is maintained for 30 years; records of the chemical/substance Folder (Laserfiche Las che) C&OD Applies to qualified employers; Claims /agent,where&when it was used) can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC§34090 When No Non-records-may be obtained from the Lead Dept. CW-023 Newspaper Clippings Longer n/a X/a newspaper company; GC§34090 Required Notices: Public Hearing Notices I File Statute of Limitations on Municipal Staffing Dept. CW-024 and Proofs of Publications 2 years Fo der Paper Government actions is 3-6 months; CCP§337 et seq; GC§34090 Personnel Files (Department-level Shred Upo Ensure records kept in Department files Human CW-025 Files) Sep tion or le n/a comply with City policy(all originals are Resources Except for Fire&Police Department Tr a r sent to Human Resources); GC§34090.7 ,,Shre fter S1 Incorpo tion Notes maintained in a separate folder to Lead Dept. CW-026 Personnel Files(Supervis 's I ance n/a n/a be incorporated into performance Notes) valuation evaluation, or to document progressive ocumented discipline; GC§34090 et seq. Discipline When No Preliminary Drafts; destroy unnecessary oe Lead Dept. CW-027 PhotographAU Longer n/a n/a photographs. GC§§34090, 6252, Required 6254(a) When No Building CW-028 PI he Longer n/a n/a Department preference(preliminary drafts /copies); GC§34090 Required PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 13 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Media of Destro Office of Retention Image into Total Official Paper er Record Retention No. Records Description Period Trusted omments/Reference Retention (Final) Ima d& (OFR) Commences Record System? Q Lead Dept. CW-029 Public Relations/Press Releases 2 years Full File Paper :S C§34090 Folder Lead Dept. CW-030 Purchase Orders/Requisitions 5 years Full File Optical Disk Ye r Department preference; GC§34090 Folder (Laserfiche) (Laser fi Q &OD Lead Dept. Real Estate Appraisal Reports: Full File Not accessible to the public; Statewide (Who Ordered CW-031 Property NOT purchased, Loans not 2 years I Folder Paper Guidelines show 2 years; GC§§34090, the Appraisal) funded, etc. 6254(h) Not accessible to the public until purchase Lead Dept. has been completed; meets grant auditing Real Estate Appraisal Reports: Minimum 5 Full File ti k Yes Yes: After (Who Ordered CW-032 Purchased Property, Funded Loans years Folder ( e i aserfiche) QC&OD requirements; 2 CFR 200.333; 24 CFR the Appraisal) 91.105(h), &570.502(b); 29 CFR 97.42, GC§34090 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: When No CW-033 Produced by OUTSIDE LongerCla n/a Non-Records ORGANIZATIONS (League of Required California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Lead Dept. CW-034 Procedures, Brochures, Flyers, Mini 2 Full File Optical Disk Yes Yes: After Statewide guidelines propose superseded Manuals, Newsletters, etc: yea Folder (Laserfiche) (Laserfiche) QC&OD +2 or 5 years; GC§34090 Produced by YOUR Depart t Reference Materials: Polici Lead Dept. CW-035 Procedures, Brochur s, Flye When n/a n/a Copies; GC§34090.7 Manuals, Newsle r , Superseded' Produced by O R Depa is Reports AL (Hi ically Optical Disk Yes Yes: After Administratively and Historically Lead Dept. CW-036 P n/a significant, therefore retained signifi g., i tudies) (Laserfiche) (Laserfiche) QC&OD permanently; GC§34090 PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 14 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Media of Destro Office of Retention Image into Total Official Paper er Record Retention No. Records Description Retention (Final) Ima d&Period Trusted omments/Reference (OFR) Commences Record System? Q ? Reports and Studies(other than ormation is outdated after 10 years; Lead Dept. CW-037 Historically significant reports-e.g. 10 years Full File Paper statewide guidelines propose 2 years; If Folder historically significant, retain permanently; Annual Reports) GC§34090 Special Projects/Subject Files/ Minimum 2 Full File Pa Department Preference; GC§34090 et Lead Dept. CW-038 Issue Files years Folder per seq. Surveys/Questionnaires(that the City issues). If a summary of the data is Full File Lead Dept. CW-039 compiled,the survey forms are 2 years Folder ap GC§34090 considered a draft or transitory record, and can be destroyed as drafts(When No Longer Required) Department preference; Meets auditing standards(audit+4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps Time Cards/Time Sheets C , s- 3 years; Most Employees provide digital Finance/ he signatures when they submit their Payroll CW-040 (Finance keeps the originals with a n/a n/a timecards, but some in Public Works and employee signatures) Req d Community Services do not(another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T§19530; LC§ 1174(d); 29 CFR 516.5; GC§34090 PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 15 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Media of DP& kN Office of Retention Image into Total Official Pap Record Retention No. Records DescriptionI I :N Period Trusted omments/Reference All jh" Retention (Final) Im(OFR) Commences Record System? Qartment preference; Ethics Training is Training-ALL COURSE RECORDS 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to (Attendance Rosters, Outlines and Full File Optical Dis Yes: After keep their OSHA records 7 years; Lead Dept. CW-041 Materials; includes Ethics, Sexual 5 years Folder (Laserf' ) erfiche QC&OD LSA/ADEA(Age)requires 3 years Harassment Prevention, &Safety foorr promotion, demotion,transfer, Training &Tailgates) selection, or discharge; State Law requires 2-3 years for personnel actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(1), LC§6429(c); GC§§12946, 12960, 34090, 53235.2(b), 53237.2(b) bib Consistent with employee personnel files (Courts treat volunteers as employees); Volunteer Applications& EEOC/FLSA/ADEA(Age)requires 3 years Lead Dept. CW-042 Agreements- Unsuccessful or 3 yearsroFold Paper for promotion, demotion,transfer, Pending Applicants selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR§3204(d)(1)et seq., GC§§12946, 12960, 34090 Courts treat volunteers as employees; EEOC/FLSA/ADEA(Age)requires 3 years Volunteer Applications& for promotion, demotion,transfer, Agreements(includes em en e/ - Full File Optical Disk Yes Yes: After selection, or discharge; State Law Lead Dept. CW-043 Separation + contact information) -Succ sfu 3 years Folder (Laserfiche) (Laserfiche) QC&OD requires 2-3 years; 29 CFR 1602.31 & Applicants 1627.3(b)(1), 8 CCR§3204(d)(1)et seq., GC§§12946, 12960, 34090; 29 USC 1113 PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 16 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 6.0 RECORDS RETENTION SCHEDULE: BUILDING Page BL-1 Media of Zged Office of Retention Image into Retention Total Official Record Records Description Period TrustedComments/Reference No. Retention (Final)(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards BUILDING&SAFETY Building & Address Files/Building Permits Optical Disk Department preference; Statewide s: After Safety BL-001 (Construction Notices, Compliance Orders, P n/a (Laserfiche) a ache) &OD guidelines propose permanent; GC Stop Work Orders, etc.) §34090, H&S§19850 Building & Electronic Department Preference- Data is Safety BL-004 Building Permit Database Indefinite n/a Ma is interrelated; GC§34090, H&S§19850 Upon Department preference; Preliminary Expirati on, Expiration, p , Building & Building Plans-Cancelled Expired, or drafts not retained in the ordinary course BL-005 Cancellation' Cancellation n Safety Withdrawn (Permit never issued) or or With I of business; CBC§104.7; H&S§19850, Withdrawal GC§34090 Building Plans- Finalled- INDUSTRIAL, Department Preference; Law requires COMMERCIAL, MULTI-FAMILY for the life of the building for commercial Building & Optical Disk Yes Yes: After and common interest dwellings only; BL-006 DWELLINGS, PLACES OF PUBLIC P n/a Safety ACCOMMODATION,TENANT (Laserfiche) (Laserfiche) QC&OD Statewide guidelines propose 2 years IMPROVEMENTS for blueprints&specifications; CBC 104.7& 107.5, H&S§19850, GC§34090 Department preference; Site Plans Only for dwellings less than 2 stories, Building Plans- Finalled-SINGL garages&appurtenances, Building & Optical Disk Yes Yes: After Safety BL-007 FAMILY RESIDENTIAL-SFR a n/a (Laserfiche) (Laserfiche) QC&OD farms/ranches, 1-story with bearing APPURTENANCES walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC§34090 Building & Optical Disk Yes Yes: After BL-008 Certificate of Occ ncy Safety (Laserfiche) (Laserfiche) QC&OD f0) P n/a Department Preference; GC§34090 Building & BL-010 Plan Chec m nts When n/a n/a Preliminary Drafts; GC§34090 Safety y Finalled Building & When No Preliminary Drafts (the database is the Safety BL-011 Re B 'ng Activity Longer n/a n/a original); GC§34090 Required PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 17 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 6.0 RECORDS RETENTION SCHEDULE: BUILDING Page BL-2 Media of Destro Office of Retention Image into Retention Total Official Pap Record Records Description Period Trusted Comments/Reference No. Retention (Final) I g. & (OFR) Commences Record System? ,d� If the record is not listed here, refer to the Retention for City-Wide Standards Building & BL-012 Requests&Permissions to Receive Copies 2 years Full File Paper GC§34090 Safety of Plans(to and from Architects) Folder G1 Building & BL-013 Uniform Building Codes/California Building When When Paper GC§50022.6 Safety Codes Superseded' Superseded CODE ENFORCEMENT Code Enforcement/Abatement Case Files Department preference; Case is open Code Minimum 10' Full File until satisfactorily resolved (some cases Enforce. CE-001 (Includes appeals and Code Enforcement Complaint Letters) years Folder P are not resolved); CFC§104.3.4, GC §34090 Code CE-002 Liens P n/a (La al Disk Yes Yes: After GC§34090(a) Enforce. rfiche) I (Laserfiche) QC&OD PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 18 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Media of Destro Office of Retention Image into P r Retention Total Official Record Records Description Period Trusted er Comments/Reference (OFR) No. Retention Commences (Final) System? Im ed& Record Q If the record is not listed here, refer to the Retention for City-Wide Standards CITY ATTORNEY Minimum 2 Completion or Department Preference (Department City Attorney CA-001 Advice Assignment Files years Full File Folder Paper Director has authority to keep longer)GC §34090 Bankruptcies-NOT pursued When No Preliminary drafts not retained in the City Attorney CA-002 (Bankruptcy notices where a claim is NOT Longer n/a per ordinary course of business; GC§34090 filed) Required I�J* N Department Preference (negative City Attorney CA-003 Bankruptcies-Where a claim is filed 10 years Completion P r information remains on credit ratings for 7 years); GC§34090 Forms do not become a record that City Attorney CA-004 City Attorney Forms Until When Paper needs to be retained for 2 years unless it Supersede perseded is filled out/completed; GC§34090 et seq. Department Preference; Department City Attorney CA-005 City Attorney Opinions and Opinion Index Minimu tion or Paper Director has authority to keep longer; years Full File Folder Statewide guidelines propose superseded +2 years; GC§34090 City policies-final adopted in Human n Completion or City Attorney CA-006 Resources,working file in City Attorn s Su rseded Full File Folder Paper Preliminary drafts; GC§34090 et seq. Office Department Preference (Department Closed Session Memos and R to inimum 10 Director has authority to keep longer) City Attorney CA-007 Closed Session Material years Full File Folder Paper Statewide guidelines propose superseded +2 years; GC§34090 Legislation,vvorki He/ epartm file Minimum 2 May contain official correspondence; GC City Attorney CA-008 (resolution/or nc pies and years - Full File Folder Paper §34090 correspond ) gati and ims AWgnment Files and Minimum I Completion Department preference; CCP§§337 et City Attorney CA-009 Relate Final (Final Paper seq.; GC§§911.2, 34090, 34090.6; PC ri I Settlement Agreements to Resolution +5 Resolution) §832.5(b) e Cit ler years PETALUMA, CA c 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 19 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Media of Destro Office of Retention Total Retention Official Image into P r Record Records Description Period Trusted er Comments/Reference (OFR) No. Retention Commences (Final) System? Im ed& Record Q If the record is not listed here, refer to the Retention for City-Wide Standards Outside counsel retention (agreement is Minimum Department Preference (negative City Attorney CA-010 confidential-not in Clerk's office) Completion+ Completion Paper information remains on credit ratings for 7 10 years years); GC§34090 City Attorney CA-011 Professional development, certificates, Until Full File Folder Pa e Not City records (belongs to the individual licensing records, bar records, etc. Superseded attorney) 404 PETALUMA, CA � 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 20 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Media of Destr Office of Retention Image into Retention Total Official Pa a Record Records Description Period Trusted Comments/Reference No. Retention (Final) I aged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards CITY CLERK IV Agenda Packets: City Council, %woo) Redevelopment Agency(Petaluma Community Development Commission- PCDC), Petaluma Community Optical Yes: After City Clerk CC-001 Development Successor Agency(PCDSA), P n/a (La theq erfiche) QC&OD Department preference; GC§34090 Oversight Board to PCDSA, Petaluma Public Financing Authority and Petaluma Public Financing Corporation Agreements&Contracts-ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Oft Department Preference;All Agreement or Contract includes all infrastructure contracts should be contractual obligations(e.g. Specifications permanent for emergency and Successful Proposal/Scope of Work) Optical Disk Yes Yes: Upon preparedness; Statute of Limitations is City Clerk CC-002 n/a (Laserfiche) (Laserfiche) Completion 4 years; 10 years for Errors& of Contract Omissions; land records are Examples of Infrastructure: Architects, permanent by law; CCP§337 et. seq., Buildings, bridges,covenants,developmen GC§34090; Contractor has retention environmental,Joint Powers, MOUs, requirements in 48 CFR 4.703 improvements, property&propert st ' ns, redevelopment,reservoirs,sewers, ewa street&alley improvements settlem subdivisions,utilities,wa PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 21 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Media of eaged Office of Retention Image into Retention Total Official P Record Records Description Period Trusted Comments/Reference No. Retention (Final) I & (OFR) Commences Record System? ? /f the record is not listed here, refer to the Retention for City-Wide Standards Agreements&Contracts-ALL(NON- INFRASTRUCTURE, Professional Services Agreements-NOT IMAGED) Department Preference; Statute of Agreement or Contract includes all Limitations is 4 years; 10 years for contractual obligations(e.g. Specifications Completion + Completion of O al D' k Yes Yes: Upon Errors&Omissions; land records are City Clerk CC-003 and Successful Proposal/Scope of Work) 10 years Contract se e) (L serfiche) Completion permanent by law; CCP§§337. of Contract 337.1(a), 337.15, 343; GC§34090, Examples of Non-Infrastructure: Airport Contractor has retention requirements Licenses, Hangars&Tiedowns,Consultants, in 48 CFR 4.703(a) Landscaping, Leases, Marina Berthing, Painting, Slurry Seals(Paving),Tree Trimming, Leases, Personnel, Professional Services,etc. Optical Disk Yes Yes: After City Clerk CC-004 Articles of Incorporation P n/ (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 Assessment District Formation/ Optical Disk Yes Yes: After City Clerk CC-005 Maintenance District Formation P n/a (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 City Clerk CC-006 Bid Opening Files (RFP/RFQ/Bid Notice, y ull File Folder Paper GC§34090 bid log, etc. Committees, Commissions, and BoardIL City Clerk CC-007 (GCBs)Maddy Act Lists/Vaca ars Full File Folder Paper GC§34090 Notices Committees, Commissions, and ards Term +2 City Clerk CC-008 (CCBs)Applications- ssf years Term Ended Paper Department preference; GC§34090 City Clerk CC-009 Committees, Co issi and Boards 2 years Full File Folder Paper GC§34090 (CCBs)Applicat nsu ssful PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 22 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Retention Media of Image into Destr Retention Total Official Pa a Record Records Description Period O Trusted Comments/Reference No. Retention (Final) I aged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Securities(Performance Bonds, Letters Release of of Credit, CD's, etc.)are released after City Clerk CC-010 Bonds (Performance Bonds, Subdivision Bond./.Letter Paper Completion or the Notice of Completion is issued and Bonds, Letters of Credit) of Credit I Full File Folder replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC§34090 City Council, Committees, Commissions, c isk Yes Yes: After City Clerk CC-011 and Boards (CCBs) Historical List ofh7ye n/a (La fiche (Laserfiche) QC&OD Department preference; GC§34090 Members + tical sk Yes Yes: After City Clerk CC-012 Domestic Partnerships n erfiche) (Laserfiche) QC&OD Department preference; GC§34090 Economic Interest Filings (FPPC Form 602pletion or Optical Disk Yes Yes: After 2 City Clerk CC-013 2 CCR 18615(d) /635)- Lobbyist Authorization/Reportingull F' Folder (Laserfiche) (Laserfiche) years Economic Interest Filings (FPPC 700Compl nor Optical Disk Yes Yes: After 2 City maintains original statements; GC City Clerk CC-014 Series Forms-Statement of Economic F Folder (Laserfiche) (Laserfiche) years §81009(d)(e)(f)&(g) Interests): ALL City Clerk CC-015 FPPC Form 801 (Gift to Agency Report y ompletion or Optical Disk Yes Yes: After 2 Must post on website; FPPC Opinion; Full File Folder (Laserfiche) (Laserfiche) years GC§81009(e) FPPC Form 802 (Event Ticket / s ;ears Completion or Optical Disk Yes Yes: After 2 Should post on website for 4 years; GC City Clerk CC-016 Distributions Agency Report) 4k Full File Folder (Laserfiche) (Laserfiche) years §81009(e) FPPC Form 803 (Behe Pay t Completion or Optical Disk Yes Yes: After 2 City Clerk CC-017 7 years GC§81009(e) Report) Full File Folder (Laserfiche) (Laserfiche) years City Clerk CC-018 FPPC Form 80 gen eport of New P n/a Optical Disk Yes Yes: After 2 FPPC Regulation 18734(c); GC Positions) & (Laserfiche) (Laserfiche) years §81009e City Clerk CC-019 FPPC For (JA ort of P n/a Optical Disk Yes Yes: After 2 FPPC Regulation 18734(c); GC Consul s) (Laserfiche) (Laserfiche) years §81009e FP X06(Agency Report of Public Completion or Optical Disk Yes Yes: After 2 Must post on website; 2 CCR 18702.5; City Clerk CC-020 daents) 7 years Full File Folder (Laserfiche) (Laserfiche) years GC§34090; GC§81009(e) PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 23 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Retention Media of Image into Destr Retention Total Official Pa a Record Records Description Period O Trusted Comments/Reference No. Retention (Final) I aged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards ELECTIONS -CONSOLIDATED Assessment District Ballots, Protest Completion or City Clerk CC-021 Letters, & Envelopes- Prop. 218 2 years Full File Folder Pape GC§53753(e)(2) proceedings Campaign Filings (FPPC 400 Series Forms City Clerk CC-022 & Form 501): SUCCESSFUL P Completion or &(La ,c;he Yes: After 2 Paper must be retained for at least 2 CANDIDATES(Elected Officials) Full File Folder Laserfiche) years years; GC§81009(b)&(g) Campaign Filings(FPPC 400 Series Forms City Clerk CC-023 & Form 501): UNSUCCESSFUL 5 years Completion or Yes Yes: After 2 Paper must be retained for at least 2 CANDIDATES Full File Folde (Laserfiche) years years; GC§81009(b)&(g) Campaign Filings(FPPC 400 Series City Clerk CC-024 Forms): THOSE NOT REQUIRED TO 4 years Completion 4aper Paper must be retained for at least 2 FILE ORIGINAL WITH CITY CLERK F File Folder years; GC§81009(f)&(g) (copies) Campaign Filings(FPPC 400 Series ple n or Paper must be retained for at least 2 City Clerk CC-025 Forms): OTHER COMMITTEES (PACS- 7 ye Fu I Fil older Paper years; GC§81009(c)&(g) not candidate-controlled) Department Preference; Statewide guidelines proposes 4 years for Candidate File: Nomination Papers, m Completion or successful candidates, 2 years for City Clerk CC-026 Candidate Statement Forms, etc. - O +4 Full File Folder Paper unsuccessful; CA law states term of SUCCESSFUL CANDIDATES ars office and 4 years after the expiration of term and does not delineate between the two; EC§17100 Statewide guidelines proposes 4 years Candidate File: ina ' Papers, for successful candidates, 2 years for Election +4 Completion or unsuccessful; CA law states term of UNSUCC DI ES City Clerk CC-027 Candidate State rms, • - years Full File Folder Paper office and 4 years after the expiration of term and does not delineate between the two; EC§17100 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 24 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention Media of Image into Destr Retention Total Official Pa a Record Records Description Period O Trusted Comments/Reference No. Retention (Final) I aged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Elections-GENERAL,WORKING or ADMINISTRATION Files(Correspondence, Applications for vacancies on the Council, City Clerk CC-028 Precinct Maps, County Election Services, 2 years Completion or Pape GC§34090 Candidate Statements to be printed in the Full File Folder Sample Ballot, Polling Locations and Precinct Board Members, Notices, q 44 Postings, etc.) Elections- HISTORICAL(Sample ballot, Completion or Retained for Historical Value, GC City Clerk CC-029 copies of resolutions,final results; P Pap Certificate of Election) Full Fil er §34090 lqw Results+8 months,or Fin I Not accessible to the public; The 8 Examin n Ele n month retention applies after election Elections- Petitions(Initiative, Recall or if No Elect s or Paper results, or final examination if no City Clerk CC-030 Referendum) ar after- Final election, unless there is a legal or p on Examination FPPC proceeding. EC§§17200(b)(3), n 17400 p on is ins icient End of Elections Section City Clerk CC-031 Ethics Training Certifica 5 years Full File Paper GC§53235.2(b) Folder City Clerk determines historical Historical Recor Ph raphs, & significance; records can address a Historical Pr ' is .. Inc ation, City Paper or Yes variety of subjects and media. Some City Clerk CC-032 Seal,Aw o igni storical P n/a Optical Disk (Laserfiche) NO media (e.g. audio and video tape)may interes c.) be limited because of the media's life expectancy; GC§34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 25 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Retention Media of Image into Destr Retention Total Official Pa a Record Records Description Period O Trusted Comments/Reference No. Retention (Final) I aged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Minutes: City Council, Redevelopment Agency(Petaluma Community Development Commission -PCDC), City Clerk CC-033 Petaluma Community Development P n/a Optical Dis Yes No GC§34090 Successor Agency(PCDSA), Oversight (Laserfi ( erfich Board to PCDSA, Petaluma Public Financing Authority and Petaluma Public Financing Corporation Oath of Office: City Council, Committees, Completion Department Preference; ; Statute of City Clerk CC-034 Commissions, and Boards(CCBs) of Term +4 Completion of ptica Yes Yes: After Limitations for Public official Members years T serfic e) (Laserfiche) QC'd&OD misconduct is discovery of offense+4 years; PC§§801.5, 803(c); GC§34090 City Clerk CC-035 Ordinances P oLa Optical Disk Yes No GC§34090 (Laserfiche) (Laserfiche) Public Records Requests/Request for Optical Disk Yes Yes: After City Clerk CC-036 Records/Subpoenas(Records/Duces 2 yea 401111ftion (Laserfiche) (Laserfiche) QC'd&OD GC§34090 Tecum)/Summons Recorded Documents: ALL-Deeds, Department preference; Finals are City Clerk CC-037 Easements, Liens& Releases, Rights n/a Optical Disk Yes No maintained by City Clerk; Department Way, Notices of Completion, Recorde (Laserfiche) (Laserfiche) file may include correspondence; GC Agreements/Contracts, etc. §34090 et seq. Recordings-AUDIO OR VIDE f Cit Council, Redevelopmen ency etalu Community Develop t s n- Department preference; State law City Clerk CC-038 PCDC), Petaluma m nity 8 years Meeting Date Electronic/ requires Audio for 30 days, Video for Development S ess gency(PCDSA), Magnetic 90 days; GC§54953.5(b); GC Oversight Bo rd t SA, aluma §§34090.7, 34090 Public Fin ut ty d Petaluma Public nci orpo on City Clerk CC-039 R§01ft DWuction Authorization Forms, P n/a Optical Disk Yes Yes: After Department preference; GC§34090 nsf :% (Laserfiche) (Laserfiche) QC'd&OD PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 26 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Media of Destr Office of Retention Image into Retention Total Official Pa a Record Records Description Period Trusted Comments/Reference No. Retention (Final) I aged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Records Retention Schedules/ Optical Disk s City Clerk CC-040 Amendments to Records Retention P n/a (Laserfiche) (La GC§34090 et. seq. Schedules 44 Redistricting Web Page/District Boundary Completion of Electro Copies or Preliminary drafts; EC City Clerk CC-041 Web Page (Map, Redistricting Process, 10 years Redistricting Ma ti §21608(g); GC§34090.7 Agendas, Calendars, Notice, etc.) Resolutions: City Council, Redevelopment Agency(Petaluma Community Development Commission -PCDC), City Clerk CC-042 Petaluma Community Development P n/a tical Disk Yes No GC§34090 Successor Agency(PCDSA), Oversight erfiche) (Laserfiche) Board to PCDSA, Petaluma Public Financing Authority and Petaluma Public Financing Corporation Resolutions: Planning Commission, 4% Optical Disk Yes City Clerk CC-043 Historical &Cultural Preservation P40enl (Laserfiche) (Laserfiche) No GC§34090 Committee, Public Art Committee *646 IF Adoption of Preliminary drafts used to produce City Clerk CC-044 Speaker CardsRene ger Minutes Paper minutes; GC§34090 ired- Statement of Facts/Registry o Agencies Mag Yes City Clerk CC-045 ars Completion (computer),P GC§34090 (Required of all Public Agencie pr (Laserfiche) the Chair changes) PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 27 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Media of Image Destro Office of Retention into Retention Total Official Paper er Record Records Description Period Trusted omments/Reference (OFR) No. Retention Commences (Final) System Imag & Record C' If the record is not listed here, refer to the Retention for City-Wide Standards Nk CITY MANAGER City City Council Correspondence/City Manager Minimum 2 Full File Manager CM-001 Correspondence years Folder Paper Department Preference; GC§34090 City CM-002 City Manager Reports: Annual Reports, Monthly Minimum 2 Full File Pa Department Preference; GC§34090 Manager Reports ears Folder City CM-003 Grand Jury Reports and Responses (Regarding 5 years Full File ap r Department Preference (the Grand Jury Manager City Operations) Folder keeps their reports 5 years); GC§34090 City CM-004 Permits: Banner Permits/Facility Rental Minimum 2 Full Fil per Department Preference; GC§34090 Manager Permits/Film Permits ears Folder City CM-005 Proclamations 2 years Full File Allibier Pa r GC§34090 Manager City Projects, Programs, Subject& Issues (Issues Minimum 2 Full i Manager CM-006 and/or projects will vary over time) ears Folder Paper Department Preference; GC§34090 PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 28 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-1 Office of Retention Media of Image Derd & Retention Total Official into Pape Record Records Description Period omments/Reference (OFR) No. Retention Commences (Final) Trusted Ima Record System? C If the record is not listed here, refer to the Retention for City-Wide Standards COMMUNITY&RECREATION SERVICES Recreation REC-001 Accident/Incident Reports(Members of 3 years Full File Paper GC§34090 Services the Public) Folder Activity/Special Programs/Special Event When No Files&Reports/ABC Permits,where Longer Recreation required Full File REC-002 Required - Pap Department preference; GC§34090 Services Children's Programs, Cultural Arts, Sports, Minimum 2 Folder Seniors, Filming, Theatre Programs etc. years Recreation Attendance Sheets (e.g.Tiny Tots, Full File Services REC-003 Summer Camp, etc.) 2 years Folder aper GC§34090 Recreation REC-004 Cash Receipts Detail/Backup/Accounts 2 years F ile Paper City preference(not all detail is sent to Services Receivable Detail/Refund Detail of Finance); GC§34090 Recreation REC-005 Class Rosters 2 years He Paper GC§34090 Services 4111111Z Folder Contracts: Class Instructors Department preference; Statute of Recreation REC-006 P Completion Paper Limitations: Contracts&Spec's=4 years; Services Includes Insurance Certificates and ears CCP§337 et. seq., GC§34090 Administration Records Recreation REC-007 Credit Card Receipts years Full File Paper City preference(not all detail is sent to Services Folder Finance); GC§34090 When No Longer Recreation REC-008 Donations Required- Full File Paper Department Preference; GC§34090 Services Minimum 2 Folder years Facility U &Usquests /Field Use Recreation Expiration +2 Services REC-009 Contra,/Fa /Park years Expiration Paper GC§34090 Permit PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 29 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-2 Office of Retention Media of Image Derd & Retention Total Official into Pape Record Records Description Period omments/Reference (OFR) No. Retention Commences (Final) Trusted Ima Record System? C If the record is not listed here, refer to the Retention for City-Wide Standards Recreation REC-010 Golf Discount Records(who is provided an 2 years Full File Paper GC§34090 Services Identification Card for Golf discounts) Folder Recreation Pool Accident Logs- Non-Chemical Full File Health Department regulations; GC Services REC-011 Related Accidents 5 years Folder Pape §34090 Department preference; Claims can be made for 30 years for toxic substance Recreation Pool Accident Logs-Chemical Related Full File exposure; 8 CCR§3204(d)(1)et seq., 8 Services REC-011 Accidents 30 years Folder P CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC§§12946, 12960, 34090 Recreation REC-012 Pool Chemical Readings 5 years ull File Paper Health Department regulations; GC Services r §34090 Recreation Electronic/ Department Preference; data is REC-013 Recreation Database (Civic Rec) Inde n Services Magnetic interrelated; GC§34090 Registration/Applications/Liability Recreation Forms/Release of Liability Forms/ Full File Services REC-017 Permissions: Camps, Field Trips, 3 rs Folder Paper Department preference; GC§34090 Authorization to give Medicine, etc. Recreation REC-018 Safety Inspections ears Full File Paper Department preference; GC§34090 Services Folder hen No Recreation Schedules/Hours of Classes, gra Preliminary drafts not retained in the Services REC-019 Facilities Longer n/a n/a Required ordinary course of business; GC§34090 -- Recreation REC-020 Scholarships 5 years Full File Paper Department Preference(meets auditing Services Folder standards); GC§34090 Recreation Park and Facility s(Li League, Expiration +2 Services REC-024 Soccer L tc. yearn Expiration Paper GC§34090 I or PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 30 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE: COMMUNITY & RECREATION SERVICES Page C&RS-3 Office of Retention Media of Image Derd & Retention Total Official into Pape Record Records Description Period omments/Reference (OFR) No. Retention Commences (Final) Trusted Ima Record System? C If the record is not listed here, refer to the Retention for City-Wide Standards Preliminary drafts/Transitory records- Recreation When No NOT made or retained for the purpose of Services REC-025 Sports Score Sheets, Schedules Longer n/a n/a preserving the informational content for Required future reference, GC§34090; 64 Ops. Cal.Atty. Gen. 317(1981)) Recreation REC-028 Waivers of Liability 3 years Full File Department preference; GC§34090 Services Folder PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 31 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-1 HOUSING, RDA, SUCCESSOR AGENCY Media of Destroy Office of Retention Image into Retention Total Official Paper Record Records Description Period Trusted 1\omments/Reference No. Retention (Final) Ima d& (OFR) Commences Record System? � If the record is not listed here, refer to the Retention for City-Wide Standards ECONOMIC DEVELOPMENT/REDEVELOPMENT/SUCCESSOR A Y Economic Develop./ Economic Development Projects, Programs, Minimum 2 Full File RDA/ ED-001 Subject& Issues(Issues and/or projects will years Folder Paper Department Preference; GC§34090 Successor vary over time) Agency Economic Develop./ Full File Department preference, meets municipal RDA/ ED-002 Real Estate Appraisals 5years Folder auditing standards; GC§34090 Successor Agency Economic Develop./ Redevelopment Long Range Property Completion Completion of RDA/ ED-003 Management Plans, Oversight Plans +_10_years' Plan aper Department preference; GC§34090 Successor Agency Economic Develop./ 4 Yes: Upon RDA/ ED-004 Redevelopment Plans P n/a Optical Disk Yes Completion Department Preference for Historical Successor (Laserfiche) (Laserfiche) of Contract Purposes; GC§34090 Agency Economic Redevelopment Projects&Project Area Planning, Building and Engineering Develop./ retains final documents of construction (Ensure Planning has all Environ al )C , pletion Completion of projects (transfer any CIP project files to RDA/ ED-005 Documents, Engineering has all IP ec ears Project Paper En ineerin Covers various Statute of Successor g gy � Engineering); Agency and City Clerk has all Real Prope rec I Limitations; CCP§337 et seq.; GC for Permanent retention 34090 HOUSING When No Foreclosure Noti /No' s of Defaults Preliminary drafts not retained in the Housing HS-001 (NOD) Longer n/a n/a Required ordinary course of business; GC§34090 PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 32 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, Page ED-2 HOUSING, RDA, SUCCESSOR AGENCY Office of Retention Media of Image into Destroy Retention Total Official Paper Record Records Description Period Trusted 1\omments/Reference No. Retention (Final) Ima d& IN (OFR) Commences Record System? ? If the record is not listed here, refer to the Retention for City-Wide Standards 5 years LID requires 5 years after the project afterthe completion; documents imposing Affordability recapture/resale restrictions are 5 years Housing Programs: Affordable Housing Period after the affordability period terminates; Projects, Rehabilitation, CDBG-funded Terminates, Affordability Optical D' es: QC& Uniform Admin. Requirements for Grants Housing HS-002 Housing Projects, HOME, etc. or the Period (Lase ' h e OD to Local Governments is 3 years from Written Terminates expenditure report; statewide guidelines WITH a Recapture/Resale Restriction Agreement propose 4 years; 24 CFR§§92.508, Terminates, 570.502, 982.158, 884.214; 29 CFR Whichever 97.42; HUD Notice PIH 98-48, 99-49; GC is Lon er §34090 HUD requires 5 years after the agreement Housing Programs: Affordable Housing terminates; Consistent with Consolidated Projects, Rehabilitation, CDBG-funded Loan Pay Loan Pay-off Plan Requirements; Required for 3-4 Housing HS-003 Housing Projects, HOME, etc. off OR !FF Paper years from expenditure or performance Forgivene Fs+ report; 24 CFR§§92.508, 570.502, WITHOUT a Recapture/Resale Restriction + 5 rs 982.158, 884.214; 29 CFR 97.42; HUD Notice PIH 98-48, 99-49; GC§34090 Loan Applications/Potential Buyers Denied, Housing HS-004 Cancelled or Withdrawn (First Time Ho y Paper GC§34090 Buyers, Life/Safety, Rehabilitation, HO etc.) Housing HS-005 Mobile Home Rent Control -Arb' r ns P Optical Disk Yes Yes: QC& Department preference; GC§34090 (Laserfiche) (Laserfiche) ODHousing HS-006 Mobile Home Rent Control - Park es P Optical Disk Yes Yes: QC&(Laserfiche) (Laserfiche) OD Department preference; GC§34090 PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 33 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period O Trusted C ents/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd If the record is not listed here, refer to the Retention for City-Wide Standards FINANCE/ACCOUNTING Department Preference; IRS:4 years after tax is due or paid (longer for Finance/ FIN-001 1099's/ 1096's 5 years Full File Paper auditing &contractor delinquency); Ca. Accounting Folder FTB: 3 years; IRS Reg§31.6001- 1(e)(2), R&T§19530, GC§34090; 29 USC 436 Accounts Payable/Invoices and Backup Department preference; Meets Finance/ FIN-002 8 years Full File &ae municipal government auditing Accounting (Includes Invoices, Travel Expense Folder standards; Published articles show 3- Reimbursements, Check Request, etc.) 7 years; GC§34090 Finance/ Assessment Rolls/Lighting and Full File Department preference; Meets auditing FIN-003 Landscape Districts(to Tax Assessor for 5 years r Accounting Tax Rolls) Folder standards; GC§34090 et seq. Finance/ Audit Reports/CAFR-Comprehensive Optical Disk Yes Yes: After Department Preference (copies); GC FIN-004 Annual Financial Reports and related P' Accounting Audit Opinions (Laserfiche) (Laserfiche) QC&OD §34090.7 Department Preference (meets Finance/ ull File municipal government auditing Accounting FIN-005 Audit Work Papers 10 rs Folder Paper standards); Statewide guidelines propose audit+4 years; Published articles show 3-7 years; GC§34090 Department Preference (meets Finance/ Audits-Single Audits, GAA Full File municipal government auditing Accounting FIN-006 Audits, Transportation A ears Folder Paper standards); Statewide guidelines Audit, etc. propose audit+4 years; Published articles show 3-7 years; GC§34090 Bank Statements an Finance/ Statements, Fisc e Full File Department Preference; meets auditing FIN-007 Investment Acco St ents, Bank 5 yearn Paper standards; GC§34090, 26 CFR Accounting Reconciliatio Ba epos' ank Folder 31.6001-1 Transmitt PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 34 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted C ents/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd t If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference; Statute of Bonds (Revenue)Official Statements/ Limitations for bonds, mortgages, trust Transcripts/Certificates of Participations deeds, notes or debentures is 6 years; Finance/ (COPs)- Includes Continuing Disclosure Fully Fully Bonds issued by local governments are Accounting FIN-008 Reports Defeased + Defeased Paper 10 years; There are specific 10 years requirements for disposal of unused See Bank Statements for statement bonds; CCP§§336 et seq. 337.5(a); retention. 26 CFR 1.6001-1(e): GC§43900 et seq. Finance/ FIN-009 Budgets-Adopted/Final P n/a O 'ca k es Yes: After Department preference; GC§34090 et Accounting (L rfic aserfiche) QC&OD seq. When No Finance/ Budgets- Preliminary, Proposed, Backup Accounting FIN-010 Documents Longer n/a Preliminary drafts; GC§34090 Required Department preference;All tangible property held by government agencies Finance/ FIN-011 Escheat(Unclaimed money/uncashed 5year bFi Paper escheats after 3 years; Statute of Accounting checks) Limitations is 1 year for seized property; CCP§§340(d), 1519; GC §34090 Finance/ FIN-012 FEMA Reimbursement/OES (TV Close of Paper Department Preference; GC§34090 Accounting Reimbursements Project Finance/ Electronic/ Data Fields/Records are interrelated; Accounting FIN-013 Financial Services Database Hite n/a Magnetic GC§34090 Department Preference (bond auditing purposes; IRS regulations state, Finance/ Sale or Sale or "...material records should generally be FIN-014 Fixed Assets Disposal+2 Disposal Paper kept for as long as the bonds are Accounting years outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC§34090 Finance/ FIN-015 Investm R ckup 5 years Full File Paper Department Preference; GC§34090 Accounting Folder PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 35 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted C ents/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd t If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference; Meets auditing Investments/Arbitrage/Certificate of standards; Published articles show Finance/ Deposit/Investment Bonds (Receipts/ Fully Fully disposal +7 years for security Accounting FIN-016 Advisor Reports /Trade Tickets/LAIF Defeased + Defeased Paper brokerage slips; statewide guidelines (Local Agency Investment Fund)) 10 years propose permanent; FTC Reg's rely on 1 4 i; "self-enforcement"; GC§§34090, 43900 Department Preference; meets municipal government auditing Finance/ FIN-017 Journal Entries/Journal Vouchers 6 years Full File ape standards; Statute of Limitations is 4 Accounting Folder years; statewide guidelines propose Audit+5 years; GC§34090, CCP§ 337 Reports, Subsidiary Ledgers, Department preference (The Financial Reconciliations, Registers,Transaction When No Finance/ FIN-018 Histories, Balance Sheets, Revenue& longer n/a System Database i the original; Accounting Expenditure Reports, etc. (MONTHLY OR Requir reports are considered drafts or copies); GC§34090 PERIODIC) Reports: Annual State or Federal: State Finance/ Controller's Report, Local Government ull File Department Preference; Meets auditing Accounting FIN-019 Compensation Report, Gas Tax, MOE a Folder Paper standards; GC§34090 (Maintenance of Effort) Report, Street Report, etc. Finance/ Special District Assessment Ro a f Fully Department preference due to Accounting FIN-020 Assessor for Tax Rolls) Defeased sed + Paper underlying Bonds; Meets auditing 10 vears standards; GC§34090 et seq. Department Preference; meets Sale or municipal government auditing Finance/ FIN-021 Surplused Equip t/D' osal Disposal +2 Sale or Paper standards; Statute of Limitations is 4 Accounting Disposal years; statewide guidelines propose years Audit+5 years; GC§34090, CCP§ 337 Finance/ Sale or Sale or Accounting I FIN-022 Vehicle es )-All Vehicles Disposal Disposal Paper Department Preference; GC§34090 PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 36 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period O Trusted C ents/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference (meets Finance/ Minimum 5 Full File municipal government auditing Accounting FIN-023 W-9s years Folder Paper standards); Statewide guidelines propose audit+4 years; Published articles show 3-7 ears; GC 34090 BUSINESS LICENSE&REVENUE Finance/ Accounts Receivable -Miscellaneous- Business FIN-024 Damage to Public Property, Invoices to 5 years Full File er Department preference; Meets auditing License& Folder standards; GC§34090 et seq. Revenue Outside Entities, etc. Finance/ I When No Department preference (The Business Billing Registers, Payment Registers, Longer n/a License& Permit Database is the Business FIN-027 License& Adjustment Registers original; reports are considered drafts Revenue Required or copies); GC§34090 Finance/ Department preference (Planning uses Business Business License&Permit Applications Optical Disk Yes Yes: After License& FIN-028 and Changes P a (Laserfiche) (Laserfiche) QC&OD for Zoning Compliance purposes); GC §34090 et seq. Revenue Finance/ Business Electronic/ Data Fields/Records are interrelated; License& FIN-029 Business License&Permit Database a n/a Magnetic GC§34090 Revenue Finance/ Department preference (meets Business FIN-030 Business License& Permit Re w ars Full File Paper municipal government auditing License& Folder requirements); GC§34090 et seq. Revenue Finance/ Cash Receipts/MCRs( Ilan s Business Cash Receipts)/Dai ash es/ Full File Department preference; Meets auditing License& FIN-031 Cashiers Reports sh ports tty 5 Years Folder Paper standards; GC§34090 et seq. Revenue Cash Finance/ Department preference; Meets General FIN-032 Checks arra (Ca 5 years Full File Paper municipal government auditing Accounting Folder standards; Published articles show 3- 7 years; GC§34090 PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 37 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period O Trusted C ents/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd If the record is not listed here, refer to the Retention for City-Wide Standards Finance/ Department preference; Delinquencies Business FIN-033 Collections/Collection Agency Case Files 7 years Full File Paper remain on credit reports for 7 years; License& &Statements/Delinquent Accounts Folder GC§34090 et seq. Revenue Finance/ Business FIN-034 Returned Checks/NSF Checks 5 years Full File Ae Department Preference; Meets auditing License& Folder standards; GC§34090 Revenue Finance/ Final Documented or attached to Customer Business Water Billing: Appeals- Payment Final FIN-035 Decision+2 Record in database GC§34090; H&S License& Delinquency& Impending Discontinuation years Decision §116908 Revenue Finance/ Water Billing: Non-payment Notices/ Business FIN-036 Notice of Payment Delinquency& 5 years &JLFile Paper Meets municipal government auditing License& Impending Discontinuation (Initial, Final) Fo der standards; GC§34090; H&S §116908 Revenue Finance/ Business FIN-037 Water Billing: NSF Checks/Adjustments 5 ears Paper Meets municipal government auditing License& to Customer accounts Folder standards; GC§34090; H&S§116908 Revenue Finance/ Water Billing: Payment Plans: Full i Business FIN-038 Amortization,Alternative Payment Plan Writte ff+ Fully Paid or Paper Meets municipal government auditing License& Deferrals, etc. 5 y rs Written Off standards; GC§34090; H&S§116908 Revenue Finance/ When Business Water Billing: Policy on Disconti tion Superseded; When Must post to Website; H&S§116906; License& FIN-039 of Residential Service f ay nt Minimum 2 Superseded Paper GC§34090 Revenue years Finance/ Business Water Billing: Re nnu Minimum 2 Full File Must post to Website; H&S§116918; License& FIN-040 Discontinue ' f ide Service years Folder Paper GC§34090 Revenue PAYROLL PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 38 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted C ents/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd t If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference; Instructions 1095-C, 1094-C (Employer-Provided state"Generally, keep copies of Finance/ Full File information returns you filed with the Transmittal Form) Payroll FIN-040.1 Health Insurance Offer and Coverage& 5 years Folder Paper IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"GC§34090 Finance/ CalPERS Reports-Annual Valuation Full File FIN-041 10 years Pa Department Preference; GC§34090 Payroll Reports,Actuarial Valuation Reports Folder DE-6, DE-7, DE-9, DE-43,W-3, &DE- Department Preference; IRS:4 yrs 166, 941 Forms, IRS 5500 Forms after tax is due or paid; Ca. FTB: 3 Finance/ FIN-042 (Employee Benefit Plans), PERS/FICA& 7 years Full File er years; Articles show 7 years; IRS Reg Payroll Medicare Adjustments-Quarterly Payroll Fold §31.6001-1(e)(2), R&T§19530; 29CFR Tax Returns/OASDI, Federal Tax 516.5-516.6, 29USC 436, GC§34090 Deposits,Adjustments, etc. Produced by Deferred Comp. Provider; Finance/ ile consistent with proposed statewide FIN-043 Deferred Compensation (City Statements) 7 year Paper guidelines; published articles for bank Payroll Folde statements show 4-7 years; GC §304090, 26 CFR 31.6001.1 Department preference; W-4s are Payroll File(By Employee Name) required four years after the due date Finance/ Dsn Employee of such tax for the return period to Payroll FIN-044 Separation Paper which the records relate, or the date Includes W-4, other payroll forms such tax is paid,whichever is the later. 26 CFR 31-6001-1; GC§34090 Finance/ FIN-045 Payroll Reports-Annual Detail P n/a Optical Disk Yes Yes: After Department preference for SBCERA Payroll (Laserfiche) (Laserfiche) QC&OD Buy-backs; GC§34090 Department preference for Grant Finance/ Payroll Reports- P odic inclu Full File Auditing Purposes; Meets municipal Payroll FIN-046 Deduction Regis L e Re isters, 7 years Folder Paper government auditing standards; Time Transa s, e Published articles show 3-7 years; GC §34090 PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 39 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted C ents/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd t If the record is not listed here, refer to the Retention for City-Wide Standards Department preference for Grant Finance/ Time Sheets/Time Cards/Overtime Full File Auditing Purposes; Meets municipal FIN-047 7 years Paper government auditing standards; Payroll Sheets Overtime Cards Folder Published articles show 3-7 years; GC §34090 or Department preference for Grant Finance/ Full File Auditing Purposes; Meets municipal Payroll FIN-048 W-2's 7 years Folder P r government auditing standards; Published articles show 3-7 years; GC 34090 PURCHASING Finance/ FIN-049 Purchase Orders/Requisitions 5 years Full Fi r Department Preference; GC§34090 Purchasing Folder Finance/ FIN-050 Request for Proposals/Unsuccessful 5 years File Paper Department Preference; GC§34090 Purchasing Bids/Evaluations Folder PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 40 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted mments/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd If the record is not listed here, refer to the Retention for City-Wide Standards FIRE ADMINISTRATION Fire/Admin. Emergency Operations Center(EOC) Full File Optical Disk Yes ter &Police/ FR-001 10 years Department Preference; GC§34090 Admin. Activations&Drills Folder (Laserfiche) (Las h QC D Emergency Operations Plan (includes Superseded Full File Optical Disk Y Fire/Admin. FR-002 Office of Emergency Management& and Folder (Laserfic ache No GC§34090 Homeland Security) Approved Department preference; EEOC/FLSA/ADEA Employee Training Individual Records- (Age)requires 3 years for promotion, Fire/Admin. FR-003 Rookie Tests/ Individual Training Separation + Separation of O al es Yes: After demotion,transfer, selection, or discharge; Certificates/DMV File(by employee) 5 years Employee (La ich aserfiche) QC&OD State Law requires 2-3 years for personnel actions; LC§6429(c); GC§§12946, 12960, 34090 Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Employee Training Course Records/EMS Calif. Labor Division is required to keep their Continuing Education Training OSHA records 7 years; EEOC/FLSA/ADEA Fire/Admin. FR-004 7 ears F Optical Disk Yes Yes: After (Age)requires 3 years for promotion, (Attendance Rosters, Outlines and Course Folder (Laserfiche) (Laserfiche) QC&OD demotion,transfer, selection, or discharge; Materials, Paramedic Continuing Education State Law requires 2-3 years for personnel Rosters and Certificates) actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(1), LC§6429(c); GC§§12946, 12960, 34090, 53235.2(b), 53237.2(b) Employee Training Database/Lo ' e Electronic/ Fire Admin. FR-005 House) r10 ite n/a Magnetic Data is interrelated; GC§34090 et seq. FEMA/OES Reimbursement Clai / Full File Fire Admin. FR-006 Strike Team Reimbursem rs FolderPaper Department Preference; GC§34090 Fire/Admin. FR-007 Fire Incident Reports RMS a ite n/a Electronic/ Data is interrelated; GC§34090 et seq. Magnetic When Superseded When Department Preference (rated every 10 Fire/Admin. FR-008 ISO Insuranc gs Minimum'2' Superseded Paper years); GC§34090 ears PETALUMA, CA. 95-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribu ithout prior written permission Adopted: 41 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted mments/Reference No. Retention (Final) Image (OFR) Commences Record System? C'd If the record is not listed here, refer to the Retention for City-Wide Standards When No Consi ft dered a preliminary draft/copy(the Fire/Admin. FR-009 Monthly Statistical Reports/Run Statistics Longer n/a n/a Fire database is the original); GC§34090 et Required seq. Copies- law Originals Maintained by City Clerk or County Mutual Aid Agreements, Joint Power When No City Clerk FR-010 Authorities Longer_ n/a n/a Clerk of the Board Permanently; GC Required §34090.7 Programs and Projects(e.g. Cadet, CPR Minimum 2 Full File Fire/Admin. FR-011 Program, Fire Service Day, etc.) ears Folder P er Department Preference; GC§34090 et seq. Fire/Admin. FR-012 Requests for Fire Incident Reports and Fire 2 years Full File XpIeN Z GC§34090 Investigation Reports Folder Fire/Admin. FR-013 Ride-A-Long Waivers 3 years Full Fi a r Department Preference; GC§34090 Folder Fire/Admin. FR-014 Subpoenas (Personal Appearance- Fire 3 years File Paper Department Preference; GC§34090 Personnel *File EMERrEL SERVICES Controlled substances are required for 2 Fire/EMS FR-015 Controlled Substance Logs, Inventories/ Paper years after inventory or transaction; 21 CFR Ambulance Inventory Logs §1304.04, 1310.04 Fire/EMS FR-016 Emergency Medical PCR Database In%ite n/a Electronic/ Data is interrelated; GC§34090, 60201 et Magnetic seq. Department preference; Statute of Limitations Fire/EMS FR-017 EMS Complaints about Patient C jars Full File Paper for health providers is 3 years; 13 CCR Folder 1100.7, UFC§104.3.2, §104.3.4, GC§34090, 60201 et seq. EMS CQI (Continuous li Full File Statute of Limitations for health providers is 3 Fire EMS FR-018 Improvement)) Quali ssurance 3 years Folder Paper years; 13 CCR 1100.7, UFC§104.3.2, §104.3.4, GC§34090, 60201 et seq. Fire/EMS FR-019 HIPAA Policies and 1qWure ealth Superseded Policy Optical Disk Yes Yes: After 24 CFR 164.5300) Insurance POft anV40Mtability Act) +6 years Superseded (Laserfiche) (Laserfiche) QC&OD PETALUMA, CA. 95-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribu ithout prior written permission Adopted: 42 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted mments/Reference No. Retention (Final) Image (OFR) Commences Record System? C'd If the record is not listed here, refer to the Retention for City-Wide Standards ow 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 Patient Care Reports/PCRs/Paramedic providers"; Statute of Limitations for health Release Forms(EMS transportation)/ Full File Optical Disk Y es: After providers is 3 years; CCP§340.5, GC Fire EMS FR-020 Consent Form with Assignment of Benefits: 10 years Folder (Laserfi (L iche) QC&OD §34090; H&S§§1797.98(e) 123145;42 CFR ADULTS 482.24(b); 9 CCR 9444, 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 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 Patient Care Reports/PCRs/Paramedic providers"; Statute of Limitations for health Fire EMS FR-021 Release Forms(EMS transportation)/ 18 years F Optical Disk Yes Yes: After providers is 3 years; CCP§340.5, GC / Consent Form with Assignment of Benefits: Fo er (Laserfiche) (Laserfiche) QC&OD §34090; H&S§§1797.98(e) 123145;42 CFR JUVENILES 482.24(b); 9 CCR 9444, 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 MARSHAL/FIRE PREVENTION Fire/Fire Marshal& Consumer Fireworks Boot ermits Full File Department preference (meets auditing Fire FR-022 (Financial Data, etc.) 5 years Folder Paper standards); GC§34090 et seq. Prevention Fire/Fire Marshal & Fire Investigate - nce rson Optical Disk Yes Yes: After Department preference (Capital Crimes have Fire FR-023 Resulting i o id e r eaths P n/a (Laserfiche) (Laserfiche) QC&OD no statute of limitations); GC§34090 et seq. Prevention PETALUMA, CA. 95-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribu ithout prior written permission Adopted: 43 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted mments/Reference No. Retention (Final) Image (OFR) Commences Record System? C'd If the record is not listed here, refer to the Retention for City-Wide Standards Fire/Fire Fire Investigations-OTHER Than Arson When No Marshal& Resulting in Homicide or Death/ Longer CompletionOptical Disk Yes to Fire FR-024 including evidence of arson resulting in Required-- of (Laserfiche) (Las 'ch C D Department preference; GC§34090 et seq. Prevention great bodily harm Minimum 5 Investigation ears Fire/Fire Department Preference (meets municipal Marshal& FR-025 Fire Protection System Permit Billings 5 years Full File Pap government auditing requirements); GC§ Fire Folder N4 Prevention 34090 et seq. Fire/Fire Marshal& Fire Protection System Plans- Fire Life of the Op I Di Yes Yes: After Fire FR-026 Sprinkler plans, Fire Alarm Plans, Etc Structure n/a Las iche) (Laserfiche) QC&OD Department preference; GC§34090 et seq. Prevention Fire/Fire Marshal & FR-027 Fire Sprinkler Plans When uper d Paper Department preference; GC§34090 et seq. Fire Superseded Prevention Fire/Fire Marshal& FR-028 Pre-Citations, Citations, Notice of Violations Fu ile Paper Department preference; GC§34090 et seq. Fire older Prevention No Fire/Fire r Marshal& FR-029 Public Information/Education (whek'Nov d Full File Paper Department Preference; GC§34090 Fire produced internally) m 2 Folder Prevention Fire/Fire Marshal & FR-030 Remittance/Billing (C A, Haz ) 5 years Full File Paper Department preference (meets municipal Fire Folder government auditing standards); GC§34090 Prevention Fire/Fire Special Even its plo s Permits Life of Permit Marshal& FR-031 (assembly mits and mits,tent Minimum 5 Expiration of Paper Department Preference; CFC§§ 104.6— Fire permits, o fl years Permit 104.6.4 Prevention PETALUMA, CA. 95-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribu ithout prior written permission Adopted: 44 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted mments/Reference No. Retention (Final) Image (OFR) Commences Record System? C'd If the record is not listed here, refer to the Retention for City-Wide Standards Underground Storage Tank(City Owned - ow Removed) Monitoring and Maintenance records are Fire/Fire required on site for 3 years, 6%years for Marshal& FR-032 UST Monitoring, Inspections and 7.years Paper Full File cathodic protection maintenance, 5 years for Fire Maintenance, Release Detection Folder #400, calibration &maintenance of release Prevention Systems, Cathodic Protection detection systems; 23 CCR 2712(b); H&S §25284.2(i) Maintenance Records Fire/Fire Underground Storage Tanks-USTs (City Marshal & Owned- Removed) Life of the Full File O i i e FR-033 Yes: After Fire Tank Folder (L e (L rfiche) QC&OD 23 CCR 2712(b), H&S §25284.2(i) Prevention Repairs, Lining, Upgrades Underground Storage Tanks (City-Owned- Fire/Fire Marshal & O p isk Yes Yes: After Removed) Department Preference (required for the life Fire FR-034 P /a (Laserfiche) (Laserfiche) QC&OD of the tank); 23 CCR 2712(b), H&S Prevention Location, Soil Remediation, Monitoring §25284.2(i); GC§34090 et. seq. Well Records Fire/Fire When Marshal & Longer Fire FR-035 Weed Abatement/Vegetation Abatement R iced older Paper Department Preference; GC§34090 Prevention Mini 3 a PETALUMA, CA. 95-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribu ithout prior written permission Adopted: 45 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Retention Media of Image into Destroy Retention Total Official Paper a Record Records Description Period Trusted mments/Reference (OFR) No. Retention Commences (Final) System? Image Record C'd If the record is not listed here, refer to the Retention for City-Wide Standards OPERATIONS/SUPPRESSION Expiration of Fire/Ops FR-036 AQMD Permits (Generators, etc.) Permit Expiration of Paper 40 CFR 70.6; GC§34090 Minimum 2 Permit ears When No Longer. Fire/Ops FR-037 Daily Vehicle Inspections/Daily Equipment Required, Full File P r Department Preference; GC§34090 Checks/Safety Equipment Inspections Folder Minimum 3 ears Life of the Structure or Approvals, Inspections, Fires, Modification/ Fire Code Permits, CUPA Inspections, Activity, or Alternative Methods or Materials are Fire/Ops FR-038 Engine Company Business Inspections, Minimum 5 Full File Pap r S/I Yes: After Required for the Life of the Structure or Annual and Triannual Inspections years, er QC&OD Activity, or Minimum 5 years CFC§§ 104.6— Whichever is 104.6.4; GC§34090 Lon e Fire Vehicle,Apparatus, &Equipment Dis osal of Department Preference; If a motor carrier, History Files, le, required for 18 months after vehicle is sold; Fire/Ops FR-039 ra or ull File Optical Disk Yes Yes: After CHIP requires life of vehicle; OSHA requires 1 Certifications, Maintenance, Registrations Eq a Folder (Laserfiche) (Laserfiche) QC&OD year; 8 CCR§3203(b)(1);49 CFR Safety Certifications, etc. 3 y rs 396.21(b)(1);49 CFR 396.3(c); CCP§337 et. Seq., GC§34090 Fire/Ops FR-040 Generator Operation Logs& Inspec s- ars Full File Paper AQMD Rule 1470; GC§34090 Fixed/Stationary Generators #A Folder Fire/Ops FR-041 Generator Operation Logs& Inspe 'ons- 5 years Full File Paper AQMD Rule 1470; Form 400—E-13a 4 Portable/Emergency G tors Folder instructions; GC§34090 Hazardous Materials B ess Superseded Full File Fire/Ops FR-042 (HMBP) +5 ears Folder Paper Department Preference; GC§34090 PETALUMA, CA. 95-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribu ithout prior written permission Adopted: 46 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Retention Media of Image into Destro Retention Total Official Record Records Description Period O Trusted after aged Comments/Reference No. Retention (Final) (OFR) Commences Record System? 'd? If the record is not listed here, refer to the Retention for City-Wide Standards HUMAN RESOURCES EEOC/ADEA(Age)requires 1 year Duration of after benefit plan termination; Federal Human Benefit Plan Documents (CaIPERS, Contract Optical Disk Y s: After QC law requires 6 years after filing date for HR-002 the Contract'. Resources Optical, Dental, etc.) +6 years Termination (Laserfiche) a &OD retirement;-State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC§§12946, 12960, 34090 Department Preference; FLSA; Wage and hour laws are subject to a 3 year SOL; Bureau of National Affairs Human Classification/Reorganization Studies Full File recommends 2 years for all HR-003 (for employee classifications and 4 years P r supplementary Personnel records; Resources department structures) r Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC§§12946, 12960, 34090 Department Preference; Bureau of National Affairs recommends 2 years Human Minim 4 Full File for all supplementary Personnel Resources HR-004 Compensation Surveys&Studies years Folder Paper records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 All State and Federal laws require Human Department of F mp ment& Final Final retention until final disposition of formal HR-006 Disposition + Paper complaint; State requires 2 years after Resources Housing (DEER )CI s 3 years Disposition "fully and finally disposed"; 2 CCR 11013(c); GC§§12946, 12960, 34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 47 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Retention Media of Image into Destro Retention Total Official Record Records Description Period O Trusted after aged Comments/Reference No. Retention (Final) (OFR) Commences Record System? 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; Human Drug &Alcohol Test Results(All- Full File EEOC/FLSA/ADEA(Age) requires 3 Resources HR-008 Positives and Negatives) 5 years Folder Paper years 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 .,%111111114 Department Preference; When No EEOC/FLSA/ADEA(Age) requires 3 Longer years for promotion, demotion, transfer, Human ction selection, or discharge; State Law HR-015 Grievance Files/Investigations Required- Paper Resources Minimum 3 requires 2-3 years; 29 CFR 1602.14, 1602.31 & 1627.3(b)(1), GC§§ 3105, years' 12946, 12960, 34090; 29 USC 1113; LC§1198.5 Required for 1 year from termination or 3 years from hiring,whichever is later; EEOC/FLSA/ADEA(Age) requires 3 Human n +' Separation of years for"any other forms of Resources HR-009 I-9s 3 ears Employee Paper employment in ui yq ry"; State Law requires 2-3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC§§12946, 12960, 34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 48 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Retention Media of Image into Destro Retention Total Official Record Records Description Period O Trusted after aged Comments/Reference No. Retention (Final) (OFR) Commences Record System? 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department preference; EEOC/FLSA/ADEA(Age) requires 3 years for promotion, demotion, transfer, Human Job Descriptions/Classification Minimum selection, or discharge; State Law Resources HR-010 Specifications Superseded Superseded Paper requires 2-3 years; retirement benefits + 3years is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1)et seq., GC§§12946, 12960, 34090; 29 USC 1113 Labor Relations Files Human Minimum 10 Full File Resources HR-011 (Negotiation Notes, Correspondence, years r Paper Department Preference; GC§34090 Interpretation of MOU Provisions, Documentation, etc.) Separation + Department preference; Files 30 ye OR maintained separately; Claims can be T` 'na made for 30 years for toxic substance Human HR-011.1 Non-Industrial Long Term Disability e .s ration of Optical Disk Yes Yes: After QC exposure; 8 CCR§3204(d)(1)et seq., 8 Resources Claims 5 yea mployee (Laserfiche) (Laserfiche) &OD CCR 5144, 8 CCR 15400.2; 29 CFR whichev is 1910.1020(d)(1)(i), GC§§12946, 12960, 34090 Department Preference; Separation+ EEOC/FLSA/ADEA(Age)requires 3 30 years OR years for promotion, demotion, transfer, Personnel Files- ckgr nd Fi Termination lo selection, or discharge; State Law Human Separation of Optical Disk Yes Yes: After QC HR-013 (Executives In a ' of Benefits+ requires 2-3 years; 8 CCR Resources Technolo 5 years Empyee (Laserfiche) (Laserfiche) &OD §11040.7(7)(C); 29 CFR 1602.14, (whichever is 1602.31 & 1627.3(b)(1), GC§§ 3105, longer) 12946, 12960, 34090; 29 USC 1113; LC§1198.5 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 49 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of Retention Media of Image into Destro Retention Total Official Record Records Description Period O Trusted after aged Comments/Reference No. Retention (Final) (OFR) Commences Record System? 'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference; statute of Separation + limitations for retirement benefits is 6 Personnel Files- Employee File 30 years OR years from last action; Termination' EEOC/FLSA/ADEA(Age) requires 3 Human Includes Application, Evaluations, Separation of Optical Disk Yes: After QC years for promotion, demotion, transfer, HR-014 of Benefits+ Resources Policies, Oaths of Office, PAFs Employee (Laserfi erfiche) &OD selection, or discharge; State Law 5 years (Personnel Action Forms), etc. requires 2-3 years; 29 CFR 1602.14, (whichever is longer) 1602.31 & 1627.3(b)(1), GC§§ 3105, 12946, 12960, 34090; 29 USC 1113; LC§1198.5 Personnel Files- Medical File(all Separation + Department preference; Files employees) 30 years OR maintained separately; Claims can be Termination made for 30 years for toxic substance Human ara ' Optical Disk Yes Yes: After QC HR-016 of Benefits + exposure; 8 CCR§3204(d)(1)et seq., 8 Resources Pre-employment Medical Clearances, 5 years ee (Laserfiche) (Laserfiche) &OD CCR 5144, 8 CCR 15400.2; 29 CFR ADA Accommodations, Respirator Fit (whichever is 1910.1020(d)(1)(i), GC§§12946, Tests, etc. Ion 12960, 34090 Recruitment and Testing File Ole (Includes Advertisements,Applic 'on s Department preference; EEOC/FLSA/ Hiri ADEA(Age)requires 1-3 years; State Human HR-017 for Unsuccessful Candidates, I e + 3'' Hiring Paper Law requires 2-3 years; 29 CFR Resources Notes, Job Brochures, Test Da years Decision 1627.3(b)(1), 29 CFR 1602.14; 2 CCR Testing Analysis&statistical Me Job Analysis, Rating 11013(c); GC§§12946, 12960, 34090 Scantrons, etc.) Human Studies&Surve o cted n When No Preliminary drafts not retained in the Resources HR-018 Behalf of th ( Lea Longer n/a n/a ordinary course of business; GC Attrition, efi etc. Required §34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 50 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 8.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY & GIS Page IT-1 Office of Retention Media of Image into Desoe Retention Total Official Pape Record Records Description Period Trustedments/Reference No. Retention (Final) Imag(OFR) Commences Record System? C If the record is not listed here, refer to the Retention for City-Wide Standards INFORMATION TECHNOLOGY&GIS Used for Disaster Recovery Purposes Information When No Only; Considered a copy and can be Backups- DAILY/WEEKLY / Electronic/ Technology IT-001 Longer n/a destroyed when no longer required; tapes &GIS MONTHLY Required Magnetic are in autochangers and are overwritten; GC§34090 et seq. Used for Disaster Recovery Purposes Information Only; Store off-site in commercial storage Technology IT-002 Backups-ANNUAL 2 years 2 years E tr for disaster recovery; Considered a copy &GIS net and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC§34090 et seq. Information Enterprise System Catalogue (posted Minimum 2 Sup d, or Electronic/ Technology IT-003 on line) years year Magnetic GC§34090 et seq. &GIS Information Electronic/ Department Preference-Data is Technology IT-004 GIS Database Indefinite n Magnetic interrelated; GC§34090, H&S§19850 &GIS 41 Information When Preliminary documents not retained in the Technology IT-005 Network Configuration Maps& Plans n/a n/a ordinary course of business; GC§34090 et &GIS Re ur seq. Information Video Recordings-Operations of IL IElectronic/ Records"regular and ongoing operations"; Technology IT-009 the City(City Employees 1 yea 1 year Magnetic GC§34090.6 &GIS Performing Work) Information hen No Video Recordings-Parking Lo Electronic/ Does not record "regular and ongoing Technology IT-010 onger n/a &GIS Public Areas VFRequired Magnetic operations"; GC§34090.6 WORM/DVD-r -r/ e Ray-R For legal compliance for Trustworthy Information Electronic Records (when the electronic Technology IT-011 or other UNALT M A thatP n/a Optical Disk Yes Yes:After record serves as the official record); GC &GIS does not d s, etions, (Laserfiche) (Laserfiche) OC&OD 34090, 12168.7, EVC 1550, 2 CCR 22620 or cha et seq.. PETALUMA, CA © -2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute out prior written permission Adopted: 51 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of Retention Media of Image into ID Record Retention Records Description Total Period Official Trusted P omments/Reference No. Retention (Final) aged && (OFR) Commences Record System? ,d? If the record is not listed here, refer to the Retention for City-Wide Standards PLANNING Planning PL-002 Administrative Reviews (final P n/a Optical Dis es es:After Department preference; GC determination letter, plans, etc..) (Lase rfi jse��1111111110 QC&OD §34090 Planning PL-004 Annexations/Boundaries/ P n/a O al Di Yes Yes:After Land Records; GC§34090 Consolidations/LAFCO ase e) aserfiche) QC&OD Not all internal communications and notes are required to be Environmental Determinations: saved; "E-mails that do not provide Environmental Impact Reports (EIRs), insight into the project or the Negative Declarations, Categorical agency's CEQA compliance with Exceptions, etc.) /CEQA/NEPA respect to the project—are not Comple o ompl on of within the scope of section Planning PL-005 Correspondence submitted to, or CEQA Pro rocess Paper 21167.6, subdivision (e)and need transferred from the agency, and all not be retained." Golden Door internal agency communications, Properties, LLC v. Superior Court including staff notes related to a n of San Diego County (County of exempt CEQA action San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); AL PRC 21167,6; GC§34090 Environmental Deter ' tions. Usually filed in the project file; Final Environmental Im t ( Rs), Optical Disk Yes Yes:After environmental determinations are Planning PL-006 Negative Decla ns, tc.) P n/a required to be kept a"reasonable (Laserfiche) (Laserfiche) QC&OD period of time"; 14 CCR§15095(c); Inside Ci o ies GC§34090 Gen C1P/1Q*e?ffs and Optical Disk Yes Yes:After City Clerk Maintains all Agenda Planning PL-007 n P n/a (Laserfiche) (Laserfiche) QC&OD Packets Permanently; GC §34090.7 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute Whout prior written permission from GGS(909)337-3516 Adopted: 52 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of Retention Media of Image into ID Record Retention Records Description Total Period Official Trusted P omments/Reference No. Retention (Final) aged && (OFR) Commences Record System? ,d? If the record is not listed here, refer to the Retention for City-Wide Standards Historic Preservation Survey, Optical Disk es:After Department Preference; GC Planning PL-011 Evaluations and Designations P n/a (Laserfiche ase fiche) C&OD §34090 Planning PL-012 Master Plans, Specific Plans, Land Use P n/a Optica ' k Yes:After Department Preference; GC Plans, etc. ( rfich (Laserfiche) QC&OD §34090 JAfter Issuance of Certificate of Occupancy,'or 4 Preliminary drafts not retained in Planning PL-013 Materials Boards Final Permit° n/a n/a the ordinary course of business; Sign-Off, GC§34090 whichever is later Permits-Over the Counter(OTC moor Planning PL-014 Permits)/Temporary Zoning r11111111 7 s ull File Folder Paper GC§34090 Permit/Limited Term Permit, including Christmas Trees and Pumpkin Lots Electronic/ Department Preference-Data is Planning PL-019 Planning Project Databa! Wolfinite n/a Magnetic interrelated; GC§34090, H&S §19850 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 53 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 11.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of Retention Media of Image into D Record Retention Records Description Total Period Official Trusted P er afte omments/Reference No. Retention (Final) aged& (OFR) Commences Record System? ,d? If the record is not listed here, refer to the Retention for City-Wide Standards Planning Project Files -Approved Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Department preference; Final Environmental Determinations, Staff ti isk Yes Yes:After environmental determinations are Planning PL-020 Reports, Plans&Maps) P n/a rfich (Laserfiche) QC&OD required to be kept a"reasonable period of time"; 14 CCR§15095(c); Examples: Conditional Use Permits(CUPs), GC§§34090, 34090.7 Correspondence, Design Review, Parcel Maps, Planned Unit Developments(PUD), Site Plans,Tentative Subdivisions, Variances,Zone Changes,etc. Minim Department preference; GC Planning PL-021 Preliminary Review File 2years F Folder Paper §34090 Public Art/Art in Public Places, or Art Optical Disk Yes Yes:After Department preference; GC Planning PL-022 Owned by the City n/a (Laserfiche) (Laserfiche) QC&OD §34090 Planning PL-014 Short Term Vacation Rental Pe its Expr 'on +2 Expiration of Paper Department Preference; GC ars Permit §34090 Special Studies(Not related a P ct Minimum 2 Department Preference; GC Planning PL-027 -Noise in the Downto n Corri r, etc. years Full File Folder Paper §34090 Planning PL-029 Zoning Maps a0roric y Signifi nt) P n/a Optical Disk Yes Yes:After Department Preference; GC (Laserfiche) (Laserfiche) QC&OD §34090.7 Nor PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 54 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record Retention Records Description Total Corn nts/ re (OFR) No. Retention /f the record is not listed here, refer to the Retention for City-Wide Standards POLICE ADMINISTRATION Police/ Separation City preference; 8 CC §11 7) ; 29 CFR 1602.31 & 1627.3(b)(1), GC§§ Administration PD-001 Background File/ Investigations- Hired +5 ears 3105, 12946, 12960, , 9 C 1113 Police/ PD-002 Background File/ Investigations- NOT Hired 4 years Department pr 29 CF 602.31 & 1627.3(b)(1), GC§§3105, 12946, Administration 12960, 3409 Police/ Department Policies& Procedures/Department Superseded Administration PD-003 Directives/General Orders +4 years Depart t P nce; §34090 et seq. SVars o th L w of Policy; State requires for at least 5 years for Civilian Police/ Final ; oth tate&Federal laws require retention until final disposition of Administration PD-004 Internal Investigations-Civilian Complaints Disposition ; State requires 2 years after action is taken; Statute of Limitations + 5 y a er the discovery of the offense for misconduct in office; PC 801.5, 832,5; EVC§ 1045(b)(1), GC§§12946, 12960, 34090;VC§2547 Police/ Internal Investigations- Internally-Generated final Consistent with Lexipol Policy; Not a civilian complaint; other State& Federal laws Administration PD-005 Complaints Disp ion require retention until final disposition of formal complaint; State requires 2 years e after action is taken; EVC§1045, GC§§12946, 12960, 34090 Police/ Personnel Training Files(Includes Range Separ n City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC§§3105, 12946, 12960, Administration PD-006 Qualifications) ars 34090; 29 USC 1113 Police/ PD-007 Pitchess Motions Notifications 2 years GC§34090 Administration Police/ PD-008 Press Releases 3 years Department Preference; GC§ 34090 et seq. Administration Police/ In ears 5 Administration PD-009 Professional Standards a s ears Department preference; GC§§12946, 12960, 34090 'N4%W/ Police/ Report of data regardingVe u r,type, or Administration PD-010 disposition of co aints ag st its officers 2 years GC§34090 et seq. (optional) CODE ENFORCEMENT Police/Code Code EntAllikeem Abatement Case Files/ Resolution Department preference; Case is open until satisfactorily resolved (some cases are Enforcement PD-011 Admi ati tatio Vehicle Abatement +2 ears not resolved); CFC§104.3.4, GC§34090 Police/Code PD-012 e En cem atabase Indefinite Data Fields/Records are interrelated; GC§34090 Enforcement COMMUNICATIONS PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 55 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record Retention Total (OFR) No. Records Description Retention Cornnts/ re If the record is not listed here, refer to the Retention for City-Wide Standards Police/ PD-013 Alarm Notifications 2 years GC§34090 Communications Police/ Department PreferencaWMWSortilt standard); Statewide guidelines propose 180 Communications PD-014 Audio Recordings-Radio or Telephone 2 years days(legally m for 00 s); (may be discoverable or made public in some circu nce GC 90, 34090.6 Police/ Expiration Communications PD-015 Emergency Protective Orders(Issued by the City) 2 ears Depart t p nce; §34090 Police/ Expiration Communications PD-016 Trespass Letters 2 ears D e refere e; GC§34090 GIS& Information Technology& PD-017 Video Recordings-Operations of the City, 2 e De rtme eference (1 year is mandated); Records"regular and ongoing Police/ Building Security, Y e ions"; GC§34090.6 Communications INV ATIONS Police/ PD-018 Asset Forfeiture Per Federal DOJ requirements (Equitable Sharing Guide); GC§34090 Investigations am Police/ PD-019 Fingerprint Examiner Files A sated' Department preference GC§34090 Investigations Case. Report Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity Police/ No Longer and the information is relevant to that criminal conduct or activity. Investigations PD-020 Intelligence Files(Crimin I Ili e F' than 5 years 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 Police/ PD-021 Investigation se ent Database Investigations Indefinite Data Fields/Records are interrelated; GC§34090 Police/ Department Preference to provide information to other agencies; Non-records Investigations PD-022 Pawn i s 2 years used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; GC§34090 Police/ Life of the Department Preference;After 2021, Offenders can petition Court for removal 10 or Investigations PD-023 R ffenders-Adults Registrant 20 years after offense, provided there are no subsequent offenses; Pursuant to PC§290 et seq. PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 56 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record Retention Total (OFR) No. Records Description Retention Cornnts/ re If the record is not listed here, refer to the Retention for City-Wide Standards Life of the Registrant Police/ or Sealing Department Preferenc 0 , Offenders can petition Court for removal 10 or Investigations PD-024 Registered Sex Offenders-Juveniles Date+ 5 20 years after o provided re are no subsequent offenses; Pursuant to years(or IPC§290 et s ;W §78 Court Order PATROL Police/Patrol PD-025 Canine(Police Service Dogs)Program Files g3ears 3 e i quire for animal care/treatment records; FA§32003(e), PC § 7.1 GC 4090 et seq. Police/ Info ant i rmation; Does not contain criminal intelligence information Investigations or PD-026 Confidential Informant Files Patrol ing individuals; Department preference GC§34090 Police/Patrol PD-027 Daily Duty Roster Scheduling Database ears GC§34090 Police/Patrol PD-028 PAS Device Accuracy Check Logs 5 Department preference; GC§34090 et seq. Police/Patrol PD-029 Radar Calibration Records ea GC§34090 et seq. Preliminary drafts not made or retained for the purpose of preserving the Police/Patrol PD-030 Special Events/Operations Plans ars informational content for future reference; GC§34090, GC§6252; 64 Ops. Cal. Att . Gen. 317 1981 P &EVIDENCE Follows the Police/Property& Retention of thUREev'Evidence PD-031 Body-Worn Camera Videonce the Department preference; PC§832.18(b)(5)(B)&(C); GC§34090.6 et seq. Evidence, 3 Ears Police/Property& PD-032 Body-Worn Cam Video that We NOT 2 ears Department reference; PC 832.18 b 5 A ; GC 34090.6 et se Evidence evidence Y p p § O( )( ) § q' Same as Police/Property& PD-033 Evidence iA��y and Disposal Records Associated Department Preference; GC§34090 Evidence Case Id Report Police/Property&Evidence PD-034 T uracy Check Logs 5 years Department Preference; GC§34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 57 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record Retention Records Description Total Corn nts/ re (OFR) No. Retention /f the record is not listed here, refer to the Retention for City-Wide Standards Police/Property& PD-035 Property& Evidence Database Indefinite Data Fields/Records f0ntrreIatGC§34090 Evidence RECORDS Police/Records PD-036 Arrest Logs Press Logs 7 daI Department pr ; Pr drafts not retained in the ordinary course of business; G 409 et se . Police/Records PD-037 Case Logs 2 yeDepartm t iminary drafts not retained in the ordinary course of busin GC§ 0 et seq. StatutLimitatPolice/Records PD-038 Case Reports: Active Pre-Sentencing Warrants Ap r tD rtm erence; GC§34090 et seq. CrimiChar Police/Records PD-039 Case Reports: Child Abuse or Neglect- P Department Preference; DOJ retains CACI (Child Abuse Central Index)information Substantiated, Adult Suspect for adults 100 years; PC§ 11169(i); GC§34090 yea Case Reports: Child Abuse or Neglect- fro Police Records PD-040 Substantiated, Juvenile Suspect ct's PC§ 11170(a)(3); GC§34090 Last Incident 10 years Case Reports: Child Abuse or lect- from Department Preference; Unsubstantiated/Inconclusive reports are not sent to the Police/Records PD-041 Unsubstantiated/ Inconc u Suspect's DOJ/CACI Index; GC§34090 Last Incident Statute of Department preference; Limitations -Stolen firearm—Permanent or NCIC -Stolen boat, vehicle, vehicle part, license plate—Year entered +4 years Police/Records PD-042 Case Re s: C ' inal -No Arrest -Other stolen property, lost property—3 years Expiration, PC 799-806, 832; CJIS Manual,Terminal Operator's Guide, Stolen Vehicle whichever is1GC§ System section 1.2.4 and Automated Property System section 5.3 (rev 12/2008); 111 longer: GC§ 34090 Police/Records PD-043 etention Only under PC 849(b) 3 ears- 34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 58 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record Retention Records Description Total Corn nts/ re (OFR) No. Retention If the record is not listed here, refer to the Retention for City-Wide Standards Date of Police/Records PD-044 Case Reports: Factually Innocent Petition DateArrest o 3 Individual petitions Dis A orney, eriff concurs that person is factually Accepted Records Sealed Pending Destruction innocent, then seals r r D troy); GC§34090; PC§851.8(a) ears Until Department P re ; h imitations on commencement of action; PC 799- Police/Records PD-045 Case Reports: Homicide-Conviction Released 806; GC§3 0 from Prison IMW Police/Records PD-046 Case Reports: Homicide-No Prosecution or P Depa nt Pre nce; have no limitations on commencement of action; PC 799- Prosecution with No Conviction 806,0C§3490 Police/Records PD-047 Case Reports: Kidnapping-Active P Pref nce; have no limitations on commencement of action; PC 799- 8 G 40 Clos De men t reference; have no limitations on commencement of action; PC 799- Police/Records PD-048 Case Reports: Kidnapping- Found/Recovered Case+ §34090 ears Case Reports: Misdemeanor or Infraction-Adult Police/Records PD-049 Marijuana/Cannabis- H&S§11357(b)or(c)or 2 ("Shall" Destroy); H&S§11361.5; GC§34090 H&S§11360(b)(with procedure in H&S§1136 .5) Convi n Case Reports: Misdemeanor or Infracti _ o st if Police/Records PD-050 No (Courts and other Agencies"Shall" Destroy); H&S§11361.5; GC§34090 Juvenile Marijuana/Cannabis- H&S§11 a) onviction) +'2 years Case Reports: Misdemeanor o fraction Offender is Marijuana/Records PD-051 Marijuana/Cannabis§11 (d) uvenile 18 Years Courts and other A " " H&S 11361.5 et se 11 357 d School Grounds during h o ( Agencies Shall destroy); § a'' ( ) procedure in H&S§1136 ) Old Police/Records PD-052 Case Reports: An -A ive P Department Preference; have no limitations on commencement of action; PC 799- 806; GC§34090 Police/Records PD-053 Case Repo Missing - Found/ 2 years GC§ 34090 Recover 10 Case o on-c ' nal (informational, agency as ' ici c' mstances, restraining order, Police/Records PD-054 I foun rope owed/impounded vehicle, 2 years GC§ 34090 r property/vehicle, municipal code 'gookkpla Police/Records I PD-W Apse rts: Officer-Involved Shootings 5 years IDepartment preference; GC§34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 59 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record Retention Total (OFR) No. Records Description Retention Cornn.nts/ re If the record is not listed here, refer to the Retention for City-Wide Standards Life of the Department preferenceo ant C§457.1 et seq.; required to register for life; Police/Records PD-056 Case Reports: Registrants: Arson-Adults If released from CYA, cord de yed after age 25 or sealing pursuant to Registrant W&I §781; GC§3409 Age 25 or Police/Records PD-057 Case Reports: Registrants: Arson-Juveniles Sealing Pursuant to §457 et s released from CYA, records are destroyed after released from California Youth Authority Date+ 5 age 25 or se W&I §781; GC§34090.7 ears Police/Records PD-058 Case Reports: Registrants: Narcotic 5 years DeVre e; Registration is required for 5 years; GC§34090, H&S S§11594(a) Sealing Date + 5 Case Reports: Sealed Adult, Juvenile and Ward Sejuveniles and wards of the Court must be destroyed 5 years Police/Records PD-059 Cases years aling date; CCP§§340.1, GC§34090; W&I §§389(a), 781(d) Court der U Department Preference; have no limitations on commencement of action; PC 799; Police/Records PD-060 Case Reports: Sexual Assault-Conviction a GC§ 34090 rom Pr' n Case Reports: Sexual Assault- No Pro cution o There are no statute of limitations for rape, sodomy, lewd or lascivious acts, Police/Records PD-061 No Conviction P continuous sexual abuse of a child, oral copulation, and sexual penetration, PC 799,801.1, 803; GC§34090 Police/Records PD-062 Case Reports: Suicide or Natur eat 2 ears GC§34090 Police/Records PD-063 Case Reports: Traffic Collision Fatal 5 ears Department preference; GC§34090 Police/Records PD-064 Case Reports: Traffic Coll' ' ns on-Fat 5 ears Department preference; GC§34090 Police/Records PD-065 Case Reports: Use of ce 5 Vears Department preference; GC§34090 Police/Records PD-066 Case Reports:All Others 5 ears Department Preference; PC 799-806; GC§34090 Police/Records PD-067 Field Interview C 5 ears Department preference; Preliminary Drafts; GC§34090 et seq. Police/Records PD-068 Jail Logs/Ju le ogs and Reports 2 ears GC§34090 et seq. Police/Records PD-069 Live Sca plic ns—Employees Separation+2ears GC§34090 et seq. Police/Records PD-070 LiveVWAp1WatiogF Public Applicants 2 years JGC§34090 Police/Records PD-071 N Vagation'W 2 years JGC§34090 ff%kX'- PETALUMA, CA. G '95-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute v�.(hout prior written permission from GGS(909)337-3516 Adopted: 60 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 12.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record Retention Total (OFR) No. Records Description Retention Cornis/ re If the record is not listed here, refer to the Retention for City-Wide Standards Permits (Alarm, Cannabis Business, Carry pindefir�ite Police/Records PD-072 Concealed Weapon (CCW), Massage, Solicitor, Department preferencrGoOlNeeq. Special Event, Taxi Driver) Police/Records PD-073 Police Records Management System (RMS) Data Fields ecor terrelated; GC§34090 Database Police/Records PD-074 Ride-Along Cards 2 ears Depa nt pre nce; GC§34090 et seq. Police/Records PD-075 Subpoenas (Records)/Subpoena Log 2 ears GC 090 Police/Records PD-076 Traffic Citations (Parking,Traffic), Logs, Payment 2 years EkalXt pr ence; GC§34090 et seq. Receipts Police/Records PD-077 Uniform Crime Reports(UCR)Submission 2 veaa FileXon lin ith the State; GC§34090 _qq Police/Records PD-078 Visitor Logs(Front Counter, Evidence Room) 2 years ent preference; Preliminary drafts not retained in the ordinary course of bu s; GC§34090 et seq. PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 61 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards PUBLIC WORKS/AIRPORT AS/Risk PW-001 Accident/Incident Reports: Aircraft 5 years Full File Folder Paper Department preference; GC§34090 Manag. (sent to FAA) Airport Leases, Licenses, Hangars& Copies City Clerk PW-003 Tiedowns, Ground Leases, Storage When No n/a n/a Send all originals to the City Clerk; GC Units Longer §34090.7 Required Public Works/ Airport Operations& Inspections (FAA Superseded Airport PW-004 Circulars, etc.) +2 years Expiration of Superseded GC§34090 Public Works/ Airport State License(Safety Expirati n of Covers all statute of limitations; GC Airport PW-005 Inspections) License+4 Licen Pape §34090, CCP§337 et seq. years Department Preference (consistent with Code Enforcement and Operational Public Works/ CalTrans Aeronautics Inspections Complaints); Statewide Guidelines Airport PW-006 (Annual -includes letters of corrections 3 year FuoFileIder Paper recommend Current Year+ 10 years for and citations) Runway Inspections, Current Year+2 years for Safety Self-Inspections; GC §34090 et seq. Department Preference (consistent with Citations/Code Enforceme A ns other Code Enforcement and Public Works/ jution + Operational Complaints); Statewide Airport PW-007 Notices of Violations (includ of 3 years Resolution Paper guidelines recommend Current Year+ and safety complaints) 10 years for Noise Monitoring & Complaints; GC§34090 et seq. Public Works/ Customer Lis ncl s hangar When No Transitory Record/Preliminary Draft; PW-008 Longer n/a n/a- Airport inventories ed nve es) Required GC§34090 et seq. Daily g PW-009 s& ainte e: Meter Public Works/ Rea ts, Facility 10 years Full File Folder Paper Department preference; GC§34090, 14 Airport n e Logs,Technical CFR 171.13, 171.327 erf an ecord (FAA Forms) PETALUMA, CA. X5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 62 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Media of nd& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Department preference; EEOC/FLSA/ADEA(Age)requires 3 years for promotion, demotion, transfer, Public Works/ Employee Training Records(Airport Separation + Separation of selection, or discharge; State Law Airport PW-009.1 Employees) 5 years Employee Paper requires 2-3 years for personnel actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(1), LC§6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Public Works/ Department Preference (meets Airport PW-010 Fuel and Gas Usage (Fuel Master) 5 years Full File der Pape municipal government auditing standards); GC§34090 Public Works/ Upon Airport PW-011 Gate Card User List Disabling of nger le Folder Paper Transitory records; GC§34090 Card Copie W hen N City Clerk PW-012 Master Plan n/a Copies; GC§34090.7 R 'red IF MSDS may be destroyed as long as a record of the chemical/substance/ Public Works/ MSDS(Material Safety Data S ets Optical Disk Yes Yes: After agent,where&when it was used is Airport PW-013 Safety Data Sheets(SDS) s 3 ars Full File Folder (Laserfiche) (Laserfiche) QC&OD maintained for 30 years;Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3) Department Preference; Monitoring Public Works/ NPDES Per mi orm ter Disc arge Superseded' Permit records required for 3 years; 40 CFR Airport PW-014 Permit) +_3'years Superseded Paper §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Stor ater: n o ustody, Department preference; Code of Airport PW-015 S it or , Lab Reports 4 years Full File Folder Paper Federal Regulations requires 3 years; 40 CFR 122.410)(2) PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 63 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? /f the record is not listed here, refer to the Retention for City-Wide Standards Stormwater: Industrial Notices/Code Public Works/ Resolution + Code of Federal Regulations requires 3 PW-016 Enforcement/Violations/Spill Resolution Paper Airport Response 3 years years;40 CFR 122.410)(2) OPERATIONS-FO Public Works/ PW 017 Solid Waste/AB 939 Compliance/ 10years- Full File Folder Paper Department Preference; GC§34090 Ops- FO Tonnage Reports 10 Public Works/ Underground Service Alerts(USA's)/ Department Preference (required for 3 Ops- FO PW-018 Dig Alerts 3 years Full File Folder ap years); GC§§4216.2(d)&4216.3(d), 34090 ENGINEER-CITY Public Works/ Engineer-City PW-019 Aerial Maps(Analog/Historical) P n/a aper Department Preference; GC§34090 Public Works/ Optical Disk Yes Yes: After Engineer-City PW-020 Benchmarks P a (Laserfiche) (Laserfiche) QC&OD Department Preference; GC§34090 Capital Improvement Projects(CIP): Co tion+ Department preference; Some grant Maintenance Projects (All Records) a or funding agencies require audits; Statute A un of Limitations for Errors&Omissions is Public Works/ Completion of Optical Disk Yes Yes: After PW-021 Examples of Maintenance Projects: Agen Audit, not applicable; Statute of Limitations: Engineer-City Painting, Pavement Overlays, Rep 's, if re' red, Project (Laserfiche) (Laserfiche) QC&OD Contracts&Spec's=4 years; Statewide Ramps, Re-Roof,Sidewalk Rep 'rs, rry ever is guidelines propose termination +5 Seals,etc. longer years; CCP§337 et. seq., GC§34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 64 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? /f the record is not listed here, refer to the Retention for City-Wide Standards Capital Improvement Projects(CIP): Department preference; Some grant Administration File/NOT Scanned Completion+ funding agencies require audits; Statute 10 years or of Limitations for Errors&Omissions is Project Administration, Certified Payrolls, After'Funding 10 years; Statute of Limitations: Public Works/ Agency Audit,PW-022 Community Outreach/Notifications, Completion of Optical Yes: After Contracts&Spec's=4 years, Wrongful Engineer-City Insurance Certificates, Project Schedules, if required, Project (Las he aserfiche) QC&OD Death=comp. +5 years, Progress meetings, Punch Lists, Real Estate whichever is Developers=Comp. + 10 years; Appraisals, RFIs&Responses,Temporary Statewide guidelines propose Easements,Construction Manager's Logs, longer termination + 5 years; CCP§337 et. Daily Inspections, Daily Logs, etc. seq., GC§34090 Capital Improvement Projects(CIP): Permanent File/Scanned Records Specifications&Addenda,Agreement/ Department preference; retained for Contract(copy),Successful Proposal, disaster preparedness purposes; Public Works/ Change Orders, EIRs, Geotechnical Studies Optical Disk Yes Yes: After PW-023 P Statewide guidelines propose Engineer-City &Reports, Operations&Maintenance (Laserfiche) (Laserfiche) QC&OD Permanent for Infrastructure plans; GC Manuals(O&M Manuals,)Materials Testing §34090 Reports, Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos,Soil Reports, Studies,Submittal Surveys,etc. Public Works/ Optical Disk Yes Yes: After Engineer-City PW-024 Certificate of Compliance P n/a (Laserfiche) (Laserfiche) QC&OD Department Preference; GC§34090 Corresponden Re atory Agencies No la to a CIP (State Department preference; Some Public Works/ Minimum 5 correspondence from Regulatory Engineer-City PW-025 & Federa nc EP ealth years Full File Folder Paper Agencies need to be retained for long Depa nt, Week Hance, Flood De WalM periods of time; GC§34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 65 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Deeds, Easements, Liens, Rights of Copies-- Way When No Send all originals to the City Clerk; GC City Clerk PW-026 Longer n/a n/a §34090 et seq. Send all originals to the City Clerk Required Public Works/ PW 027 Design &Construction Standards- 50 years Full File Folder Optical Yes: After Department Preference; GC§34090 Engineer-City Authored by the City (Las the aserfiche) QC&OD Drawings, Maps, Plans and Record Drafts should be destroyed; Some Drawings, Capital Improvement Project maps are also retained by Planning; Public Works/ ptic i Yes Yes: After PW-028 "As-Built", Base Maps, Subdivision P Full File Folder Selected maps are retained in Public Engineer-City Maps, Public Improvement Plans, serfi ) (Laserfiche) QC&OD Works for administrative purposes; GC Grading Plans §34090, 34090.7 Public Works/ Optical Disk Yes Yes: After Engineer-City PW-029 Encroachments- Permanent P (Laserfiche) (Laserfiche) QC&OD Department Preference; GC§34090 Public Works/ Ex iration E on of Optical Disk Yes Yes: After Engineer-City PW-029.1 Encroachments-Temporary ears croachment (Laserfiche) (Laserfiche) QC&OD Department Preference; GC§34090 Engineering Studies/Surveys- Public Works/ PW-030 Preliminary Studies/Project n/a Optical Disk Yes Yes: After Department Preference; GC§34090 Engineer-City Assessments (Laserfiche) (Laserfiche) QC&OD Geotechnical and Soil Repo Public Works/ Optical Disk Yes Yes: After PW-031 Hydrology Reports(Authore n b If P n/a Department Preference; GC§34090 Engineer-City of the City) (Laserfiche) (Laserfiche) QC&OD Lighting and Lands tric 5 Public Works/ Special District ssme / Department preference; Meets auditing Engineer-City PW-033 Annual Asse ent ngineers years Full File Folder Paper standards; GC§34090 et seq. Reports of As ts) Public Works/ Lightin d nds istricts/ Optical Disk Yes Yes: After Department preference (copies of what PW-033.1 P n/a was presented to the City Council; GC Engineer-City Spe Dis m ion (Laserfiche) (Laserfiche) QC&OD §34090 et seq. PETALUMA, CA. 5-2021 Gla dwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 66 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Master Plans: Bikeway, Pavement, Optical Disk Ye fter Department preference; Drafts should Engineer-City PW-034 Sewer, Traffic, etc. P n/a (Laserfiche) (Las C OD be destroyed; GC§34090 When No Building PW-035 Plan Checks for Building Permits Longer n/a n/a Preliminary drafts; GC§34090 et seq. Required Private Land Development Projects/ Job Files: Administration File Statute of Limitations for Errors& Construction Inspections,Correspondence, Omissions is 10 years; Statute of Public Works/ Photos, Private Lab Verifications,Testing Completion+ Completi O 'cal Disk Yes Yes: After Limitations: Contracts&Spec's=4 Engineer-City PW-036 Lab Final Reports,etc. 10 ears Pro'ect rfiche Laserfiche QC&OD ears,Wrongful Death=com + 5 g• Y Y 1 ) ( ) Y 9 p• Examples: CUPs,Lot Line Adjustments, years, Developers=comp. + 10 years; Parcel Maps, Precise Alignment, Specific CCP§337 et. seq., GC§34090 Plans, Split Lots, Subdivisions, Tracts,. TPMs, TSMs Private Land Development Projects/ Job Files: Permanent Files Drainage, Driveway,Grading Plans, Rig of Way,Soil Reports, Stormwater, Public Works/ Optical Disk Yes Yes: After Department preference; retained for PW-037 Dedications, Easements,Aband ent P n/a disaster preparedness purposes; GC Engineer-City (City Clerk is OFR) (Laserfiche) (Laserfiche) QC&OD §34090 Examples: CUPs, Line Add Parcel Maps, Pr e Ali ent, Specific Plans, Split Lots, b ions, racts, TPMs, TS PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 67 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Traffic Congestion Management Plans, Engineer-City PW-038 Traffic Counts,Traffic Intersection 10 years Full File Folder Paper Department preference; GC§34090 Records,Traffic Speed Surveys Public Works/ Traffic Signal Preventative Maintenance Life of the l 1� Engineer-City PW-039 Inspections Signal Pole+ Full File Folder Pa r Department Preference; GC§34090 3 years Public Works/ Underground Service Alerts(USA's)/ Department Preference (required for 3 PW-040 3 years Full File Folder r years); GC§§4216.2(d)&4216.3(d), Engineer-City Dig Alerts 34090 ENVIRONMENTA&&ERV S Aboveground CNG Storage Tanks Public Works/ (Agency Owned) Department Preference; applies to both Environmental PW-041 20 years a der Paper Tier I and Tier II Tanks; (Tier II tanks Services Spill Prevention Control and are required to have an integrity test Countermeasures(SPCC), Inspections, every 20 years); GC§60201 Integrity Testing, Maintenance, Repairs Public Works/ Environmental PW-042 AQMD Permits (Generators, etc.) Expy ps Full File Folder Paper 40 CFR 70.6; GC§34090 Services Code of Federal Regulations requires 3 Biosolids/Sewage Sludge R ova Public Works/ years, 5 years for sewage sludge and Environmental PW-043 (from Wastewater Tre ent t) 5 years Full File Folder Paper removal; 40 CFR 61.54, 122.410)(2), Services 503.47;WC§13263.2(b)et seq; GC §34090 Public Works/ Minimum 5 Electronic/ Environmental PW-044 CCTV-Outfal years Full File Folder Magnetic Department preference; GC§34090 Services Public Works/ 8 CCR 5157(d)(14)&(e)(6); 29 CFR Environmental PW-045 Con<ijAftelres 3 years Full File Folder Paper 1910.146(e)(6); GC§34090 Services PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 68 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Conservation Programs/Rebate Department Preference (meets auditing Environmental PW-046 5 years Full File Folder Papercol Services Programs/Check Requests standards); GC§34090 Public Works/ Environmental Agencies/Regulatory Agencies/Regional Board Minimum 5 Environmental PW-047 Communications not in other categories years Full File Folder Pa r Department Preference; GC§34090 Services (EPA, DHS,etc.) Department preference; Monitoring Public Works/ FOG (Fats, Oil &Grease)/Source records required for 3 years; POTW Environmental PW-048 Control/Pretreatment Annual/Semi- Minimum 4 Full File Ider Pape reports are required for 3 years;40 44 Services Annual Reports years CFR§§122.21, 122.41;40 CFR 403.12; GC§34090 Public Works/ Generator Operation Logs& Environmental PW-049 Inspections- Fixed/Stationary 3 yearP11 er Paper AQMD Rule 1470; GC§34090 Services Generators Public Works/ Generator Operation Logs& AQMD Rule 1470; Form 400—E-13a Environmental PW-050 Inspections- Portable/Emergency earder Paper instructions; GC§34090 Services Generators Public Works/ IF Department Preference (City has Hazardous Waste Manifests/ Optical Disk Yes Yes: After "cradle to grave"liability);40 CFR Environmental PW-051 Certificates of Disposal n/a (Laserfiche) (Laserfiche) QC&OD 262.40, 8 CCR 3204(d)(1)(A), 22 CCR Services 66262.40 Public Works/ Lab Reports&Chains of Cu dy: Department Preference;40 CFR Environmental PW-052 Wastewater Treatment/Re led 5 years - Full File Folder Paper 141.33(a)and (b)(1); 22 CCR§64470 Services Water Ah Public Works/ Log Book Recy W er Pu Environmental PW-053 7 years Full File Folder Paper Department preference; GC§34090 Services Stations Public Works/ Opera ' s ain Manuals Life of Facility Life of Facility Department Preference; GC§34090 et. Environmental PW-054 (O& anu or Equipment or Equipment Paper seq. Services IN PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 69 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Environmental PW-055 Recycled Water Annual Report 5 years Full File Folder Paper Department preference; GC§34090 Services Cm% Public Works/ Environmental PW-056 Recycled Water Monitoring Records 3 years Full File Folder Paper Department preference; GC§34090 Services ,, 4GQ Public Works/ Recycled Water Permit Including Superseded Department preference; GC§34090; Environmental PW-057 Engineer Report +5 years Superseded ap RW Order 96-011 Services SCADA Database (Supervisory Control ectro Data is interrelated; system qualifies as Lead Dept. PW-058 Indefinite n/ a "trusted system"; GC§§34090, and Data Acquisition) gnetic 12168.7 Public Works/ Minimum 5' Environmental PW-059 Sewer Lift Station Inspections '1111ile Folder Paper Department preference; GC§34090 Services yearn Public Works/ Department Preference; Monitoring Environmental PW-060 Stormwater NPDES Monitoring and years u older Paper records required for 3 years; 40 CFR Services Inspection §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Department preference; Monitoring Environmental PW-061 Stormwater NPDES Annual Reports 5 rs Full File Folder Paper records required for 3 years; 40 CFR Services §§122.21, 122.41, 122.44 Public Works/ Required for a minimum of 5 years;40 Environmental PW-062 Stormwater NPD 03;40 CFR§§12ES Illicit Dis rge 5 years Full File Folder Paper CFR 122.41(§12 SWRCB Order 2006- Services 2.21, 122.41, 122.44; GC§34090 Public Works/ Department Preference; Monitoring Environmental PW-063 Stormwater<ES/mitsSuperseded Permit records required for 3 years; 40 CFR Environmental PW-063 Stormwater +5 years Superseded Paper §§122.21, 122.41, 122.44; CCP§337 et Services seq. PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 70 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Department preference; plans must be Public Works/ Stormwupdated every 5 years, audits are Environmental PW-064 Maximum NPDES ) Plan Plan (Total 5 years Full File Folder Paper required every 2 years; SWRCB Order Services Maximum Daily Load) Plan 2006-03;4§§122.21, 122.41, 122.44; GC§34090 Public Works/ Department Preference; Monitoring Environmental PW-065 Wastewater Monitoring Records 3 years Full File Folder per records required for 3 years; 40 CFR Services §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Department Preference; Monitoring Environmental PW-066 Wastewater NPDES Annual Report 5 years Full File aper records required for 3 years; 40 CFR Services §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Department Preference; Monitoring Superseded records required for 3 years; 40 CFR Environmental PW-067 Wastewater NPDES Permit +5 ye erse d Paper §§122.21, 122.41, 122.44; CCP§337 et Services seq. Public Works/ Environmental PW-068 Wastewater SEP Report 5 rs II File Folder Paper Department preference; GC§34090 Services Public Works/ Work Orders/Service Requests Electronic/ Environmental PW-069 CMMS DATABASE (Computeri ed Ind ite n/a Magnetic Data is interrelated; GC§34090 Services Maintenance Mana ement Sys. MARINA Aboveground CNG a (Agency Owned Department Preference; applies to both Public Works/ Tier I and Tier II Tanks; (Tier II tanks Marina PW-070 Spill Prevention t nd 20 years - Full File Folder Paper are required to have an integrity test Counter s C), ections, every 20 years); GC§60201 Integri estin Main e, Repairs Public Works/ PW-071 ci t Ns(Marina) 5 years Full File Folder Paper Department Preference; GC§34090 Marina PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 71 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Media of Destr Office of Retention Image into Retention Total Official Pa Record Records Description Period Trusted Comments/Reference No. Retention (Final) I ged& (OFR) Commences Record System? ,d? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Expiration'+2 Permit PW-072 Kayak Storage Permits Paper GC§34090 Marina years Expiration Public Works/ Expiration'+2 Permit PW-073 Live-Aboard Permits Paper GC§34090 Marina years Expiration Public Works/ PW-074 Marina Reports (to State, etc.) 5 years Full File Folder Paper ICA Department Preference; GC§34090 Marina Permits: Docks and Piers(Residential Public Works/ &Commercial) Includes Permit Expiration +' Permit Marina PW-075 Drawings, Dredging permits, Coastal 20'years Expiration r Department Preference; GC§34090 Permits, etc. Department Preference; Claims can be Public Works/ PW-076 Spills(Class 3) 30 years ile Folder Paper made for 30 years for toxic subst. Marina exposure; 29 CFR 1627.3(b)(1), 8 CCR §3204(d)(1)et seq., GC§34090 Public Works/ PW 077 Vessel Inspections (Surveyor's years u older Paper GC§34090 et seq. Marina Valuation Reports) PE ONS -CORP/FO Public Works/ Department Preference (City has Ops-Corp/ PW-080 Hazardous Waste Manifests/ n/a Optical Disk Yes Yes: After "cradle to grave"liability);40 CFR FO Certificates of Disposal (Laserfiche) (Laserfiche) QC&OD 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Public Works/ Operations&Maintenance M als Life of Facility Life of Facility Department Preference; GC§34090 et. Ops-Corp/ PW-081 (O&M Manuals) or Equipment or Equipment Paper seq. FO Public Works/ Pre-Trip Inspect /DOT P / Ops-Corp/ PW-082 CHIP Inspecti /V e Safety 2 years Full File Folder Paper GC§34090; 13 CCR 1234(c) FO Checks/Daily In tions/ Daily E t k Public Works/ Wor rder ervic equests Electronic/ Ops-Corp/ PW-083 CMM Computerized Indefinite n/a Data is interrelated; GC§34090 FO n Management System) Magnetic PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 72 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards OPERATIONS-CORP Aboveground CNG Storage Tanks %woo) (Agency Owned) Department Preference; applies to both Public Works/ PW-084 20years Full File Folder Paper Tier I and Tier II Tanks; (Tier II tanks Corp Spill Prevention Control and are required to have an integrity test Countermeasures(SPCC), Inspections, every 20 years); GC§60201 Integrity Testing, Maintenance, Repairs Public Works/ PW-085 AQMD Permits (Generators, etc.) Expiration + 5 Permit Pap 40 CFR 70.6; GC§34090 Corp years Expir Public Works/ Minimum 2 Corp PW-086 Facility Inspections (City Facilities) years Full File Folder per 40 CFR 70.6; GC§34090 Public Works/ Electronic/ PW-087 Fleet Management Database Indefinite Data is interrelated; GC§34090 Corp Magnetic Public Works/ PW-088 Tree Removal Authorization Forms 2 year Full File Ider Paper GC§34090 Corp Public Works/ PW-089 Used Oil Disposal AO 3 rs II File Folder Paper 22 CCR 66266.130(c)(5), H&S Corp §25250.18(b), 25250.19(a)(3)et seq. Department Preference; If a motor Vehicle& Equipment History Fi s qEquipment al of carrier, required for 18 months after (except Fire) Disposal of vehicle is sold; CHP requires life of Public Works/ e or Corp PW-090 + Vehicle or Paper vehicle; OSHA requires 1 year; 8 CCR AQMD Certifications, Mainten ce, Equipment §3203(b)(1);49 CFR 396.21(b)(1);49 yars Registrations, Safet cati s, etc. CFR 396.3(c); CCP§337 et. Seq., GC §34090 Work Orders/ rvic quests Public Works/ Electronic/ PW-091 CMMS DATA om rized Indefinite n/a Data is interrelated; GC§34090 Corp Magnetic Mainten an m stem OPERATIONS-FO PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 73 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Aboveground CNG Storage Tanks (Agency Owned) Department Preference; applies to both Public Works/ PW-092 20 years Full File Folder Paper Tier I and Tier II Tanks; (Tier II tanks Ops- FO Spill Prevention Control and are required to have an integrity test Countermeasures(SPCC), Inspections, every 20 years); GC§60201 Integrity Testing, Maintenance, Repairs Public Works/ PW-093 Backflow Test Results/ Backflow 5 years Full File Folder er'de Department preference; 17 CCR Ops- FO Assembly Test Reports 7605(f); GC§34090 Public Works/ PW-094 Confined Space Entries, Pre/Post 3 years Full File aper 8 CCR 5157(d)(14)&(e)(6); 29 CFR Ops- FO Reports, Incident Reports 1910.146(e)(6); GC§34090 Customer Concerns/Customer 5 years is required in State and Federal Public Works/ law for any complaints;40 CFR Ops- FO PW-095 Complaints: Odor/Taste/Visual 5 years ull it older Paper 122.41 Q)(2)&40 CFR 141.33(b); 22 Complaints (Correspondence) Ak CCR 64470(a) Environmental Agencies/Regulatory Agencies/Regional Board Public Works/ PW-096 Communications Not in Other Mi m 5- 11 File Folder Paper Department Preference; GC§34090 Ops- FO Categories e (EPA, DHS,etc.) Public Works/ Fire Hydrant Flow Tests (De to n um 10 Ops- FO PW 097 or Maintenance)-Paper years Full File Folder Paper Department Preference; GC§34090 Public Works/ Generator Operation & Ops- FO PW-098 Inspections- Fix Sta 1 5 years Full File Folder Paper AQMD Rule 1470; GC§34090 Generators Public Works/ Generator Op o ogs AQMD Rule 1470; Form 400—E-13a PW-099 Inspectio o e/ ergency 5 years Full File Folder Paper Ops- FO instructions; GC§34090 Gene rs Public Works/ PW-100 L R s of Custody: 5 years Full File Folder Paper Department Preference;40 CFR Ops- FO io 'cal and Organics 141.33(a)and (b)(1); 22 CCR§64470 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 74 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? /f the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Lab Reports&Chains of Custody: Department preference; State law Ops- FO PW-101 Chemical (Includes Chlorine 10 years Full File Folder Paper requires 12 years, Federal 10 years;40 Residuals) CFR 141.33(a); 22 CCR§64692 Required for 12 years or 2 compliance Public Works/ Lab Reports&Chains of Custody: cycles; 22 CCR 64400.25; 22 CCR Ops- FO PW-102 Lead&Copper 12 yearn Full File Folder P r §64470, 40 CFR 141.33(a);40 CFR 141.91 Disposal of Public Works/ Operations&Maintenance Manuals/O Equipment or Disposal of Ops- FO PW-103 &M Manuals Decommissio Equip Pape Department preference; GC§34090 ned Public Works/ Pre-Trip Inspections/DOT Program/ Ops- FO PW-104 Vehicle Safety Checks/Daily Vehicle 3 years der Paper Department preference; GC§34090 Inspections/Daily Equipment Checks Public Works/ PW-105 Public Benefit Programs/Low Income/ 5 rs II File Folder Paper Department Preference (meets auditing Ops- FO Water Conservation Programs, etc. standards); GC§34090 Public Works/ Sanitary Spills and Overflows(SSO Required for a minimum of 5 years;40 Ops- FO PW-106 (above and below ground) 5 rs - Full File Folder Paper CFR 122.410)(2); SWRCB Order 2006- k W 1 03;40 CFR 122.410)(2); GC§34090 Public Works/ PW 107 Sanitary Surveys of Drinking Xr 10 years Full File Folder Paper 22 CCR§64470; 40 CFR 141.33© Ops- FO Systems Public Works/ SCADA Databa Sup rvisor trot Electronic/ Data is interrelated; system qualifies as PW-108 Indefinite - n/a a "trusted system"; GC§§34090, Ops- FO and Data Acq itio Magnetic 12168.7 Public Works/ SCADCand se (Supervisory Electronic/ Data is interrelated; system qualifies as PW-109 Indefinite n/a a "trusted system"; GC§§34090, Ops- FO Con cq sition) Magnetic 12168.7 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 75 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 Media of Destr Office of Retention Image into Retention Total Official Pa Record Records Description Period Trusted Comments/Reference No. Retention (Final) I ged& (OFR) Commences Record System? ,d? If the record is not listed here, refer to the Retention for City-Wide Standards Sewer System Management Plans Department preference; plans must be (SSMP) and Audits/Sanitary Spills updated every 5 years, audits are Public Works/ PW-110 Overflow Prevention Plan (SSOPP)and Superseded' Superseded Paper required every 2 years; SWRCB Order 41WOps- FO +_5 years Sanitary Sewer Overflow Response 2006-03;40 CFR 122.41(j)(2); GC Plan §34090 Public Works/ PW-111 Solid Waste/AB 939 Compliance/ 10 years Full File Folder P r Department Preference; GC§34090 Ops- FO Tonnage Reports Stormwater: Operation &Maintenance Department preference; plans must be Public Works/ (Catch Basins, Field, General Cleaning, updated every 5 years, audits are Ops- FO PW-112 Open Channels, Slots, Stormwater 5 years Full File Folder P required every 2 years; SWRCB Order Treatment Measures and Trash 2006-03;4§§122.21, 122.41, 122.44; Cleaning) GC§34090 Public Works/ Underground Service Alerts(USA's)/ Department Preference (required for 3 Ops- FO PW-114 Dig Alerts 4 years le Folder Paper years); GC§§4216.2(d)&4216.3(d), 34090 Public Works/ Urban Water Management Plans Optical Disk Yes Yes: After Department Preference (copies)GC Ops- FO PW-115 (UWMP) P n/ (Laserfiche) (Laserfiche) QC&OD §34090.7 Public Works/ Videos-Water Wells, Repairs, e of Electronic Ops- FO Reservoirs, Tanks, etc. Magnetic / PW-116 Str re+ e of Facility Department preference; GC§34090 a Vulnerability Assessment/Emerge Public Works/ PW-117 Response Plan/Risk& Resili Supe red Full File Folder Paper Confidential;42 USC 300i-2 (d); GC Ops- FO Assessment/Hazard Mitiga n + ears §34090 Water Forecasts/Urban Wat Public Works/ PW-118 Management Forec ure 5 years Full File Folder Paper Department Preference (copies)GC Ops- FO §34090.7 Developments, e Public Works/ Water Produ R s/Reports (to Department Preference; Meets PW-119 5 years Full File Folder Paper California Department of Health Ops- FO State DP D requirements(3 years); GC§34090 Public Works/ W WdFjjjjgs7 Consumer Optical Disk Yes Yes: After Department preference; State law PW-120 Ops- FO i epo LLI n/a requires 12 years,federal 10 years;40 (Laserfiche) (Laserfiche) QC&OD CFIR 141.33(a); 22 CCR§64692 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute Whout prior written permission from GGS(909)337-3516 Adopted: 76 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Water Resources Planning Historical Optical Disk Ye fter City Preference; CCP§§338 et seq., Ops- FO PW-121 Reports/Water Assessments P n/a (Laserfiche) (Las C OD 340 et seq., 342, GC§34090 Public Works/ PW-122 Water Transactions-Annual Summary 5 years Full File Folder Paper Department Preference; GC§34090 Ops- FO40 AV Public Works/ Well Records(includes Destroyed or Optic is e Yes: After PW-123 P n/a Department preference; GC§34090 Ops- FO Abandoned Wells) (L fiche) serfiche) QC&OD �gwPublic Works/ Work Orders/Service Requests tr c/ O s- FO PW-124 CMMS DATABASE (Computerized Indefinite n/a M tic Data is interrelated; GC§34090 p Maintenance Management System) Work Orders/Service Requests-All IV Information Entered in CMMS When No Public Works/ PW-125 Database Longer n/a n/a Preliminary drafts(the database is the Ops- FO Required original); GC§34090 (Paper drafts) Work Orders/Service Requests- NOT entered in CMMS Database(or partial information entered into CMMS Public Works/ PW-126 Database) y II File Folder Paper City Preference; CCP§§338 et seq., Ops- FO 340 et seq., 342, GC§34090 (Division providing service retains originals; Division requesting servic considered a copy) TRANSIT Public Works/ PW-127 Applications for Serv' Parat sit) 4 years Full File Folder Paper Department preference; GC§34090 et Transit seq. Department preference; If a motor carrier, required for 18 months after Public Works Disposal of Disposal of vehicle is sold; CHP requires life of Transit Vehicle/ PW-128 Bus/V ro m Vehicle+2 Paper vehicle; OSHA requires 1 year; 8 CCR years §3203(b)(1);49 CFR 396.21(b)(1);49 CFR 396.3(c); CCP§337 et. Seq., GC §34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 77 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 14.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-17 Media of nged& Office of Retention Image into Retention Total Official P Record Records Description Period TrustedComments/Reference No. Retention (Final) I(OFR) Commences Record System? /f the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ When No Transit PW-129 Expired Bus Passes Longer n/a n/a Considered unused supplies Required on% Public Works/ Paratransit Billing/ Institutional Billing OF Department preference (meets Transit PW-130 (Regional Center, etc.) 7 years Full File Folder Paper municipal government&FTA auditing standards);GC§34090 Public Works/ Quotes for Transit Services& Department preference (meets PW-131 7 years Full File Folder ap municipal government&FTA auditing Transit Equipment(Minor Purchases) it standards);GC§34090 Public Works/ Route Schedules/BID Documents/ Minimum 2 Transit PW-132 Route Maps years Full File Folder Pap Department Preference; GC§34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 78 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Media of ZDestroOffice of Retention Image intoRetention Total Official PRecord Records Description Period Trustedomments/Reference (OFR) No. Retention Commences (Final) System? IRecord If the record is not listed here, refer to the Retention for City-Wide Standards RISK MANAGEMENT Accident/Incident/Injury Reports Department preference; CCP§340.5, GC Risk Manag. RM-001 (Potential Claims-medical and non- 2 years Full File Folder Paper §34090 medical that do not result in a claim.) Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 5 years Full File Folder r Risk Manag. RM-002 Cal-OSHA Logs-200, 300, 301, 301A, years; State law requires 2 years; 8 CCR P Cal-OSHA Inspections or Citations §3203(b)(1), 29 CFR 1904.33, OMB 1220- 0029, 8 CCR 14300.33; GC§34090; LC §6429c Risk Manag. RM-003 Claim Runs 5 years Full File Folder 4r Department Preference; GC§34090 Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Resolution+ Limitations for contracts is 4 years; Risk Manag. RM-004 Claims 5 rs solved Paper wrongful death for construction is completion + 5 years; CCP§§337 et seq.; GC§§911.2, 34090, 34090.6; PC §832.5(b) Risk Manag. RM-005 COVID-19 Notifications to Emplj%N3 Full File Folder Paper LC§6409.6(k), GC§34090 regarding potential exposures ��? When Superseded, Risk Manag. RM-006 DMV Pull Notices(All Superseded, or-Upon- ' or Upon Paper Department Preference; GC§34090 Separation Separation Insurance Po' / ora of Optical Disk Yes Yes: Upon Risk Manag. RM-007 Coverage y- ne ) P n/a (Laserfiche) (Laserfiche) Completion of Department Preference; GC§34090 Contract Risk Manag. RM-008 Workers laim Runs/ 5 years Full File Folder Paper Meets auditing standards; GC§34090 M01^lke s PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 79 DocuSign Envelope ID:4007DB50-B444-42CB-84F1-DD378C55AED7 Ver. 7.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-2 Media of Destro Office of Retention Image into Retention Total Official Paper er Record Records Description Period Trusted omments/Reference (OFR) No. Retention Commences (Final) System? Ima d & Record Q ? If the record is not listed here, refer to the Retention for City-Wide Standards Separation 30 years OR Department preference; Files maintained Workers Compensation Claims /Long Termination separately; Claims can be made for 30 Term Disability Claims(Includes all Separation of Optical Disk After years for toxic substance exposure; 8 Risk Manag. RM-009 Accident, Incident, or Injury Reports of Benefits+5 years Employee (Laserfiche) as he) C&OD CCR§3204(d)(1)et seq., 8 CCR 5144, 8 from Employees) CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), (whichever is longer) GC§§12946, 12960, 34090 PETALUMA, CA. 5-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute out prior written permission from GGS(909)337-3516 Adopted: 80 � PyLZT a ' r :A CITY OF PETALUMA RECORDS RETENTION SCHEDULE Fiscal Year 2023/24 Revision Approved: January 3, 2024 HOW TO USE RETENTION SCHEDULES ©1995-2024 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—2024 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission OFR(Office of Record): The department that keeps the Official (original or"record copy") record for its retention period, then authorizes destruction. Usually it is the department that originates the record. Records Description: The record series (a group of like records). Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business. Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time. P = Permanent Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated. Vital? = Those records that are needed for basic operations in the event of a disaster. Media Options (guideline)—the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr= Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed Destroy Paper after Imaged &QC'd (quality checked) /Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe &separate location. Employees are required to Quality Check ("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record. Legend for legal citations (§: Section) B&P: Business&Professions Code(CA) CBC: California Building Code CC: Civil Code(CA) CCP: Code of Civil Procedure(CA) CCR: California Code of Regulations(CA) CFC: California Fire Code CFR: Code of Federal Regulations(US) EC: Elections Code(CA) EVC: Evidence Code(CA) FA: Food &Agriculture Code FC: Family Code(CA) FTB: Franchise Tax Board (CA) GC: Government Code(CA) H&S: Health&Safety Code(CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal.Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue&Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code(US) VC: Vehicle Code(CA) W&I: Welfare& Institutions Code (CA) Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Media of Destroy Office of Retention Total Official Retention Image into Paper Record Records Description Period Trusted after Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards CITY ATTORNEY Minimum 2 Completion or Department Preference (Department City Attorney CA-001 Advice Assignment Files years Full File Folder Paper Director has authority to keep longer)GC §34090 Bankruptcies- NOT pursued When No Preliminary drafts not retained in the City Attorney CA-002 (Bankruptcy notices where a claim is NOT Longer n/a Paper ordinary course of business; GC§34090 filed) Required Department Preference (negative City Attorney CA-003 Bankruptcies-Where a claim is filed 10 years Completion Paper information remains on credit ratings for 7 years); GC§34090 il When Forms do not become a record that needs City Attorney CA-004 City Attorney Forms Superseded Superseded Paper to be retained for 2 years unless it is filled out/completed; GC§34090 et seq. Department Preference; Department City Attorney CA-005 City Attorney Opinions and Opinion Index Minimum 10 Completion or Paper Director has authority to keep longer; years Full File Folder Statewide guidelines propose superseded +2 years; GC§34090 City policies-final adopted in Human Until Completion or City Attorney CA-006 Resources,working file in City Attorney's Superseded Full File Folder Paper Preliminary drafts; GC§34090 et seq. Office Department Preference (Department City Attorney CA-007 Closed Session Memos and Related Minimum 10 Full File Folder Paper Director has authority to keep longer) Closed Session Material years Statewide guidelines propose superseded +2 years; GC§34090 Legislation working file/department file Minimum 2 May contain official correspondence; GC City Attorney CA-008 (resolution/ordinance copies and years Full File Folder Paper §34090 correspondence) Litigation and Claims Assignment Files and Minimum Completion Department preference; CCP§§337 et Related Records Final City Attorney CA-009 (Final Paper seq.; GC§§911.2, 34090, 34090.6; PC (Send Original Settlement Agreements to Resolution +5 Resolution) §832.5(b) the City Clerk) years PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Media of Destroy Office of Retention Total Official Retention Image into Paper Record No, Records Description Retention Period (Final) Trusted after Comments/Reference (OFR) Commences Record System? Imaged & QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Outside counsel retention (agreement is Minimum Department Preference (negative City Attorney CA-010 confidential-not in Clerk's office) Completion+ Completion Paper information remains on credit ratings for 7 10 years years); GC§34090 City Attorney CA-011 Professional development, certificates, Until Full File Folder Paper Not City records(belongs to the individual licensing records, bar records, etc. Superseded attorney) PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards CITY CLERK Agenda Packets: City Council, Redevelopment Agency(Petaluma Community Development Commission- P PCDC), Petaluma Community Development Optical Disk Yes Yes: After City Clerk CC-001 Successor Agency(PCDSA), Oversight n/a (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 Board to PCDSA, Petaluma Public Financing Authority and Petaluma Public Financing Corporation Agreements&Contracts-ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Department Preference;All Agreement or Contract includes all infrastructure contracts should be contractual obligations(e.g. Specifications permanent for emergency and Successful Proposal/Scope of Work) Optical Disk Yes Yes: Upon preparedness; Statute of Limitations is City Clerk CC-002 P n/a Completion 4 years; 10 years for Errors& (Laserfiche) (Laserfiche) of Contract Omissions; land records are Examples of Infrastructure: Architects, permanent by law; CCP§337 et. seq., Buildings, bridges,covenants,development, GC§34090; Contractor has retention environmental,Joint Powers, MOUs, park requirements in 48 CFR 4.703 improvements, property&property restrictions, redevelopment, reservoirs,sewers,sidewalks, street&alley improvements,settlement, subdivisions,utilities,water,etc. PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Agreements&Contracts-ALL(NON- INFRASTRUCTURE, Professional Services Agreements-NOT IMAGED) Department Preference; Statute of Agreement or Contract includes all Limitations is 4 years; 10 years for contractual obligations(e.g. Specifications Completion + Completion of Optical Disk Yes Yes: Upon Errors&Omissions; land records are City Clerk CC-003 and Successful Pro osal/Scope of Work Completion permanent by law; CCP§§337. p p ) 90 years Contract (Laserfiche) (Laserfiche) of Contract 337.1(a), 337.15, 343; GC§34090, Examples of Non-Infrastructure: Airport Contractor has retention requirements Licenses, Hangars&Tiedowns, Consultants, in 48 CFR 4.703(a) Landscaping, Leases, Marina Berthing, Painting, Slurry Seals(Paving),Tree Trimming, Leases, Personnel, Professional Services,eta City Clerk CC-004 Articles of Incorporation P n/a Optical Disk Yes Yes: After Department preference; GC§34090 (Laserfiche) (Laserfiche) QC&OD City Clerk CC-005 Assessment District Formation/ P n/a Optical Disk Yes Yes: After Department preference; GC§34090 Maintenance District Formation (Laserfiche) (Laserfiche) QC&OD City Clerk CC-006 Bid Opening Files(RFP/RFQ/Bid Notice, 2 years Full File Folder Paper GC§34090 bid log, etc. Committees, Commissions, and Boards City Clerk CC-007 (CCBs)Maddy Act Lists/Vacancy 2 years Full File Folder Paper GC§34090 Notices Committees, Commissions, and Boards Term +2 City Clerk CC-008 (CCBs)Applications-Successful ears Term Ended Paper Department preference; GC§34090 City Clerk CC-009 Committees, Commissions, and Boards 2 years Full File Folder Paper GC§34090 (CCBs)Applications -Unsuccessful Securities(Performance Bonds, Letters Release of of Credit, CD's, etc.)are released after City Clerk CC-010 Bonds (Performance Bonds, Subdivision Bond/Letter Completion or Paper the Notice of Completion is issued and Bonds, Letters of Credit) of Credit Full File Folder replaced with the Warranty Bond, which is released 1 year after the Notice of Completion date. GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards City Council, Committees, Commissions, City Clerk CC-011 and Boards (CCBs) Historical List of P n/a Optical Disk Yes Yes: After Department preference; GC§34090 Members (Laserfiche) (Laserfiche) QC&OD Termination + Optical Disk Yes Yes: After City Clerk CC-012 Domestic Partnerships 2 ears n/a (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 Economic Interest Filings (FPPC Form 602 Completion or Optical Disk Yes Yes: After 2 City Clerk CC-013 5 years 2 CCR 18615(d) /635)- Lobbyist Authorization/Reporting Full File Folder (Laserfiche) (Laserfiche) years Economic Interest Filings (FPPC 700 Completion or Optical Disk Yes Yes: After 2 City maintains original statements; GC City Clerk CC-014 Series Forms-Statement of Economic 7 years Full File Folder (Laserfiche) (Laserfiche) years §81009(d)(e)(f)&(g) Interests): ALL City Clerk CC-015 FPPC Form 801 (Gift to Agency Report) 7 years Completion or Optical Disk Yes Yes: After 2 Must post on website; FPPC Opinion; Full File Folder (Laserfiche) (Laserfiche) years GC§81009(e) FPPC Form 802 (Event Ticket /Pass Completion or Optical Disk Yes Yes: After 2 Should post on website for 4 years; GC City Clerk CC-016 Distributions Agency Report) 7 years Full File Folder (Laserfiche) (Laserfiche) years §81009(e) FPPC Form 803 (Behested Payment Completion or Optical Disk Yes Yes: After 2 City Clerk CC-017 Report) 7 years Full File Folder (Laserfiche) (Laserfiche) years GC§81009(e) City Clerk CC-018 FPPC Form 804(Agency Report of New P n/a Optical Disk Yes Yes: After 2 FPPC Regulation 18734(c); GC Positions) (Laserfiche) (Laserfiche) years §81009e City Clerk CC-019 FPPC Form 805(Agency Report of P n/a Optical Disk Yes Yes: After 2 FPPC Regulation 18734(c); GC Consultants) (Laserfiche) (Laserfiche) years §81009e FPPC Form 806 (Agency Report of Public Completion or Optical Disk Yes Yes: After 2 Must post on website; 2 CCR 18702.5; City Clerk CC-020 Official Appointments) 7 years Full File Folder (Laserfiche) (Laserfiche) years GC§34090; GC§81009(e) ELECTIONS -CONSOLIDATED City Clerk CC-021 Assessment District Ballots, Protest Letters, 2 years Completion or Paper GC§53753(e)(2) &Envelopes- Prop. 218 proceedings Full File Folder Campaign Filings(FPPC 400 Series Forms City Clerk CC-022 & Form 501): SUCCESSFUL P Completion or Optical Disk Yes Yes: After 2 Paper must be retained for at least 2 CANDIDATES Elected Officials Full File Folder (Laserfiche) (Laserfiche) years years; GC§81009(b)&(g) PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Campaign Filings(FPPC 400 Series Forms City Clerk CC-023 & Form 501): UNSUCCESSFUL 5 years Completion or Optical Disk Yes Yes: After 2 Paper must be retained for at least 2 CANDIDATES Full File Folder (Laserfiche) (Laserfiche) years years; GC§81009(b)&(g) Campaign Filings(FPPC 400 Series City Clerk CC-024 Forms): THOSE NOT REQUIRED TO 4 years Completion or Paper Paper must be retained for at least 2 FILE ORIGINAL WITH CITY CLERK Full File Folder years; GC§81009(f)&(g) (copies) Campaign Filings(FPPC 400 Series Completion or Paper must be retained for at least 2 City Clerk CC-025 Forms): OTHER COMMITTEES (PACS- 7 years Paper Full File Folder years; GC§81009(c)&(g) not candidate-controlled) Department Preference; Statewide guidelines proposes 4 years for Candidate File: Nomination Papers, Term of successful candidates, 2 years for City Clerk CC-026 Candidate Statement Forms, etc. - Office+4 Completion or Full FileFolder Paper unsuccessful; CA law states term of SUCCESSFUL CANDIDATES years oer office and 4 years after the expiration of term and does not delineate between the two; EC§17100 Statewide guidelines proposes 4 years Candidate File: Nomination Papers, for successful candidates, 2 years for City Clerk CC-027 Candidate Statement Forms, etc. - Election +4 Completion or Paper unsuccessful; CA law states term of UNSUCCESSFUL CANDIDATES years Full File Folder office and 4 years after the expiration of term and does not delineate between the two; EC§17100 Elections-GENERAL,WORKING or ADMINISTRATION Files(Correspondence, Applications for vacancies on the Council, City Clerk CC-028 Precinct Maps, County Election Services, 2 years Completion or Paper GC§34090 Candidate Statements to be printed in the Full File Folder Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Elections- HISTORICAL(Sample ballot, Completion or Retained for Historical Value, GC City Clerk CC-029 copies of resolutions,final results; P Paper Certificate of Election) Full File Folder §34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Results+8 months, or Final Not accessible to the public; The 8 Examination Election month retention applies after election Elections- Petitions(Initiative, Recall or lif No Election Results or P results, or final examination if no City Clerk CC-030 Referendum) 1 year after Final aper election, unless there is a legal or petition Examination FPPC proceeding. EC§§17200(b)(3), examination i 17400 petition is insufficient End of Elections Section City Clerk CC-031 Ethics Training Certificates 5 years Full FileFolder Paper GC§53235.2(b) City Clerk determines historical Historical Records, Photographs, & significance; records can address a City Clerk CC-032 Historical Projects(e.g. Incorporation, City P n/a Paper or Yes No variety of subjects and media. Some Seal,Awards of significant historical Optical Disk (Laserfiche) media (e.g. audio and video tape)may interest, etc.) be limited because of the media's life expectancy; GC§34090 Minutes: City Council, Redevelopment Agency(Petaluma Community Development Commission -PCDC), City Clerk CC-033 Petaluma Community Development P n/a Optical Disk Yes No GC§34090 Successor Agency(PCDSA), Oversight (Laserfiche) (Laserfiche) Board to PCDSA, Petaluma Public Financing Authority and Petaluma Public Financing Corporation Oath of Office: City Council, Committees, Completion o Department Preference; ; Statute of City Clerk CC-034 Commissions, and Boards(CCBs) Term +4 Completion of Optical Disk Yes Yes: After Limitations for Public official Members years Term (Laserfiche) (Laserfiche) QC'd &OD misconduct is discovery of offense+4 years; PC§§801.5, 803(c); GC§34090 City Clerk CC-035 Ordinances P n/a Optical Disk Yes No GC§34090 (Laserfiche) (Laserfiche) PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Public Records Requests/Request for Optical Disk Yes Yes: After City Clerk CC-036 Records/Subpoenas(Records/Duces 2 years Completion (Laserfiche) (Laserfiche) QC'd &OD GC§34090 Tecum)/Summons Recorded Documents: ALL-Deeds, Department preference; Finals are City Clerk CC-037 Easements, Liens& Releases, Rights of P n/a Optical Disk Yes No maintained by City Clerk; Department Way, Notices of Completion, Recorded (Laserfiche) (Laserfiche) file may include correspondence; GC Agreements/Contracts, etc. §34090 et seq. Recordings-AUDIO OR VIDEO of City Council, Redevelopment Agency(Petaluma Community Development Commission- Department preference; State law City Clerk CC-038 PCDC), Petaluma Community Development 8 years Meeting Date Electronic/ requires Audio for 30 days,Video for Successor Agency(PCDSA), Oversight Magnetic 90 days; GC§54953.5(b); GC Board to PCDSA, Petaluma Public §§34090.7, 34090 Financing Authority and Petaluma Public Financing Corporation City Clerk CC-039 Records Destruction Authorization Forms, P n/a Optical Disk Yes Yes: After Department preference; GC§34090 Transfers (Laserfiche) (Laserfiche) QC'd &OD Records Retention Schedules/ Optical Disk Yes City Clerk CC-040 Amendments to Records Retention P n/a (Laserfiche) (Laserfiche) No GC§34090 et. seq. Schedules Redistricting Web Page/District Boundary Completion of Electronic/ Copies or Preliminary drafts; EC City Clerk CC-041 Web Page (Map, Redistricting Process, 10 years Redistricting Magnetic §21608(g); GC§34090.7 Agendas, Calendars, Notice, etc.) Resolutions: City Council, Redevelopment Agency(Petaluma Community Development Commission -PCDC), City Clerk CC-042 Petaluma Community Development P n/a Optical Disk Yes No GC§34090 Successor Agency(PCDSA), Oversight (Laserfiche) (Laserfiche) Board to PCDSA, Petaluma Public Financing Authority and Petaluma Public Financing Corporation Resolutions: Planning Commission, Optical Disk Yes City Clerk CC-043 Historical &Cultural Preservation P n/a (Laserfiche) (Laserfiche) No GC§34090 Committee, Public Art Committee PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards When No Adoption of Preliminary drafts used to produce City Clerk CC-044 Speaker Cards Longer Minutes Paper minutes; GC§34090 Required Statement of Facts/Registry of Public Mag City Clerk CC-045 Agencies 1 2 years Completion (computer),P Yes GC§34090 (Required of all Public Agencies whenever pr (Laserfiche) the Chair changes) PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Media of Image Destroy Office of Retention into Retention Total Official Paper after Record Records Description Period Trusted Comments/Reference (OFR) No. Retention Commences (Final) System Imaged& Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards CITY MANAGER City CM-001 City Council Correspondence/City Manager Minimum 2 Full File Paper Department Preference; GC§34090 Manager Correspondence years Folder City City Manager Reports: Annual Reports, Monthly Minimum 2 Full File CM-002 ears Folder Paper Department Preference; GC§34090 Manager Reports City CM-003 Grand Jury Reports and Responses (Regarding 5 years Full File Paper Department Preference(the Grand Jury Manager City Operations) Folder keeps their reports 5 years); GC§34090 City Permits: Banner Permits/Facility Rental Minimum 2 Full File Manager CM-004 Permits/Film Permits years Folder Paper Department Preference; GC§34090 City Full File CM-005 Proclamations 2 years Paper GC§34090 Manager I Folder City Projects, Programs, Subject& Issues (Issues Minimum 2 Full File Manager CM-006 and/or projects will vary over time) years I Folder Paper Department Preference; GC§34090 PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference Retention (Final) Imaged & (OFR) Commences Record System? QC'd? CITY WIDE Used by All De artments Brown Act challenges must be filed within Affidavits of Publications/Public 30 or 90 days of action; Statute of Lead Dept. CW-001 Hearing Notices/Legal Advertising/ 2 years Full File Folder Paper Limitations on Municipal Government Affidavits of Posting actions is 3-6 months; GC§§34090, 54960.1(c)(1) Agreements&Contracts: Some grant funding agencies require ADMINISTRATIVE FILES (with audits; Statute of Limitations for Errors& Grant Funding) Completion + Omissions is 10 years; Published Audit 10 years or Standards=4-7 years; Statute of (Correspondence, Insurance After Funding Completion of Optical Disk Yes Yes: Upon Limitations: Contracts&Spec's=4 years, Lead Dept. CW-002 Certificates, Project Administration, Agency Audit, Completion of Wrongful Death=comp. +5 years, Project Schedules, Certified if required, Contract (Laserfiche) (Laserfiche) Contract Developers=comp. + 10 years; 2 CFR Payrolls, Invoices, Logs, RFP, etc.) whichever is 200.334; 24 CFR 91.105(h), 92.505, longer 570.490, &570.502(a), 29 CFR 97.42; Original Agreements&Contracts OMB Circular A-110&A-133; GC§34090; are sent to the City Clerk GC§8546.7 Agreements&Contracts: ADMINISTRATIVE FILES Covers E&O Statute of Limitations; Yes: Upon Published Audit Standards=4-7 years; Lead Dept. CW-003 Completion + Completion of Optical Disk Yes Statute of Limitations: Contracts& p (Correspondence, Project 10 years Contract (Laserfiche) (Laserfiche) Completion of Spec's=4 years, Wrongful Death=comp. + Administration, Project Schedules, Contract 5 years, Developers comp. + 10 years; Certified Payrolls, Invoices, Logs, CCP§337 et. seq., GC§34090 RFP, etc.) Agreements&Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or The RFP/RFQ and the successful Lead Dept. CW-004 RESPONSES to RFPs(Request for 2 years Full File Folder Paper proposal becomes part of the agreement Proposals)and/or RFQs (Request or contract; GC§34090 for Qualifications)that don't result in a contract Boards, Commissions, & Committees: City Council Staffing Dept. CW-005 Subcommittees 2 years LFileder Paper All recommendations are presented to the (Composed solely of less than a City Council; GC§34090 et seq. quorum of the City Council) PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference (OFR) Retention Commences (Final) System? Imaged & QC'd? Boards, Commissions, & Record Staffing Dept. CW-006 Committees: Employees Staff 2 years Full File Folder Paper GC§34090 et seq. Meetings/Department Staff Meetings Boards, Commissions, & When No CW-007 Committees: External Longer n/a n/a Non-records Organizations (e.g. County Board of Supervisors) Required Committees, Commissions,and Boards(CCBs) : Residents Minimum 2 Optical Disk Yes Yes: After Brown Act challenges must be filed within Staffing Dept. CW-008 Advisory Bodies Formed by CITY years Meeting Date (Laserfiche) (Laserfiche) QC&OD 30 or 90 days of action; GC§§34090, COUNCIL 54960.1(c)(1) AGENDAS,AGENDA PACKETS. Committees, Commissions, and Boards(CCBs): Residents Department preference; State law requires Advisory Bodies Formed by CITY Electronic/ Staffing Dept. CW-009 8 years Meeting Date Audio for 30 days, Video for 90 days; GC COUNCIL Magnetic §54953.5(b); GC§§34090.7, 34090 AUDIO or VIDEO RECORDINGS of Meetings/Audio Tapes Committees, Commissions,and Boards(CCBs):: Residents Optical Disk Yes Yes: After Staffing Dept. CW-010 Advisory Bodies Formed by CITY P n/a (Laserfiche) (Laserfiche) QC&OD GC§34090 COUNCIL MINUTES&BYLAWS Lead City preference; Statute of Limitations for Complaints/Concerns from Minimum 2 personal property,fraud, etc. is 3 years; Dept. (Responding) CW-011 Citizens years Full File Folder Paper Claims must be filed in 6 months; CCP §340 et seq., 342, GC§34090 Copies- Lead Dept. CW-012 Copies or duplicates of any record When No n/a n/a GC§34090.7 Langer Required PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference (OFR) Retention Commences (Final) System? Imaged & QC'd? Dept. that Correspondence-ROUTINE Record Authors (Content relates in a substantive Document way to the conduct of the public's or CW-013 business) 2 years Full File Folder Paper GC§34090 Receives the City's Original (e.g.Administrative,Chronological, Document General Files, Letters, Memorandums, Reading File,Working Files,etc.) Correspondence-TRANSITORY/ Electronic and paper records are filed and PRELIMINARY DRAFTS, retained based upon their CONTENT. Interagency and Intraagency Memoranda NOT retained in the Records, e-mails, electronic records, or ordinary course of business social media postings where the Content relates in a substantive way to the Content NOT Substantive,or NOT conduct of the public's business, or Dept. that made or retained for the purpose that ARE made or retained for the purpose of preserving the Authors of preserving the informational informational content for future Document content for future reference When No or CW-014 Longer n/a n/a reference are saved by printing them out Receives the (e.g.calendars,checklists,e-mail or Required and placing in a file folder, or saving them City's Original social media posting, flyers, invitations, electronically in a folder outside the e-mail Document instant messaging, inventories,logs, system; If not mentioned here, consult the mailing lists, meeting room registrations, City Attorney to determine if a record is speaker cards,staff videoconference considered transitory/preliminary drafts. chats, notes and recordings,supply GC§34090, GC§§7927.500, 7928.705; inventories,telephone messages,text 64 Ops. Cal.Atty. Gen. 317(1981)); City messages,transmittal letters,thank of San Jose v. Superior Court(Smith). yous, requests from other cities, S218066. Supreme Court of California, undeliverable envelopes,visitors logs, 2017 voice mails,webpages,etc.) Lead Dept. CW-015 Deposit Accounts/Trust Accounts/ Close+ 5 Full File Folder Paper Department preference; meets auditing Refundable Deposits years I I I I standards; GC§34090 PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference Retention (Final) Imaged & (OFR) Commences Record System? QC'd? Transitory or source records not retained When When in the ordinary course of business; CHIP Lead Dept. CW-016 DMV Pull Notices Superseded Superseded or Paper audits every 2 years; Bureau of National or Separated Separate Affairs recommends 2 years for all supplementary Personnel records; GC §34090 As long as the drafts and notes are not Drafts&Notes: Drafts that are When No retained in the"Regular Course of Lead Dept. CW-017 revised (retain final version) Longer n/a n/a Business". Consult the City Attorney to Required determine if a record is considered a draft. GC§§34090, 7927.500 The Lead Department should print out historical documents(or save source When No data) prior to replacing the data, if they Lead Dept. CW-018 GIS Database/Data/Layers(both Longer When Data Electronic/ require the data or output for historical City-wide and Specialized) Required Superseded Magnetic purposes; Department Preference (Preliminary documents); GC§34090 et seq. Grants (UNSUCCESSFUL Lead Dept. CW-019 2 years Full File Folder Paper GC§34090 Applications, Correspondence) Grants/CDBG/FEMA or OES Meets auditing standards; Grants covered Claims/ Reimbursable Claims by a Consolidated Action Plan are (SUCCESSFUL Reports, other required for 5 years; Uniform Admin. records required to pass the funding After Funding Requirements for Grants to Local required) agency's audit, if re Agency Audit, q ) Governments is 3 years from expenditure Lead Dept. CW-020 if required Full File Folder Paper report or final payment of grantee or Applications(successful),grant Minimum 5 agreement, program rules,regulations& years subgrantee; 2 CFR 200.334; 24 CFR procedures, reports to grant funding 91.105(h), 92.505, 570.490, &570.502(a); agencies,correspondence,audit 29 CFR 97.42; OMB Circular A-110&A- records,completion records 133; GC§34090; GC§8546.7 When No Preliminary drafts not retained in the Lead Dept. CW-021 Leave Slips/Time Off Requests Longer n/a n/a Regular Course of Business GC§34090 Required PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference Retention (Final) Imaged & (OFR) Commences Record System? QC'd? Previous MSDS may be obtained from a service; MSDS may be destroyed as Material Safety Data Sheet(MSDS) long as a record of the chemical/ /Safety Data Sheet(SDS) Optical Disk Yes Yes: After substance/agent,where&when it was Lead Dept. CW-022 Chemical Use Report Form (or 30 years Full File Folder (Laserfiche) (Laserfiche) QC&OD used is maintained for 30 years;Applies records of the chemical/substance to qualified employers; Claims can be /agent,where&when it was used) made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC§34090 When No Lead Dept. CW-023 Newspaper Clippings Longer n/a n/a Non-records-may be obtained from the newspaper company; GC§34090 Required Notices: of Publications Public Hearing Notices Statute of Limitations on Municipal and Proofs Staffing Dept. CW-024 2 years Full File Folder Paper Government actions is 3-6 months; CCP§337 et seq; GC§34090 Personnel Files (Department-level Shred Upon Ensure records kept in Department files Human CW-025 Files) Separation or n/a n/a comply with City policy(all originals are Resources Except for Fire&Police Department Transfer sent to Human Resources); GC§34090.7 Shred After Incorporation into Notes maintained in a separate folder to Personnel Files(Supervisor's be incorporated into performance Lead Dept. CW-026 Performance n/a n/a Notes) Evaluation or evaluation, or to document progressive Documented discipline; GC§34090 et seq. Discipline When No Preliminary Drafts; destroy unnecessary Lead Dept. CW-027 Photographs Longer n/a n/a photographs. GC§§34090 Required Copies When No Department preference(preliminary drafts Building CW-028 Plan Checks Longer n/a n/a /copies); GC§34090 Required Lead Dept. CW-029 Public Relations/Press Releases 2 years Full File Folder Paper GC§34090 PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference Retention (Final) Imaged & (OFR) Commences Record System? QC'd? Lead Dept. CW-030 Purchase Orders/Requisitions 5 years Full File Folder Optical Disk Yes Yes: After Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 Lead Dept. Real Estate Appraisal Reports: Not accessible to the public; Statewide (Who Ordered CW-031 Property NOT purchased, Loans not 2 years Full File Folder Paper Guidelines show 2 years; GC§§34090, the Appraisal) funded, etc. 7928.705 Not accessible to the public until purchase Lead Dept. has been completed; meets grant auditing Real Estate Appraisal Reports: Minimum 5 Optical Disk Yes Yes: After (Who Ordered CW-032 Purchased Property, Funded Loans years_ Full File Folder (Laserfiche) (Laserfiche) QC&OD requirements; 2 CFR 200.334; 24 CFR the Appraisal) 91.105(h), &570.502(b); 29 CFR 97.42, GC§34090 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: When No CW-033 Produced by OUTSIDE Longer n/a n/a Non-Records ORGANIZATIONS (League of Required California Cities, Chamber of Commerce, etc.) Reference Materials: Policies, Procedures, Brochures, Flyers, Minimum 2 Optical Disk Yes Yes: After Statewide guidelines propose superseded Lead Dept. CW-034 Manuals, Newsletters, etc.: years Full File Folder (Laserfiche) (Laserfiche) QC&OD +2 or 5 years; GC§34090 Produced by YOUR Department Reference Materials: Policies, Lead Dept. CW-035 Procedures, Brochures, Flyers, When n/a n/a Copies; GC§34090.7 Manuals, Newsletters, etc.: Superseded Produced by OTHER Departments Reports and Studies(Historically Optical Disk Yes Yes: After Administratively and Historically Lead Dept. CW-036 significant-e.g.,Zoning Studies) P n/a (Laserfiche) (Laserfiche) QC&OD significant, therefore retained permanently; GC§34090 Reports and Studies(other than Information is outdated after 10 years; Lead Dept. CW-037 Historically significant reports-e.g. 10 years Full File Folder Paper statewide guidelines propose 2 years; If Annual Reports) historically significant, retain permanently; GC§34090 Special Projects/Subject Files/ Minimum 2 Department Preference; GC§34090 et Lead Dept. CW-038 Issue Files ears Full File Folder Paper seq. PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference (OFR) Retention Commences (Final) System? Imaged & QC'd? Surveys/Questionnaires(that the Record City issues) If a summary of the data is Lead Dept. CW-039 2 years Full File Folder Paper GC§34090 compiled,the survey forms are considered a draft or transitory record, and can be destroyed as drafts(When No Longer Required) Department preference; Meets auditing standards(audit+4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps Time Cards/Time Sheets Copies 3 years; Most Employees provide digital Finance/ When No signatures when they submit their Payroll CW-040 (Finance keeps the originals with Longer n/a n/a timecards, but some in Public Works and employee signatures) Required Community Services do not(another employee enters their time); IRS Reg §31.6001-1(e)(2), R&T§19530; LC§ 1174(d); 29 CFR 516.5; GC§34090 Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to Training-ALL COURSE RECORDS keep their OSHA records 7 years; EEOC/FLSA/ADEA(Age)requires 3 years (Attendance Rosters, Outlines and Optical Disk Yes Yes: After for promotion, demotion,transfer, Lead Dept. CW-041 5 years Full File Folder p Materials; includes Ethics, Sexual (Laserfiche) (Laserfiche) QC&OD selection, or discharge; State Law Harassment Prevention, &Safety requires 2-3 years for personnel actions; Training &Tailgates) 8 CCR§3203 et seq., 29 CFR 1627.3(b)(1), LC§6429(c); GC§§12946, 12960, 34090, 53235.2(b), 53237.2(b) Consistent with employee personnel files (Courts treat volunteers as employees); Volunteer Applications& EEOC/FLSA/ADEA(Age)requires 3 years Lead Dept. CW-042 Agreements- Unsuccessful or 3 years Full File Folder Paper for promotion, demotion,transfer, Pending Applicants selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR§3204(d)(1)et seq., GC§§12946, 12960, 34090 PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of Retention Media of Image into Destroy Record Retention No. Records Description Total Period Official Trusted Paper after Comments/Reference Retention (Final) Imaged & (OFR) Commences Record System? QC'd? Courts treat volunteers as employees; EEOC/FLSA/ADEA(Age)requires 3 years Volunteer Applications& Inactive for promotion, demotion,transfer, / Lead Dept. CW-043 Agreements(includes emergency Separation + Full File Folder Optical Disk Yes Yes: After selection, or discharge; State Law contact information) -Successful 3 years (Laserfiche) (Laserfiche) QC&OD requires 2-3 years; 29 CFR 1602.31 & Applicants 1627.3(b)(1), 8 CCR§3204(d)(1)et seq., GC§§12946, 12960, 34090; 29 USC 1113 PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 (Building Safety, Housing, Planning) Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards COMMUNITY DEVELOPMENT/BUILDING&SAFETY Community Address Files/Building Permits Department preference; Statewide Develop./ Optical Disk Yes Yes: After Building& BL-001 (Construction Notices, Compliance Orders, P n/a (Laserfiche) (Laserfiche) QC&OD guidelines propose permanent; GC Safety Stop Work Orders, etc.) §34090, H&S§19850 Community Develop./ BL-004 Building Permit Database Indefinite n/a Electronic/ Department Preference-Data is Building& Magnetic interrelated; GC§34090, H&S§19850 Safety Community Upon Department preference; Preliminary Develop./ gL-005 Building Plans-Cancelled Expired, or Expiration, Expiration,Cancellation Cancellation n/a drafts not retained in the ordinary course Building& Withdrawn (Permit never issued) or or Withdrawal of business; CBC§104.7; H&S§19850, Safety Withdrawal GC§34090 Building Plans- Finalled- INDUSTRIAL, Department Preference; Law requires Community COMMERCIAL, MULTI-FAMILY for the life of the building for commercial Develop./ BL-006 DWELLINGS, PLACES OF PUBLIC P n/a Optical Disk Yes Yes: After and common interest dwellings only; Building & ACCOMMODATION,TENANT (Laserfiche) (Laserfiche) QC&OD Statewide guidelines propose 2 years Safety for blueprints&specifications; CBC IMPROVEMENTS 104.7& 107.5, H&S§19850, GC§34090 Department preference; Site Plans Only Community for dwellings less than 2 stories, Develop./ Building Plans- Finalled-SINGLE Optical Disk Yes Yes: After garages&appurtenances, BL-007 FAMILY RESIDENTIAL-SFR and P n/a farms/ranches, 1-story with bearing Building& APPURTENANCES (Laserfiche) (Laserfiche) QC&OD walls less than 25; CBC requires 180 Safety days from completion date; CBC 104.7 & 107.5, H&S§19850, GC§34090 Community Develop./ Optical Disk Yes Yes: After BL-008 Certificate of Occupancy(CofO) P n/a Department Preference; GC§34090 Building & (Laserfiche) (Laserfiche) QC&OD Safety PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 (Building Safety, Housing, Planning) Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Community Develop./ BL-010 Plan Check Comments When n/a n/a Preliminary Drafts; GC§34090 Building& Finalled Safety Community When No Develop./ BL-011 Reports: Building Activity Longer n/a n/a Preliminary Drafts(the database is the Building& Required original); GC§34090 Safety Community Develop./ BL-012 Requests&Permissions to Receive Copies 2 years Full File Paper GC§34090 Building& of Plans(to and from Architects) Folder Safety Community Develop./ Uniform Building Codes/California Building When When Building & BL-013 Codes Superseded Superseded Paper GC§50022.6 Safety COMMUNITY DEVELOPMENT/HOUSING Community When No Foreclosure Notices/Notices of Defaults Preliminary drafts not retained in the Develop./ HS-001 Longer n/a n/a Housing (NOD) Required- ordinary course of business; GC§34090 HUD requires 5 years after the project 5 years after completion; documents imposing the recapture/resale restrictions are 5 Housing Programs: Affordable Housing Affordability years after the affordability period Community Projects, Rehabilitation, CDBG-funded Period Affordability terminates; Uniform Admin. Period Develop. HS-002 Housing Projects, HOME, etc. Terminates, Optical Disk Yes Yes: QC& Requirements for Grants to Local / Housing or the Written Terminates (Laserfiche) (Laserfiche) OD Governments is 3 years from WITH a Recapture/Resale Restriction Agreement expenditure report; statewide guidelines Terminates, propose 4 years; 24 CFR§§92.508, Whichever is 570.502, 982.158, 884.214; 29 CFR Longer 97.42; HUD Notice PIH 98-48, 99-49; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 (Building Safety, Housing, Planning) Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards HUD requires 5 years after the Housing Programs: Affordable Housing agreement terminates; Consistent with Projects, Rehabilitation, CDBG-funded Loan Pay-off Loan Pay-off Consolidated Plan Requirements; Community Housing Projects, HOME, etc. OR OR Pa Required for 3-4 years from expenditure Develop./ HS-003 Forgiveness- Forgiveness+ per or performance report; 24 CFR Housing WITHOUT a Recapture/Resale +5-years 5 years §§92.508, 570.502, 982.158, 884.214; Restriction 29 CFR 97.42; HUD Notice PIH 98-48, 99-49; GC§34090 Community Loan Applications/Potential Buyers Develop./ HS-004 Denied, Cancelled or Withdrawn (First 2 years Full File Folder Paper GC§34090 Housing Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.) Community Optical Disk Yes Yes: QC& Develop./ HS-005 Mobile Home Rent Control -Arbitrations P n/a Department preference; GC§34090 Housing (Laserfiche) (Laserfiche) OD Community Optical Disk Yes Yes: QC& Develop./ HS-006 Mobile Home Rent Control - Park files P n/a Department preference; GC§34090 Housin (Laserfiche) (Laserfiche) OD COMMUNITY DEVELOPMENT/PLANNING Community Administrative Reviews(final determination Optical Disk Yes Yes:After Develop./ PL-002 letter, plans, etc..) P n/a (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 Planning Community Annexations/Boundaries/Consolidations/ Optical Disk Yes Yes:After Develop./ PL-004 P n/a Land Records; GC§34090 Planning LAFCO (Laserfiche) (Laserfiche) QC&OD PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 (Building Safety, Housing, Planning) Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Not all internal communications and Environmental Determinations: notes are required to be saved; "E-mails Environmental Impact Reports (EIRs), that do not provide insight into the Negative Declarations, Categorical project or the agency's CEQA Project compliance with respect to the project— Community Exceptions, etc.) /CEQA/NEPA Completion of Develop. PL-005 Approval or CEQA Paper are not within the scope of section / Denial +2 21167.6, subdivision (e)and need not Planning Correspondence and staff notes that years Process be retained." Golden Door Properties, provide insight into the project or the agency's CEQA compliance with respect to LLC v. Superior Court of San Diego the project County (County of San Diego, et al., Real Parties in Interest)(53 Cal.App.5th 733); PRC 21167,6; GC§34090 Environmental Determinations: Community Environmental Impact Reports (EIRs), Usually filed in the project file; Final Develop./ PL-006 Negative Declarations, etc.) P n/a Optical Disk Yes Yes:After environmental determinations are Planning (Laserfiche) (Laserfiche) QC&OD required to be kept a"reasonable period Inside City boundaries of time"; 14 CCR§15095(c); GC§34090 Community Optical Disk Yes Yes:After City Clerk Maintains all Agenda Packets Develop./ PL-007 General Plan, Elements and Amendments P n/a (Laserfiche) (Laserfiche) QC&OD Permanently; GC§34090.7 Planning Community Historic Preservation Survey, Evaluations Optical Disk Yes Yes:After Develop./ PL-011 P n/a Department Preference; GC§34090 Planning and Designations (Laserfiche) (Laserfiche) QC&OD Community Master Plans, Specific Plans, Land Use Optical Disk Yes Yes:After Develop./ PL-012 P n/a Department Preference; GC§34090 Planning Plans, etc. (Laserfiche) (Laserfiche) QC&OD After Issuance of Certificate of Community Occupancy, Preliminary drafts not retained in the Develop./ PL-013 Materials Boards or Final n/a n/a ordinary course of business; GC§34090 Planning Permit Sign Off, whichever is later PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 (Building Safety, Housing, Planning) Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Community Permits-Over the Counter(OTC Permits)/ Develop./ PL-014 Temporary Zoning Permit/Limited Term 2 years Full File Folder Paper GC§34090 Planning Permit, including Christmas Trees and Pumpkin Lots . Community Electronic/ Department Preference-Data is Develop./ PL-019 Planning Project Database Indefinite n/a Magnetic interrelated; GC§34090, H&S§19850 Planning Planning Project Files -Approved Permanent Entitlements (Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Department preference; Final Community environmental determinations are Environmental Determinations, Staff Optical Disk Yes Yes:After Develop./ PL-020 P n/a required to be kept a"reasonable period Reports, Plans&Maps) (Laserfiche) (Laserfiche) QC&OD Planning of time"; 14 CCR§15095(c); Examples: Conditional Use Permits(CUPs), GC§§34090, 34090.7 Correspondence, Design Review, Parcel Maps, Planned Unit Developments(PUD),Site Plans, Tentative Subdivisions,Variances,Zone Changes,eta Community Minimum Develop./ PL-021 Preliminary Review File 2years Full File Folder Paper Department preference; GC§34090 Planning Community Public Art/Art in Public Places, or Art Optical Disk Yes Yes:After Develop./ PL-022 P n/a Department preference; GC§34090 Planning Owned by the City (Laserfiche) (Laserfiche) QC&OD Community Expiration + Expiration of Develop./ PL-014 Short Term Vacation Rental Permits 2 years Permit Paper Department Preference; GC§34090 Planning Community Special Studies(Not related to a Project- Minimum 2 Develop./ PL-027 Noise in the Downtown Corridor, etc.) years Full File Folder Paper Department Preference; GC§34090 Planning Community Optical Disk Yes Yes:After Develop./ PL-029 Zoning Maps(Historically Significant) P n/a Department Preference; GC§34090.7 Planning (Laserfiche) (Laserfiche) QC&OD PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT & OPEN GOVERNMENT Page ED-1 (Information Technology, GIS, Economic Development, Communications) Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards COMMUNICATIONS When No The"Client"department retains the final Lead Dept. COM-001 Graphics Files,Website, etc. Longer n/a n/a official record for its retention period; GC Required §§34090, 7927.500 Lead Dept. COM-002 Public Relations/Press Releases 2 years Full File Paper GC§34090 Folder ECONOMIC DEVELOPMENT/REDEVELOPMENT/SUCCESSOR AGENCY Economic Develop./ Economic Development Projects, Programs, Minimum 2 Full File RDA/ ED-001 Subject& Issues(Issues and/or projects will years Folder Paper Department Preference; GC§34090 Successor vary over time) Agency Economic Develop./ Full File Department preference, meets municipal RDA/ ED-002 Real Estate Appraisals 5'years Paper Folder auditing standards; GC§34090 Successor Agency Economic Develop./ Redevelopment Long Range Property Completion Completion of RDA/ ED-003 Management Plans, Oversight Plans + 10 years Plan Paper Department preference; GC§34090 Successor Agency Economic Develop./ Yes: Upon Optical Disk Yes Department Preference for Historical RDA/ ED-004 Redevelopment Plans P n/a (Laserfiche) (Laserfiche) Completion Purposes; GC§34090 Successor of Contract Agency Economic Redevelopment Projects& Project Areas Planning, Building and Engineering Develop./ retains final documents of construction (Ensure Planning has all Environmental Completion Completion of projects(transfer any CIP project files to RDA/ ED-005 Documents, Engineering has all CIP Projects, + 10 years Project Paper Engineering); Covers various Statute of Successor and City Clerk has all Real Property records Limitations; CCP§337 et seq.; GC Agency for Permanent retention 34090 INFORMATION TECHNOLOGY&GIS PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT & OPEN GOVERNMENT Page ED-2 (Information Technology, GIS, Economic Development, Communications) Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? C'd? If the record is not listed here, refer to the Retention for City-Wide Standards Used for Disaster Recovery Purposes Information When No Only; Considered a copy and can be Backups- ANNUAL/DAILY/WEEKLY / Electronic/ Technology IT-001 Longer n/a destroyed when no longer required;tapes &GIS MONTHLY Required Magnetic are in autochangers and are overwritten; GC§34090 et seq. Information Minimum 2 Superseded, Electronic/ Technology IT-003 Enterprise System Catalogue(posted on line) years or 2 years Magnetic GC§34090 et seq. &GIS Information When No Preliminary documents not retained in the Technology IT-005 Network Configuration Maps&Plans Longer n/a n/a ordinary course of business; GC§34090 &GIS Required et seq. Information Video Recordings-Operations of the City Electronic/ Records"regular and ongoing Technology IT-009 1 year 1 year &GIS (City Employees Performing Work) Magnetic operations"; GC§34090.6 Information When No Video Recordings- Parking Lots, Public Electronic/ Does not record "regular and ongoing Technology IT-010 Areas Longer n/a Magnetic operations"; GC§34090.6 &GIS Required UNALTERABLE MEDIA/IMMUTABLE For legal compliance for Trustworthy Information CLOUD BACKUP/WORM/DVD-r/CD-r/ Electronic Records(when the electronic Technology IT-011 Blue Ray-R or other UNALTERABLE MEDIA P n/a Optical Disk Yes Yes:After record serves as the official record); must &GIS that does not permit additions, deletions, or (Laserfiche) (Laserfiche) QC&OD be stored in a"safe and separate changes location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq. PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards FINANCE/ACCOUNTING Department Preference; IRS:4 years after tax is due or paid (longer for Finance/ FIN-001 1099's/ 1096's 5 years Full File Paper auditing&contractor delinquency); Ca. Accounting Folder FTB: 3 years; IRS Reg §31.6001- 1(e)(2), R&T§19530, GC§34090; 29 USC 436 Accounts Payable/Invoices and Backup Department preference; Meets Finance/ FIN-002 8 years Full File Paper municipal government auditing Accounting (Includes Invoices, Travel Expense Folder standards; Published articles show 3- Reimbursements, Check Request, etc.) 7 years; GC§34090 Finance/ Assessment Rolls/Lighting and Full File Department preference; Meets auditing FIN-003 Landscape Districts(to Tax Assessor for 5 years Paper Accounting Folder standards; GC§34090 et seq. Tax Rolls) Finance/ Audit Reports/ACFR(Annual Optical Disk Yes Yes: After Department Preference(copies); GC Accounting FIN-004 Comprehensive Financial Report)and P n/a (Laserfiche) (Laserfiche) QC&OD §34090.7 related Audit Opinions Department Preference(meets Finance/ Full File municipal government auditing Accounting FIN-005 Audit Work Papers 10 years Folder Paper standards); Statewide guidelines propose audit+4 years; Published articles show 3-7 years; GC§34090 Department Preference(meets Finance/ Audits-Single Audits, Grant Audits, IRS [Full ile municipal government auditing Accounting FIN-006 Audits, Transportation Audits, PERS 5 yearser Paper standards); Statewide guidelines Audit, etc. propose audit+4 years; Published articles show 3-7 years; GC§34090 Bank Statements and Trustee Finance/ Statements, Fiscal Agent Statements, ile Department Preference; meets auditing Accounting FIN-007 Investment Account Statements, Bank 5 yearser Paper standards; GC§34090, 26 CFR Reconciliations, Bank Deposits, Bank 31.6001-1 Transmittal Advice PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference; Statute of Bonds (Revenue)Official Statements/ Limitations for bonds, mortgages,trust Transcripts/Certificates of Participations deeds, notes or debentures is 6 years; Finance/ (COPs)- Includes Continuing Disclosure Fully Fully Bonds issued by local governments are Accounting FIN-008 Reports Defeased + Defeased Paper 10 years; There are specific 10 years requirements for disposal of unused See Bank Statements for statement bonds; CCP§§336 et seq. 337.5(a); retention. 26 CFR 1.6001-1(e): GC§43900 et seq. Finance/ FIN-009 Budgets-Adopted/Final P n/a Optical Disk Yes Yes: After Department preference; GC§34090 et Accounting (Laserfiche) (Laserfiche) QC&OD seq. Finance/ Budgets- Preliminary, Proposed, Backup When No Accounting FIN-010 Documents Longer n/a n/a Preliminary drafts; GC§34090 Required Department preference;All tangible property held by government agencies Finance/ FIN-011 Escheat(Unclaimed money/uncashed 5 years Full File Paper escheats after 3 years; Statute of Accounting checks) Folder Limitations is 1 year for seized property; CCP§§340(d), 1519; GC §34090 Finance/ FEM Close ofA Reimbursement/OES Close of Accounting FIN-012 Reimbursements Project+ 10 Project Paper Department Preference; GC§34090 ears Finance/ Electronic/ Data Fields/Records are interrelated; FIN-013 Financial Services Database Indefinite n/a Accounting Magnetic GC§34090 Department Preference(bond auditing purposes; IRS regulations state, Finance/ Sale or Sale or "...material records should generally be FIN-014 Fixed Assets Disposal +2 Disposal Paper kept for as long as the bonds are Accounting years outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR 1.6001-1(e); GC§34090 Finance/ FIN-015 Investment Reports&Backup 5 years Full File Paper Department Preference; GC§34090 Accounting I I I I Folder PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference; Meets auditing Investments/Arbitrage/Certificate of standards; Published articles show Finance/ Deposit/Investment Bonds (Receipts/ Fully Fully disposal +7 years for security Accounting FIN-016 Advisor Reports /Trade Tickets/LAIF Defeased + Defeased Paper brokerage slips; statewide guidelines (Local Agency Investment Fund)) 10 years propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 Department Preference; meets municipal government auditing Finance/ FIN-017 Journal Entries/Journal Vouchers 6 years Full File Paper standards; Statute of Limitations is 4 Accounting Folder years; statewide guidelines propose Audit+ 5 years; GC§34090, CCP§ 337 Reports, Subsidiary Ledgers, Department preference(The Financial Reconciliations, Registers,Transaction N Finance/ FIN-018 Histories, Balance Sheets, Revenue& n/a n/a System Database i r the original; Accounting reports are considered drafts or Expenditure Reports, etc. (MONTHLY OR PERIODIC) copies); GC§34090 Reports: Annual State or Federal: State Finance/ Controller's Report, Local GovernmentFull File Department Preference; Meets auditing Accounting FIN-019 Compensation Report, Gas Tax, MOE Folder Paper standards; GC§34090 (Maintenance of Effort) Report, Street Report, etc. Finance/ Special District Assessment Rolls(to TaxFully Department preference due to FIN-020 Paper underlying Bonds; Meets auditing Accounting Assessor for Tax Rolls) Defeased standards; GC§34090 et seq. Department Preference; meets Sale or municipal government auditing Finance/ FIN-021 Surplused Equipment/Disposal Disposal +2 Sale or Paper standards; Statute of Limitations is 4 Accounting years Disposal years; statewide guidelines propose Audit+ 5 years; GC§34090, CCP§ 337 Finance/ FIN-022 Vehicle Titles(Pink Slips)-All Vehicles Sale or Paper Department Preference; GC§34090 Accounting LEZJDisposal PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Vendor Vendor No Finance/ FIN-023 W-9s Inactive+3 Longer Does Paper Meets IRS Auditing Requirements; GC Accounting Business with §34090 years the Cit BUSINESS LICENSE&REVENUE Finance/ Accounts Receivable -Miscellaneous- Business FIN-024 Damage to Public Property, Invoices to 5 years Full File Paper Department preference; Meets auditing License& Folder standards; GC§34090 et seq. Revenue Outside Entities, etc. Finance/ Department preference(The Business Business Billing Registers, Payment Registers, When r n/a n/a License&Permit Database is the License& FIN-027 Adjustment Registers Longer original; reports are considered drafts Revenue Required or copies); GC§34090 Finance/ Department preference(Planning uses Business Business License&Permit Applications Optical Disk Yes Yes: After License& FIN-028 and Changes P n/a (Laserfiche) (Laserfiche) QC&OD for Zoning Compliance purposes); GC §34090 et seq. Revenue Finance/ Business Electronic/ Data Fields/Records are interrelated; License& FIN-029 Business License& Permit Database Indefinite n/a Magnetic GC§34090 Revenue Finance/ Department preference(meets Business FIN-030 Business License& Permit Renewals 5 years Full File Paper municipal government auditing License& Folder requirements); GC§34090 et seq. Revenue Finance/ Cash Receipts/MCRs(Miscellaneous Business FIN-031 Cash Receipts)/Daily Cash Summaries/ 5 years Full File Paper Department preference; Meets auditing License& Cashiers Reports/Cash Reports/Petty Folder standards; GC§34090 et seq. Revenue Cash Finance/ Department preference; Meets General FIN-032 Checks/Warrants(Cashed) 5 years Full File Paper municipal government auditing Accounting Folder standards; Published articles show 3- 7 years; GC§34090 PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Finance/ Department preference; Delinquencies Business FIN-033 Collections/Collection Agency Case Files 7 years Full File Paper remain on credit reports for 7 years; License& &Statements/Delinquent Accounts Folder GC§34090 et seq. Revenue Finance/ Business FIN-034 Returned Checks/NSF Checks 5years Full File Paper Department Preference; Meets auditing License& Folder standards; GC§34090 Revenue Finance/ I Final Documented or attached to Customer Business Water Billing: Appeals- Payment Final FIN-035 Decision +2 Paper Record in database GC§34090; H&S License& Delinquency& Impending Discontinuation years Decision §116908 Revenue Finance/ Water Billing: Non-payment Notices/ Business FIN-036 Notice of Payment Delinquency& 5 years Full File Paper Meets municipal government auditing License& Impending Discontinuation (Initial, Final) Folder standards; GC§34090; H&S§116908 Revenue Finance/ Business FIN-037 Water Billing: NSF Checks/Adjustments 5 years Full File Paper Meets municipal government auditing License& to Customer accounts Folder standards; GC§34090; H&S§116908 Revenue Finance/ Water Billing: Payment Plans: Fully Paid or Business FIN-038 Amortization,Alternative Payment Plans, Written Off+ Fully Paid or Paper Meets municipal government auditing License& Deferrals, etc. 5 years Written Off standards; GC§34090; H&S§116908 Revenue Finance/ When Business FIN-039 Water Billing: Policy on Discontinuation of Superseded; When Paper Must post to Website; H&S§116906; License& Residential Service for Nonpayment Minimum 2 Superseded GC§34090 Revenue years Finance/ Business Water Billing: Report of Annual Minimum 2 Full File Must post to Website; H&S§116918; License& FIN-040 Discontinuations of Residential Service years Folder Paper GC§34090 Revenue PAYROLL PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department Preference; Instructions 1095-C, 1094-C (Employer-Provided state"Generally, keep copies of Finance/ Full File information returns you filed with the Payroll FIN-040.1 Health Insurance Offer and Coverage& 5 years Folder Paper IRS or have the ability to reconstruct Transmittal Form) the data for at least 3 years,from the due date of the returns"GC§34090 Finance/ CalPERS Reports-Annual Valuation Full File Payroll FIN-041 Reports,Actuarial Valuation Reports 10 years Folder Paper Department Preference; GC§34090 DE-6, DE-7, DE-9, DE-43, W-3, &DE- Department Preference; IRS:4 yrs 166, 941 Forms, IRS 5500 Forms after tax is due or paid; Ca. FTB: 3 Finance/ FIN-042 (Employee Benefit Plans), PERS/FICA& 7 years Full File Paper years;Articles show 7 years; IRS Reg Payroll Medicare Adjustments-Quarterly Payroll Folder §31.6001-1(e)(2), R&T§19530; 29CFR Tax Returns/OASDI, Federal Tax 516.5-516.6, 29USC 436, GC§34090 Deposits,Adjustments, etc. Produced by Deferred Comp. Provider; Finance/ Full File consistent with proposed statewide Payroll FIN-043 Deferred Compensation (City Statements) 7 years Folder Paper guidelines; published articles for bank statements show 4-7 years; GC §304090, 26 CFR 31.6001.1 Department preference;W-4s are Payroll File(By Employee Name) required four years after the due date Finance/ FIN-044 Separation + Employee of such tax for the return period to Payroll 7 years Separation Paper which the records relate, or the date Includes W-4, other payroll forms such tax is paid,whichever is the later. 26 CFR 31-6001-1; GC§34090 Finance/ FIN-045 Payroll Reports-Annual Detail P n/a Optical Disk Yes Yes: After Department preference for SBCERA Payroll (Laserfiche) (Laserfiche) QC&OD Buy-backs; GC§34090 Department preference for Grant Finance/ Payroll Reports- Periodic(includes Full File Auditing Purposes; Meets municipal FIN-046 Deduction Registers, Leave Registers, 7years Paper government auditing standards; Payroll Time Transaction Reports, etc.) Folder Published articles show 3-7 years; GC §34090 PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of Retention Media of Image into Destroy Retention Total Paper after Record Records Description Period Official Trusted Comments/Reference No. Retention (Final) Imaged& (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department preference for Grant Finance/ Time Sheets/Time Cards/Overtime Full File Auditing Purposes; Meets municipal Payroll FIN-047 Sheets/Overtime Cards 7 years Folder Paper government auditing standards; Published articles show 3-7 years; GC §34090 Department preference for Grant Finance/ Full File Auditing Purposes; Meets municipal Payroll FIN-048 W-2's 7 years Folder Paper government auditing standards; Published articles show 3-7 years; GC 34090 PURCHASING Finance/ FIN-049 Purchase Orders/Requisitions 5 years Full File Paper Department Preference; GC§34090 Purchasing Folder Finance/ FIN-050 Request for Proposals/Unsuccessful 5 years, Full File Paper Department Preference; GC§34090 Purchasing Bids/Evaluations I I Folder PETALUMA, CA ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards FIRE ADMINISTRATION Fire/Admin. Emergency Operations Center(EOC) Full File Optical Disk Yes Yes: After & Police/ FR-001 10 years Department Preference; GC§34090 Admin. Activations& Drills Folder (Laserfiche) (Laserfiche) QC&OD Emergency Operations Plan (includes Superseded Full File Optical Disk Yes Fire/Admin. FR-002 Office of Emergency Management& and Folder (Laserfiche) (Laserfiche) No GC§34090 Homeland Security) Approved Department preference; EEOC/FLSA/ADEA Employee Training Individual Records- (Age)requires 3 years for promotion, Fire/Admin. FR-003 Rookie Tests/ Individual Training Separation + Separation of Optical Disk Yes Yes: After demotion,transfer, selection, or discharge; Certificates/DMV File(by employee) 5 years Employee (Laserfiche) (Laserfiche) QC&OD State Law requires 4 years for personnel actions; LC§6429(c); GC§§12946, 12960, 34090 Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Employee Training Course Records/EMS Calif. Labor Division is required to keep their Continuing Education Training OSHA records 7 years; EEOC/FLSA/ADEA Fire/Admin. FR-004 7 years Full File Optical Disk Yes Yes: After (Age)requires 3 years for promotion, (Attendance Rosters, Outlines and Course Folder (Laserfiche) (Laserfiche) QC&OD demotion,transfer, selection, or discharge; Materials, Paramedic Continuing Education State Law requires 4 years for personnel Rosters and Certificates) actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(1), LC§6429(c); GC§§12946, 12960, 34090, 53235.2(b), 53237.2(b) Employee Training Database/Log (Fire Electronic/ Fire Admin. FR-005 Indefinite n/a Data is interrelated; GC§34090 et seq. House) Magnetic FEMA/OES Reimbursement Claims/ Full File Fire Admin. FR-006 Strike Team Reimbursements 10 years Folder Paper Department Preference; GC§34090 Fire/Admin. FR-007 Fire Incident Reports and RMS Database I Indefinite n/a Electronic/ Data is interrelated; GC§34090 et seq. Magnetic When Fire/Admin. FR-008 ISO Insurance Ratings Superseded- When Paper Department Preference (rated every 10 Minimum 2 Superseded years); GC§34090 ears PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards When No Considered a preliminary draft/copy(the Fire/Admin. FR-009 Monthly Statistical Reports/Run Statistics Longer n/a n/a Fire database is the original); GC§34090 et Required seq. Copies- Originals Maintained by City Clerk or County Mutual Aid Agreements, Joint Power When No City Clerk FR-010 Authorities Longer n/a n/a Clerk of the Board Permanently; GC Required §34090.7 Programs and Projects (e.g. Cadet, CPR Minimum 2 Full File Fire/Admin. FR-011 Paper Department Preference; GC§34090 et seq. Program, Fire Service Day, etc.) ears Folder Fire/Admin. FR-012 Requests for Fire Incident Reports and Fire 2 years Full File Paper GC§34090 Investigation Reports Folder Fire/Admin. FR-013 Ride-A-Long Waivers 3 years Full File Paper Department Preference; GC§34090 Folder Subpoenas(Personal Appearance-Fire Full File Fire/Admin. FR-014 Personnel 3 years Folder Paper Department Preference; GC§34090 EMERGENCY MEDICAL SERVICES Completion Controlled substances are required for 2 Fire/EMS FR-015 Controlled Substance Logs, Inventories/ 2 years of Inventory Paper years after inventory or transaction; 21 CFR Ambulance Inventory Logs or Transaction §1304.04, 1310.04 Fire/EMS FR-016 Emergency Medical PCR Database Indefinite n/a Electronic/ Data is interrelated; GC§34090, 60201 et Magnetic seq. Final Final Department preference; Statute of Limitations Fire/EMS FR-017 EMS Complaints about Patient Care Disposition + Paper for health providers is 3 years; CCP§340.5, 3 Vears Disposition GC§34090 EMS CQI (Continuous Quality Full File Statute of Limitations for health providers is 3 Fire/EMS FR-018 Improvement)/Quality Assurance 3years Folder Paper years; 13 CCR 1100.7, UFC§104.3.2, §104.3.4, GC§34090, 60201 et seq. HIPAA Policies and Procedures(Health Superseded Policy Optical Disk Yes Yes: After Fire/EMS FR-019 Insurance Portability and Accountability Act) +6 years Superseded (Laserfiche) (Laserfiche) QC&OD 24 CFR 164.530(j) PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards 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 Patient Care Reports/PCRs/Paramedic providers"; Statute of Limitations for health Fire EMS FR-020 Release Forms(EMS transportation)/ 10 years Full File Optical Disk Yes Yes: After providers is 3 years; CCP§340.5, GC / Consent Form with Assignment of Benefits: Folder (Laserfiche) (Laserfiche) QC&OD §34090; H&S§§1797.98e 123145; 42 CFR ADULTS 482.24(b); 9 CCR 9444, 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 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 Patient Care Reports/PCRs/Paramedic providers"; Statute of Limitations for health Fire EMS FR-021 Release Forms(EMS transportation)/ 18 years Full File Optical Disk Yes Yes: After providers is 3 years; CCP§340.5, GC / Consent Form with Assignment of Benefits: Folder (Laserfiche) (Laserfiche) QC&OD §34090; H&S§§1797.98e 123145; 42 CFR JUVENILES 482.24(b); 9 CCR 9444, 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 FIRE MARSHAL/FIRE PREVENTION Fire/Fire Marshal & Consumer Fireworks Booth Permits Full File Department preference (meets auditing Fire FR-022 (Financial Data, etc.) 5 years Folder Paper standards); GC§34090 et seq. Prevention Fire/Fire Marshal & Fire Investigations- Evidence of Arson Optical Disk Yes Yes: After Department preference (Capital Crimes have Fire FR-023 Resulting in Homicide/Fire Deaths P n/a (Laserfiche) (Laserfiche) QC&OD no statute of limitations); GC§34090 et seq. Prevention PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Fire/Fire Fire Investigations-OTHER Than Arson Completion Marshal & Resulting in Homicide or Death I Minimum 5 of Optical Disk Yes Yes: After Fire FR-024 including evidence of arson resulting in years t (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 et seq. Investigation Prevention great bodily harm gation Fire/Fire I I Department Preference (meets municipal Marshal & FR-025 Fire Protection System Permit Billings 5 years Full File Paper government auditing requirements); GC§ Fire Folder 34090 et seq. Prevention Fire/Fire Marshal & Fire Protection System Plans- Fire Life of the Optical Disk Yes Yes: After Fire FR-026 Sprinkler plans, Fire Alarm Plans, etc. Structure n/a (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 et seq. Prevention Fire/Fire Marshal & FR-027 Fire Sprinkler Plans When Superseded Paper Department preference; GC§34090 et seq. Fire Superseded Prevention Fire/Fire Marshal & FR-028 Pre-Citations, Citations, Notice of Violations 5 years Full File Paper Department preference; GC§34090 et seq. Fire Folder Prevention Fire/Fire Marshal & FR-029 Public Information/Education (when Minimum 2 Full File Fire produced internally) years Folder Paper Department Preference; GC§34090 Prevention Fire/Fire Marshal & Full File Department preference (meets municipal Fire FR-030 Remittance/Billing (CUPA, HazMat, etc.) 5 yearn Folder Paper government auditing standards); GC§34090 Prevention Fire/Fire Special Event Permits/Explosives Permits Life of Permit Marshal & Expiration of Department Preference; CFC§§ 104.6— FR-031 (assembly permits, candle permits, tent - Minimum 5 Paper Fire permits, open flame, etc.) years Permit 104.6.4 Prevention PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Underground Storage Tank(City Owned- Removed) Monitoring and Maintenance records are Fire/Fire required on site for 3 years, 6%years for Marshal & Full File cathodic protection maintenance, 5 years for Fire FR-032 UST Monitoring, Inspections and 7 years Folder Paper calibration &maintenance of release Prevention Maintenance, Release Detection detection systems; 23 CCR 2712(b); H&S Systems, Cathodic Protection §25284.2(i) Maintenance Records Fire/Fire Underground Storage Tanks- USTs(City Marshal & FR-033 Owned -Removed) Life of the Full File Optical Disk Yes Yes: After Fire Tank Folder (Laserfiche) (Laserfiche) QC&OD 23 CCR 2712(b), H&S §25284.2(i) Prevention Repairs, Lining, Upgrades Underground Storage Tanks(City-Owned- Fire/Fire Marshal & Removed) Optical Disk Yes Yes: After Department Preference (required for the life Fire FR-034 P n/a (Laserfiche) (Laserfiche) QC&OD of the tank); 23 CCR 2712(b), H&S Prevention Location, Soil Remediation, Monitoring §25284.2(i); GC§34090 et. seq. Well Records Fire/Fire Marshal & Minimum 3 Full File Fire FR-035 Weed Abatement/Vegetation Abatement years Folder Paper Department Preference; GC§34090 Prevention PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards OPERATIONS/SUPPRESSION Expiration of Fire/Ops FR-036 AQMD Permits(Generators, etc.) Permit Expiration of Paper 40 CFR 70.6; GC§34090 Minimum 2 Permit ears Daily Vehicle Inspections/Daily Equipment Minimum 3 Full File Fire/Ops FR-037 Checks/Safety Equipment Inspections years Folder Paper Department Preference; GC§34090 Life of the Structure or Approvals, Inspections, Fires, Modification/ Fire Code Permits, CUPA Inspections, Activity, or Alternative Methods or Materials are Fire/Ops FR-038 Engine Company Business Inspections, Minimum 5 Full File Paper S/I Yes: After Required for the Life of the Structure or Annual and Triannual Inspections years, Folder QC&OD Activity, or Minimum 5 years CFC§§ 104.6— Whichever is 104.6.4; GC§34090 Lon er Fire Vehicle,Apparatus, & Equipment Disposal of Department Preference; If a motor carrier, History Files, Vehicle, required for 18 months after vehicle is sold; Fire/Ops FR-039 Apparatus, or Full File Optical Disk Yes Yes: After CHP requires life of vehicle; OSHA requires 1 Certifications, Maintenance, Registrations, Equipment+ Folder (Laserfiche) (Laserfiche) QC&OD year; 8 CCR§ 3203(b)(1);49 CFR Safety Certifications, etc. 3 years 396.21(b)(1);49 CFR 396.3(c); CCP§337 et. Seq., GC§34090 Fire/Ops FR-040 Generator Operation Logs& Inspections- 3years Full File Paper AQMD Rule 1470; GC§34090 Fixed/Stationary Generators Folder Fire/Ops FR-041 Generator Operation Logs& Inspections- 5years Full File Paper AQMD Rule 1470; Form 400—E-13a Portable/Emergency Generators Folder instructions; GC§34090 Hazardous Materials Business Plans Superseded Full File Fire/Ops FR-042 HMBP + 5 ears Folder Paper Department Preference; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909)337-3516-all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 1/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of Retention Media of Image into Destroy Paper Retention Total Official Record Records Description Period Trusted after Imaged& Comments/Reference No. Retention (Final) (OFR) Commences System? QC'd? Record If the record is not listed here, refer to the Retention for City-Wide Standards HUMAN RESOURCES EEOC/ADEA(Age)requires 1 year Duration of after benefit plan termination; Federal Human HR-002 Benefit Plan Documents (CaIPERS, the Contract Contract Optical Disk Yes Yes: After QC law requires 6 years after filing date for Resources Optical, Dental, etc.) +6 years Termination (Laserfiche) (Laserfiche) &OD retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC§§12946, 12960, 34090 Department Preference; FLSA;Wage and hour laws are subject to a 3 year SOL; Bureau of National Affairs Human Classification/Reorganization Studies Full File recommends 2 years for all HR-003 (for employee classifications and 4 years F Paper supplementary Personnel records; Resources department structures) older Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC§§12946, 12960, 34090 Department Preference; Bureau of National Affairs recommends 2 years Human Minimum 4- Full File for all supplementary Personnel Resources HR-004 Compensation Surveys&Studies years Folder Paper records;Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human HR-005 COVID-19 Notifications to Employees 3 years Final Paper LC§6409.6(k), GC§34090 Resources Disposition CRD(California Civil Rights All State and Federal laws require Human Department/Department of Fair Final Final retention until final disposition of formal HR-006 Disposition + Paper complaint; State requires 4 years after Resources Employment& Housing (DEER or 4 years Disposition "fully and finally disposed"; 2 CCR EEOC)Claims/Harassment Claims 11013(c); GC§§12946, 12960, 34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of Retention Media of Image into Destroy Paper Retention Total Official Record Records Description Period Trusted after Imaged& Comments/Reference No. Retention (Final) (OFR) Commences System? QC'd? Record If the record is not listed here, refer to the Retention for City-Wide Standards Department preference; D.O.T. Requires 5 years for positive tests, 1 year for negative tests; Human Drug &Alcohol Test Results(All- Full File EEOC/FLSA/ADEA(Age)requires 3 Resources HR-008 Positives and Negatives) 5 years Folder Paper years 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 Department Preference; EEOC/FLSA/ADEA(Age)requires 3 years for promotion, demotion,transfer, Human HR015 Grievance FilesP Minimum 4 Action selection, or discharge; State Law Resources - Investigations years Completion aper requires 4 years; 29 CFR 1602.14, 1602.31 & 1627.3(b)(1), GC§§3105, 12946, 12960, 34090; 29 USC 1113; LC§1198.5 Required for 1 year from termination or 3 years from hiring,whichever is later; EEOC/FLSA/ADEA(Age)requires 3 Human P Separation + Separation of years for"any other forms of Resources HR-009 I-9s 3 years Employee Paper employment inquiry"; State Law requires 4 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC§§12946, 12960, 34090 Department preference; EEOC/FLSA/ADEA(Age)requires 3 years for promotion, demotion,transfer, Human Job Descriptions/Classification Minimum selection, or discharge; State Law Resources HR-010 Specifications Superseded Superseded Paper requires 4 years; retirement benefits is +4years 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1)et seq., GC§§12946, 12960, 34090; 29 USC 1113 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of Retention Media of Image into Destroy Paper Retention Total Official Record Records Description Period Trusted after Imaged& Comments/Reference No. Retention (Final) (OFR) Commences System? QC'd? Record If the record is not listed here, refer to the Retention for City-Wide Standards Labor Relations Files Human Minimum 10 Full File Resources HR-011 (Negotiation Notes, Correspondence, years Folder Paper Department Preference; GC§34090 Interpretation of MOU Provisions, Documentation, etc.) Separation + Department preference; Files 30 years OR maintained separately; Claims can be Termination made for 30 years for toxic substance Human Non-Industrial Long Term Disability Separation of Optical Disk Yes Yes: After QC Resources HR-011.1 Claims of Benefits+ Employee (Laserfiche) (Laserfiche) &OD exposure; 8 CCR§3204(d)(1)et seq., 8 5 years CCR 5144, 8 CCR 15400.2; 29 CFR (whichever is 1910.1020(d)(1)(i), GC§§12946, longer) 12960, 34090 Department Preference; Separation + EEOC/FLSA/ADEA(Age)requires 3 30 years OR years for promotion, demotion,transfer, Personnel Files- Background Files Termination l selection, or discharge; State Law Human Separation of Optical Disk Yes Yes: After QC HR-013 (Executives Information of Benefits-+ requires 4 years; 8 CCR Resources Technology) 5 years Empoyee (Laserfiche) (Laserfiche) &OD §11040.7(7)(C); 29 CFR 1602.14, (whichever is 1602.31 & 1627.3(b)(1), GC§§3105, longer) 12946, 12960, 34090; 29 USC 1113; LC§1198.5 Department Preference; statute of Separation + limitations for retirement benefits is 6 Personnel Files- Employee File 30 years OR years from last action; Termination EEOC/FLSA/ADEA(Age)requires 3 Human HR-014 Includes Application, Evaluations, of Benefits+' Separation of Optical Disk Yes Yes: After QC years for promotion, demotion,transfer, Resources Policies, Oaths of Office, PAFs 5 years Employee (Laserfiche) (Laserfiche) &OD selection, or discharge; State Law (Personnel Action Forms), etc. (whichever is requires 4 years; 29 CFR 1602.14, longer) 1602.31 & 1627.3(b)(1), GC§§3105, 12946, 12960, 34090; 29 USC 1113; LC§1198.5 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of Retention Media of Image into Destroy Paper Retention Total Official Record Records Description Period Trusted after Imaged& Comments/Reference No. Retention (Final) (OFR) Commences System? QC'd? Record /f the record is not listed here, refer to the Retention for City-Wide Standards Personnel Files- Medical File(all Separation + Department preference; Files employees) 30 years OR maintained separately; Claims can be Termination made for 30 years for toxic substance Human Separation of Optical Disk Yes Yes: After QC HR-016 of Benefits+ exposure; 8 CCR§3204(d)(1)et seq., 8 Resources Pre-employment Medical Clearances, 5 years Employee (Laserfiche) (Laserfiche) &OD CCR 5144, 8 CCR 15400.2; 29 CFR ADA Accommodations, Respirator Fit (whichever is 1910.1020(d)(1)(i), GC§§12946, Tests, etc. longer) 12960, 34090 Recruitment and Testing File (Includes Advertisements,Applications State Law requires 4 years; EEOC/ Hiring i FLSA/ADEA(Age) requires 1-3 years; Human HR-017 for Unsuccessful Candidates, Interview Decision +4 Hiring Paper 29 CFR 1627.3(b)(1), 29 CFR 1602.14;2 Testing Analysis&statistical Metric, 2 CCR Resources Notes, Job Brochures, Test Data, years Decision CR 11013(c); GC§§12946, 12960, Job Analysis, Rating Sheets, 090 Scantrons, etc.) Human Studies&Surveys Conducted on When No Preliminary drafts not retained in the Resources HR-018 Behalf of the City(Sick Leave,Attrition, Longer n/a n/a ordinary course of business; GC Benefits, etc.) Required §34090 HUMAN RESOURCES i RISK MANAGEMENT Human Accident/Incident/Injury Reports Full File Department preference; CCP§340.5, Resources/ RM-001 (Potential Claims-medical and non- 2 years Paper Risk Manag. medical that do not result in a claim.) Folder GC§34090 Calif. Labor Division is required to keep Human their records 7 years; OSHA requires 5 Cal-OSHA Logs-200, 300, 301, 301A, 5 Full File P years; State law requires 2 years; 8 Risk Manag..Resources RM-002 Cal-OSHA Inspections or Citations years Folder aper CCR§3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090; LC§6429c Human Full File Resources/ RM-003 Claim Runs ;,5 years Paper Department Preference; GC§34090 Risk Manag. Folder PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 9.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of Retention Media of Image into Destroy Paper Retention Total Official Record Records Description Period Trusted after Imaged& Comments/Reference No. Retention (Final) (OFR) Commences System? QC'd? Record If the record is not listed here, refer to the Retention for City-Wide Standards Claim must be filed within 1 year, lawsuit within 2 years; complaints Human against peace officers within 5 years; Resources/ RM-004 Claims Resolution + Claim Paper Statute of Limitations for contracts is 4 Risk Manag. 5 years Resolved years;wrongful death for construction is completion +5 years; CCP§§337 et seq.; GC§§911.2, 34090, 34090.6; PC §832.5(b) Human COVID-19 Notifications to Employees Full File Resources/ RM-005 3 years Paper LC§6409.6(k), GC§34090 Risk Manag. regarding potential exposures Folder Human I When Superseded, Superseded, Resources/ RM-006 DMV Pull Notices (All) or Upon -- or Upon Paper Department Preference; GC§34090 Risk Manag. Separation Separation Human Yes: Upon Resources/ RM-007 Insurance Polices/Memorandum of P n/a Optical Disk Yes Completion of Department Preference; GC§34090 Risk Manag. Coverage(City-owned policies) (Laserfiche) (Laserfiche) Contract Human Workers Compensation Claim Runs/ Full File Resources/ RM-008 Monthly Reports 5 years Folder Paper Meets auditing standards; GC§34090 Risk Manag. Separation + Department preference; Files Workers Compensation Claims /Long 30 years OR maintained separately; Claims can be Human Term Disability Claims (Includes all Separation of Optical Disk Yes Yes: After QC Termination made for 30 years for toxic substance Resources/ RM-009 Accident, Incident, or Injury Reports of Benefits+ Employee (Laserfiche) (Laserfiche) &OD exposure; 8 CCR§3204(d)(1)et seq., 8 Risk Manag. from Employees) 5 years CCR 5144, 8 CCR 15400.2; 29 CFR (whichever is 1910.1020(d)(1)(i), GC§§12946, longer) 1 1 112960, 34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION, COMMUNITY SERVICES Page P&R-1 Office of Retention Media of Image Destroy Retention Total Official into Paper after Record Records Description Period Comments/Reference (OFR) No. Retention Commences (Final) Trusted Imaged& Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards PARKS&RECREATION/COMMUNITY SERVICES Parks& Recreation/ REC-001 Accident/Incident Reports (Members of 3 years Full File Paper GC§34090 Community the Public) Folder Services Activity/Special Programs/Special Event Parks& Files& Reports/ABC Permits,where Recreation/ required Minimum 2 Full File REC-002 Paper Department preference; GC§34090 Community years Folder Services Children's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc. Parks& Recreation/ Attendance Sheets (e.g. Tiny Tots, Full File Community REC-003 Summer Camp, etc.) 2 years Folder Paper GC§34090 Services Parks& Recreation/ 2 Cash Receipts Detail/Backup/Accounts Full File City preference(not all detail is sent to Community REC-004 Receivable Detail/Refund Detail years Folder Paper Finance); GC§34090 Services Parks& Recreation/ REC-005 Class Rosters 2 years Full File Paper GC§34090 Community Folder Services Parks& Contracts: Class Instructors Department preference; Statute of Recreation/ REC-006 Completion + Completion Paper Limitations: Contracts&Spec's=4 years; Community Includes Insurance Certificates and 5 years CCP§337 et. seq., GC§34090 Services Administration Records Parks& Recreation/ REC-007 Credit Card Receipts 2 years Full File Paper City preference(not all detail is sent to Community Folder Finance); GC§34090 Services PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION, COMMUNITY SERVICES Page P&R-2 Office of Retention Media of Image Destroy Retention Total Official into Paper after Record Records Description Period Comments/Reference (OFR) No. Retention Commences (Final) Trusted Imaged& Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Parks& Recreation/ Minimum 2 Full File Community REC-008 Donations years Folder Paper Department Preference; GC§34090 Services Parks& Facility Use Rental Contracts/Field Use Recreation/ REC-009 Contracts/Facility Use Requests/Park Expiration +2 Expiration Paper GC§34090 Community years Services Permits Parks& Recreation/ REC-010 Golf Discount Records (who is provided an 2 years Full File Paper GC§34090 Community Identification Card for Golf discounts) Folder Services Parks& Recreation/ Pool Accident Logs-Non-Chemical Full File Health Department regulations; GC Community REC-011 Related Accidents 5 years Folder Paper §34090 Services Department preference; Claims can be Parks& made for 30 years for toxic substance Recreation/ REC-011 30 Paper Pool Accident Logs-Chemical Related Full File exposure; 8 CCR§3204(d)(1)et seq., 8 'years: Community Accidents Folder CCR 5144, 8 CCR 15400.2; 29 CFR Services 1910.1020(d)(1)(i), GC§§12946, 12960, 34090 Parks& Recreation/ Full File Health Department regulations; GC Community REC-012 Pool Chemical Readings 5 years Folder Paper §34090 Services Parks& Recreation/ Electronic/ Department Preference; data is REC-013 Recreation Database(Civic Rec) Indefinite n/a Community Magnetic interrelated; GC§34090 Services Parks& Registration/Applications/Liability Recreation/ Forms/Release of Liability Forms/ Full File REC-017 3 years Paper Department preference; GC§34090 Community Permissions: Camps, Field Trips, Folder Services Authorization to give Medicine, etc. PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 12.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION, COMMUNITY SERVICES Page P&R-3 Office of Retention Media of Image Destroy Retention Total Official into Paper after Record Records Description Period Comments/Reference (OFR) No. Retention Commences (Final) Trusted Imaged& Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Parks& Recreation/ REC-018 Safety Inspections 3 years Full File Paper Department preference; GC§34090 Community Folder Services Parks& I When No Recreation/ REC-019 Schedules/Hours of Classes, Programs, Longer n/a n/a Preliminary drafts not retained in the Community Facilities Required ordinary course of business; GC§34090 Services Parks& Recreation/ REC-020 Scholarships 5 years Full File Paper Department Preference(meets auditing Community Folder standards); GC§34090 Services Parks& Recreation/ Park and Facility Permits (Little League, Expiration +2 Community REC-024 Soccer League, etc.) years Expiration Paper GC§34090 Services Parks& I I Preliminary drafts/Transitory records- Recreation/ When No NOT made or retained for the purpose of Community REC-025 Sports Score Sheets, Schedules Longer n/a n/a preserving the informational content for Services Required future reference, GC§34090; 64 Ops. Cal.Atty. Gen. 317(1981)) Parks& Recreation/ REC-028 Waivers of Liability 3 years Full File Paper Department preference; GC§34090 Community Folder Services PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of Record Retention Total (OFR) No. Records Description Retention Comments/Reference If the record is not listed here, refer to the Retention for City-Wide Standards POLICE ADMINISTRATION Police/ PD-001 Background File/Investigations- Hired P'..Final City preference; 8 CCR§11040.7(7)(C); 29 CFR 1602.31 & 1627.3(b)(1), GC§§ Administration 3105, 12946, 12960, 34090; 29 USC 1113 Police/ PD-002 Background File/Investigations- NOT Hired State Law requires 4 years; 29 CFR 1602.31 & 1627.3(b)(1), GC§§3105, 12946, Administration 12960, 34090 Police/ Department Policies& Procedures/Department Administration PD-003 Directives/General Orders Department Preference; GC§ 34090 et seq. Consistent with Lexipol Policy; State requires for at least 5 years for member of the Internal Affairs Investigations- Member of the public's complaints; other State& Federal laws require retention until final Police/ disposition of formal complaint; State requires 2 years after action is taken; Statute PD-004 Public Complaints -NOT SUSTAINED FINDING poo - Administration of Limitations is 4 years for misconduct after the discovery of the offense for OF MISCONDUCT + 5 years misconduct in office; EVC§1045, GC§§12946, 12960, 34090, PC§832.5,VC §2547 Internal Affairs Investigations- Member of the Final Police/Admin. PD-004.1 Public Complaints -WITH SUSTAINED FINDING Disposition PC§§832.5, 832.7; GC§§12946, 12960, 34090; OF MISCONDUCT + 15 vears Final Consistent with Lexipol Policy; Not a complaint from a member of the public; other PD-005 Disposition Police/ Internal Investigations- Internally-Generated State& Federal laws require retention until final disposition of formal complaint; Administration Complaints +4 years State requires 4 years after action is taken; EVC§1045, GC§§12946, 12960, 34090 Police/ Personnel Training Files (Includes Range Separation City preference; 29 CFR 1602.31 & 1627.3(b)(1), GC§§ 3105, 12946, 12960, Administration PD-006 Qualifications) +5 ears 34090; 29 USC 1113 Police/ PD-007 Pitchess Motions Notifications 2 years GC§34090 Administration Police/ PD-008 Press Releases 3 years', Department Preference; GC§ 34090 et seq. Administration Police/ Incident+5 Administration PD-009 Professional Standards Database ears Department preference; GC§§12946, 12960, 34090 Reports to State or Federal Governments: Report to POST Commission of peace officer employment, Police/ compliant, finding, disposition, orjudgement Administration PD-010 pursuant to§PC 13510.9 1 2 years PC§13510.9; GC§34090 et seq. Report of data regarding the number, type, or disposition of complaints made against its officers (optional) PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of Record Retention Total (OFR) No. Records Description Retention Comments/Reference If the record is not listed here, refer to the Retention for City-Wide Standards CODE ENFORCEMENT Police/Code Code Enforcement/Abatement Case Files/ Resolution Department preference; Case is open until satisfactorily resolved (some cases are Enforcement PD-011 Administrative Citations/Vehicle Abatement +2 ears not resolved); CFC§104.3.4, GC§34090 Police/Code PD-012 Code Enforcement Database Indefinite Data Fields/Records are interrelated; GC§34090 Enforcement Police./Code PD-012.5 Liens P n/a Enforce. CE-002 COMMUNICATIONS Police/ PD-013 Alarm Notifications 2 years GC§34090 Communications Police/ Department Preference (consortium standard); Statewide guidelines propose 180 Communications PD-014 Audio Recordings- Radio or Telephone 2 years days(legally mandated for 100 days); (may be discoverable or made public in some circumstances), GC§§34090, 34090.6 Police/ ifl Communications PD-015 Emergency Protective Orders(Issued by the City) Department preference; GC§34090 Police/ Communications PD-016 Trespass Letters Department preference; GC§34090 GIS& Information Technology& Video Recordings-Operations of the City, Department preference (1 year is mandated); Records"regular and ongoing Police/ PD-017 Building Security, 2 years - operations"; GC§34090.6 Communications INVESTIGATIONS Police/ PD-018 Asset Forfeiture 5 years Per Federal DOJ requirements (Equitable Sharing Guide); GC§34090 Investigations Same as Police/ Associated Investigations PD-019 Fingerprint Examiner Files Case Department preference GC§34090 Report Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity Police/ PD-020 Intelligence Files (Criminal Intelligence Files) No Longer and the information is relevant to that criminal conduct or activity. Investigations than 5 years 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 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of Record Retention Total (OFR) No. Records Description Retention Comments/Reference If the record is not listed here, refer to the Retention for City-Wide Standards Police/ PD-021 Investigations Case Management Database Indefinite Data Fields/Records are interrelated; GC§34090 Investigations Police/ Department Preference to provide information to other agencies; Non-records Investigations PD-022 Pawn Slips 2 years used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; GC§34090 Police/ Life of the Department Preference;After 2021, Offenders can petition Court for removal 10 or Investigations PD-023 Registered Sex Offenders-Adults Registrant 20 years after offense, provided there are no subsequent offenses; Pursuant to IPC§290 et seq. Life of the Registrant Police/ or Sealing Department Preference;After 2021, Offenders can petition Court for removal 10 or Investigations PD-024 Registered Sex Offenders-Juveniles Date+ 5 20 years after offense, provided there are no subsequent offenses; Pursuant to years(or PC§290 et seq.;W&I §781(d) Court Order PATROL Police/Patrol PD-025 Canine (Police Service Dogs) Program Files N 3 years is required for animal care/treatment records; FA§32003(e), PC §597.1(d); GC§34090 et seq. Police/ Informant information; Does not contain criminal intelligence information Investigations or PD-026 Confidential Informant Files concerning individuals; Department preference GC§34090 Patrol Police/Patrol PD-027 Daily Duty Roster Scheduling Database 2 years GC§34090 Police/Patrol PD-028 PAS Device Accuracy Check Logs 5 years Department preference; GC§34090 et seq. Police/Patrol PD-029 Radar Calibration Records 2 ears GC§34090 et seq. Preliminary drafts not made or retained for the purpose of preserving the Police/Patrol PD-030 Special Events/Operations Plans 2-yyears-- informational content for future reference; GC§34090, GC§6252; 64 Ops. Cal. Att . Gen. 317 1981 PROPERTY&EVIDENCE Follows the' Police/Property& Retention of Evidence PD-031 Body-Worn Camera Videos-that ARE evidence the Department preference; PC§832.18(b)(5)(B)&(C); GC§34090.6 et seq. Evidence, 3 ears Police/Property& PD-032 Body-Worn Camera Videos-that are NOT 2 years Department reference; PC 832.18 b 5 A ; GC 34090.6 et se Evidence evidence p p § O( )( ) § q PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of Record Retention Total (OFR) No. Records Description Retention Comments/Reference If the record is not listed here, refer to the Retention for City-Wide Standards Same as Police/Property& PD-033 Evidence Chain of Custody and Disposal Records Associated Department Preference; GC§34090 Evidence Case Re ort Police/Property& PD-034 PEBT Device Accuracy Check Logs 5 years Department Preference; GC§34090 Evidence Police/Property& PD-035 Property&Evidence Database Indefinite Data Fields/Records are interrelated; GC§34090 Evidence RECORDS Police/Records PD-036 Arrest Logs/Press Logs 7 days Department preference; Preliminary drafts not retained in the ordinary course of business; GC§34090 et seq. Police/Records PD-037 Case Logs 2 years Department preference; Preliminary drafts not retained in the ordinary course of business; GC§34090 et seq. Statute of Limitations Police/Records PD-038 Case Reports: Active Pre-Sentencing Warrants for the Department preference; GC§34090 et seq. Applicable Criminal Char e s Police/Records PD-039 Case Reports: Child Abuse or Neglect- P Department Preference; DOJ retains CACI (Child Abuse Central Index)information Substantiated, Adult Suspect for adults 100 years; PC§ 11169(i); GC§34090 10 years Case Reports: Child Abuse or Neglect- from Police/Records PD-040 Substantiated, Juvenile Suspect Suspect's PC§ 11170(a)(3); GC§34090 Last Incident 10 years Case Reports: Child Abuse or Neglect- from Department Preference; Unsubstantiated/ Inconclusive reports are not sent to the Police/Records PD-041 Unsubstantiated/Inconclusive Suspect's DOJ/CACI Index; GC§ 34090 Last Incident PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of Record Retention Total Records Description Comments/Reference (OFR) No. Retention If the record is not listed here, refer to the Retention for City-Wide Standards Statute of Department preference; Limitations' -Stolen firearm—Permanent or NCIC -Stolen boat, vehicle, vehicle part, license plate—Year entered +4 years Police/Records PD-042 Case Reports: Criminal- No Arrest Expiration, -Other stolen property, lost property—3 years whichever is PC 799-806, 832; CJIS Manual,Terminal Operator's Guide, Stolen Vehicle System longer: section 1.2.4 and Automated Property System section 5.3 (rev 12/2008); GC§ 34090 Police/Records PD-043 Case Reports: Detention Only under PC 849(b) 3 ears- GC§34090 Case Reports: Factually Innocent Petition Date of Individual petitions District Attorney; Sheriff concurs that person is factually Police/Records PD-044 Arrest+3 Accepted Records Sealed Pending Destruction innocent, then seals record ("Shall" Destroy); GC§34090; PC§851.8(a) ears Until Department Preference; have no limitations on commencement of action; PC 799- Police/Records PD-045 Case Reports: Homicide-Conviction Released 806; GC§ 34090 from Prison Police/Records PD-046 Case Reports: Homicide- No Prosecution or P Department Preference; have no limitations on commencement of action; PC 799- Prosecution with No Conviction 806; GC§34090 Police/Records PD-047 Case Reports: Kidnapping-Active P Department Preference; have no limitations on commencement of action; PC 799- 806; GC§34090 Closed Department Preference; have no limitations on commencement of action; PC 799- Police/Records PD-048 Case Reports: Kidnapping- Found/Recovered Case+ 10 806; GC§34090 ears Case Reports: Misdemeanor or Infraction-Adult Police/Records PD-049 Marijuana/Cannabis-H&S§11357(b)or(c)or 2 years ("Shall" Destroy); H&S§11361.5; GC§34090 H&S§11360(b) (with procedure in H&S§11361.5) Conviction Case Reports: Misdemeanor or Infraction- or Arrest(if' Police/Records PD-050 No (Courts and other Agencies"Shall" Destroy); H&S§11361.5; GC§34090 Juvenile Marijuana/Cannabis-H&S§11357(a) Conviction) Case Reports: Misdemeanor or Infraction Offender is Police/Records PD-051 Marijuana/Cannabis§11357(d)-Juvenile on 18Years Courts and other Agencies"Shall"destroy); H&S 11361.5 et se 11 357 d School Grounds during School Hours (with ( g y)' § a'' ( ) Old procedure in H&S§11361.5) Police/Records PD-052 Case Reports: Missing Person-Active P Department Preference; have no limitations on commencement of action; PC 799- 806; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of Record Retention Total Records Description Comments/Reference (OFR) No. Retention If the record is not listed here, refer to the Retention for City-Wide Standards Police/Records PD-053 Case Reports: Missing Person- Found/ 2 years GC§ 34090 Recovered Case Reports: Non-criminal (informational, agency assist, suspicious circumstances, restraining order, Police/Records PD-054 lost/found property,towed/impounded vehicle, 2 years GC§ 34090 recovered stolen property/vehicle, municipal code violation) Police/Records PD-055 Case Reports: Officer-Involved Shootings 5 years Department preference; GC§34090 Life of theIW&I Department preference; Pursuant to PC§457.1 et seq.; required to register for life; Police/Records PD-056 Case Reports: Registrants: Arson -Adults RegistrantIf released from CYA, records are destroyed after age 25 or sealing pursuant to §781; GC§34090.7 Age 25 or Police/Records PD-057 Case Reports: Registrants: Arson -Juveniles Sealing Pursuant to PC§457.1 et seq.; If released from CYA, records are destroyed after released from California Youth Authority Date + 5 age 25 or sealing pursuant to W&I §781; GC§34090.7 ears Police/Records PD-058 Case Reports: Registrants: Narcotic 5 years Department Preference; Registration is required for 5 years; GC§34090, H&S 1§11590 et seq., H&S§11594(a) Sealing Case Reports: Sealed Adult, Juvenile and Ward Date+ 5, Police/Records PD-059 Cases years(or CCP§§340.1, GC§34090; GC§68152(g)(1),W&I §§389(a), 781(d) Except Sealed Childhood Sexual Assault Court Order. Age of Police/Records PD-059.1 Case Reports: Sealed Childhood Sexual Assault Majority+ CCP§§340.1, GC§34090 22 vears Until Department Preference; have no limitations on commencement of action; PC 799; Police/Records PD-060 Case Reports: Sexual Assault-Conviction Released GC§ 34090 from Prison Case Reports: Sexual Assault-No Prosecution or I There are no statute of limitations for rape, sodomy, lewd or lascivious acts, Police/Records PD-061 No Conviction P continuous sexual abuse of a child, oral copulation, and sexual penetration, PC 1799, 801.1, 803; GC§ 34090 Police/Records PD-062 Case Reports: Suicide or Natural Death 2 years IGC§34090 Police/Records PD-063 Case Reports: Traffic Collisions-Fatal 5 Vears Department preference; GC§34090 Police/Records PD-064 Case Reports: Traffic Collisions-Non-Fatal 5 years Department preference; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of Record Retention Total (OFR) No. Records Description Retention Comments/Reference If the record is not listed here, refer to the Retention for City-Wide Standards Case Reports: Use of Force(Not as a result of a Police/Records PD-065 civilian complaint, and not resulting in death or in 5 years Department preference; GC§34090 great bodily injury.) Case Reports: Vacatur Relief Granted by Court- is Court Police/Records PD-065.1 Victim of Human Trafficking, or Victim of Intimate Order+ 1 Individual petitions Court Shall" Destroy); GC 34090; PC 236.14 k ; 236.15 k Partner Violence or Sexual Violence(Nonviolent ( § §§ ( ) ( ) Crimes) year. Police/Records PD-066 Case Reports:All Others 5 years Department Preference; PC 799-806; GC§34090 Police/Records PD-067 Field Interview Cards 5 years Department preference; Preliminary Drafts; GC§34090 et seq. Police/Records PD-068 Jail Logs/Juvenile Detention Logs and Reports 2 years GC§34090 et seq. Police/Records PD-069 Live Scan Applications—Employees Separation GC§34090 et seq. + 2 years Police/Records PD-070 Live Scan Applications—Public Applicants 2 years GC§34090 Police/Records PD-071 NCIC Validation 2 ears GC§34090 Permits(Alarm, Cannabis Business, Carry No Longer Police/Records PD-072 Concealed Weapon (CCW), Massage, Solicitor, Active or Department preference; GC§34090 et seq. Special Event,Taxi Driver) Denied + 2 ears Police/Records PD-073 Police Records Management System(RMS) Indefinite Data Fields/Records are interrelated; GC§34090 Database Police/Records PD-074 Ride-Along Cards 2 years Department preference; GC§34090 et seq. Police/Records PD-074.1 STOP Source Data,Audit Log/Racial and Identity 3 years 11 CCR 999.228; 11 CCR 999.229; GC§34090 Profiling Act(RIPA)Annual Report Police/Records PD-075 Subpoenas(Records)/Subpoena Log 2 ears GC§34090 Police/Records PD-076 Traffic Citations(Parking,Traffic), Logs, Payment 2 years Department preference; GC§34090 et seq. Receipts Police/Records PD-077 Uniform Crime Reports(UCR)Submission 2 years Filed on line with the State; GC§34090 Police/Records PD-078 Visitor Logs (Front Counter, Evidence Room) 2 years Department preference; Preliminary drafts not retained in the ordinary course of business; GC§34090 et seq. PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Approved: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-1 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards PUBLIC WORKS/AIRPORT AS/Risk PW-001 Accident/Incident Reports: Aircraft 5 years Full File Folder Paper Department preference; GC§34090 Manag. (sent to FAA) Airport Leases, Licenses, Hangars& Copies- City Clerk PW-003 Tiedowns, Ground Leases, Storage When No n/a n/a Send all originals to the City Clerk; GC Units Longer §34090.7 Required Public Works/ Airport Operations& Inspections(FAA Superseded Airport PW-004 Circulars, etc.) +2 ears Superseded Paper GC§34090 Public Works/ Airport State License(Safety Expiration ofExpiration of Covers all statute of limitations; GC PW-005 ' Paper Airport Inspections) License+4 License §34090, CCP§337 et seq. ears Department Preference (consistent with Code Enforcement and Operational Public Works/ CalTrans Aeronautics Inspections Complaints); Statewide Guidelines Airport PW-006 (Annual-includes letters of corrections 3 years Full File Folder Paper recommend Current Year+ 10 years for and citations) Runway Inspections, Current Year+2 years for Safety Self-Inspections; GC §34090 et seq. Department Preference (consistent with Citations/Code Enforcement Actions/ other Code Enforcement and Public Works/ Resolution + Resolution Pa Operational Complaints); Statewide Airport PW-007 Notices of Violations(includes noise 3 years per guidelines recommend Current Year+ and safety complaints) 10 years for Noise Monitoring & Complaints; GC§34090 et seq. Public Works/ Customer Lists(Includes hangar When No Transitory Record/Preliminary Draft; PW-008 Airport inventories,tiedown inventories) Longer n/a n/a Required GC§34090 et seq. Daily Logs&Maintenance: Meter Public Works/ PW-009 Reading &Adjustments, Facility 10 years Full File Folder Paper Department preference; GC§34090, 14 Airport Maintenance Logs, Technical CFR 171.13, 171.327 Performance Record (FAA Forms) PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-2 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Department preference; EEOC/FLSA/ADEA(Age) requires 3 years for promotion, demotion, transfer, Public Works/ Employee Training Records (Airport Separation + Separation of selection, or discharge; State Law Airport PW-009.1 Employees) 5 years Employee Paper requires 2-3 years for personnel actions; 8 CCR§3203 et seq., 29 CFR 1627.3(b)(1), LC§6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Public Works/ Department Preference (meets Airport PW-010 Fuel and Gas Usage(Fuel Master) 5 years Full File Folder Paper municipal government auditing standards); GC§34090 Gate Card User List/Airport Security Access Applications/Badging/ AOA Public Works/ FAA requires a 2-cycle retention; GC PW-011 Access Personnel Records/Gate Card 4 years Full File Folder Paper Airport User Acknowledgements/Proximity §34090 Cards (Employees and Tenants) Copies City Clerk PW-012 Master Plan When No n/a n/a Copies; GC§34090.7 Longer Required MSDS may be destroyed as long as a record of the chemical/substance/ Public Works/ MSDS (Material Safety Data Sheets)/ Optical Disk Yes Yes: After agent,where&when it was used is Airport PW-013 Safety Data Sheets (SDS) Masters 30years Full File Folder (Laserfiche) (Laserfiche) QC&OD maintained for 30 years;Applies to qualified employers; 8 CCR 3204(d)(1)(B)(2 and 3) Department Preference; Monitoring Public Works/ NPDES Permit(Stormwater Discharge Superseded Permit records required for 3 years; 40 CFR Airport PW-014 Permit) +3 years Superseded Paper §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Stormwater: Chain of Custody, Department preference; Code of Airport Guidance Information, Lab Reports PW-015 4 years Full File Folder Paper Federal Regulations requires 3 years; 40 CFR 122.410)(2) PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-3 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Stormwater: Industrial Notices/Code Public Works/ Resolution + Code of Federal Regulations requires 3 Airport PW-016 Enforcement Violations/Spill 3 years Resolution Paper years;40 CFR 122.410)(2) Response OPERATIONS -FO Public Works/ Solid Waste/AB 939 Compliance/SB Department Preference; 14 CCR§ Ops- FO PW-017 1383-Organic Waste Collection and 10 years Full File Folder Paper 18995.2; GC§34090 Recycling/Tonnage Reports Public Works/ Underground Service Alerts (USA's)/ Department Preference (required for 3 Ops- FO PW 018 Dig Alerts 3 years Full File Folder Paper years); GC§§4216.2(d)&4216.3(d), 34090 ENGINEERING Public Works/ PW-019 Aerial Maps (Analog/Historical) P n/a Paper Department Preference; GC§34090 Engineering Public Works/ PW-020 Benchmarks P n/a Optical Disk Yes Yes: After Department Preference; GC§34090 Engineering (Laserfiche) (Laserfiche) QC&OD Capital Improvement Projects (CIP): Completion + Department preference; Some grant Maintenance Projects(All Records) 5 years or funding agencies require audits; Statute After Funding of Limitations for Errors&Omissions is Public Works/ Completion of Optical Disk Yes Yes: After PW-021 Examples of Maintenance Projects: Agency Audit, not applicable; Statute of Limitations: Engineering Project (Laserfiche) (Laserfiche) QC&OD Painting, Pavement Overlays, Repairs, if required, Contracts&Spec's=4 years; Statewide Ramps, Re-Roof, Sidewalk Repairs,Slurry whichever is guidelines propose termination +5 Seals,etc. longer years; CCP§337 et. seq., GC§34090 Capital Improvement Projects (CIP): Department preference; Some grant Administration File/NOT Scanned Completion + funding agencies require audits; Statute 10 years or of Limitations for Errors&Omissions is Project Administration,Certified Payrolls, After Funding 10 years; Statute of Limitations: Public Works/ CommunityOutreach/Notifications, Completion of Optical Disk Yes Yes: After Contracts&Spec's=4 years, Wrongful Engineering PW-022 Insurance Certificates, Project Schedules, Agency Audit, Project Laserfiche Laserfiche QC&OD Death=com +5 ears, g g � if required, � (Laserfiche) (Laserfiche) p' y Progress meetings, Punch Lists, Real Estate Whichever is Developers=comp. + 10 years; Appraisals, RFIs&Responses,Temporary Statewide guidelines propose Easements, Construction Manager's Logs, longer termination + 5 years; CCP§337 et. Daily Inspections, Daily Logs, etc. I I I I I Seq., GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-4 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Capital Improvement Projects (CIP): Permanent File/Scanned Records Specifications&Addenda,Agreement/ Department preference; retained for Contract(copy),Successful Proposal, disaster preparedness purposes; Public Works/ Change Orders, EIRs,Geotechnical Studies Optical Disk Yes Yes: After PW-023 P n/a Statewide guidelines propose Engineering &Reports,Operations&Maintenance (Laserfiche) (Laserfiche) QC&OD Permanent for Infrastructure plans; GC Manuals(O&M Manuals,)Materials Testing §34090 Reports,Grading Permits, Hazardous Materials Plans, Notice of Completion, Photos, Soil Reports,Studies,Submittals, Survevs,etc. Public Works/ PW-024 Certificate of Compliance P n/a Optical Disk Yes Yes: After Department Preference; GC§34090 Engineering (Laserfiche) (Laserfiche) QC&OD Correspondence- Regulatory Department preference; Some Agencies Not Related to a CIP (State Public Works/ Minimum 5 correspondence from Regulatory Engineering PW-025 &Federal Agencies, EPA, Health years Full File Folder Paper Agencies need to be retained for long Department, Creek Maintenance, Flood Wall, FEMA, etc.) periods of time; GC§34090 Deeds, Easements, Liens, Rights of Copies Public Works/ PW-026 Way When No n/a n/a Send all originals to the City Clerk; GC Engineering Longer §34090 et seq. Send all originals to the City Clerk Required Public Works/ Design &Construction Standards- Optical Disk Yes Yes: After PW-027 50 years Full File Folder Department Preference; GC§34090 Engineering Authored by the City (Laserfiche) (Laserfiche) QC&OD Drawings, Maps, Plans and Record Drafts should be destroyed; Some Public Works/ Drawings, Capital Improvement Project Optical Disk Yes Yes: After maps are also retained by Planning; Engineering PW-028 "As-Built", Base Maps, Subdivision P Full File Folder (Laserfiche) (Laserfiche) QC&OD Selected maps are retained in Public Maps, Public Improvement Plans, Works for administrative purposes; GC Grading Plans §34090, 34090.7 Public Works/ PW-029 Encroachments-Permanent Iiii n/a Optical Disk Yes Yes: After Department Preference; GC§34090 Engineering (Laserfiche) (Laserfiche) QC&OD Public Works/ PW-029.1 Encroachments-Temporary Expiration of Optical Disk Yes Yes: After Department Preference; GC§34090 Engineering Encroachment (Laserfiche) (Laserfiche) QC&OD PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-5 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Engineering Studies/Surveys- Public Works/ Optical Disk Yes Yes: After Engineering PW-030 Preliminary Studies/Project P n/a (Laserfiche) (Laserfiche) QC&OD Department Preference; GC§34090 Assessments Geotechnical and Soil Reports; Public Works/ Optical Disk Yes Yes: After Engineering PW-031 Hydrology Reports (Authored on behalf P n/a (Laserfiche) (Laserfiche) QC&OD Department Preference; GC§34090 of the City) Lighting and Landscape Districts/ Public Works/ PW-033 Special District Assessment Rolls/ 5 years Full File Folder Paper Department preference; Meets auditing Engineering Annual Assessments (Engineer's standards; GC§34090 et seq. Reports of Assessments) Public Works/ Lighting and Landscape Districts/ Optical Disk Yes Yes: After Department preference (copies of what PW-033.1 P n/a was presented to the City Council; GC Engineering Special District Formation (Laserfiche) (Laserfiche) QC&OD §34090 et seq. Public Works/ Master Plans: Bikeway, Pavement, Optical Disk Yes Yes: After Department preference; Drafts should Engineering PW-034 Sewer,Traffic, etc. P n/a (Laserfiche) (Laserfiche) QC&OD be destroyed; GC§34090 Public Works/ When No Engineering PW-035 Plan Checks for Building Permits Longer n/a n/a Preliminary drafts; GC§34090 et seq. Required Private Land Development Projects/ Job Files: Administration File Statute of Limitations for Errors& Construction Inspections,Correspondence, Omissions is 10 years; Statute of Public Works/ Photos, Private Lab Verifications,Testing Completion + Completion of Optical Disk Yes Yes: After Limitations: Contracts&Spec's=4 Engineering PW-036 Lab Final Reports,etc. 10 years Project (Laserfiche) (Laserfiche) QC&OD years,Wrongful Death=comp. +5 Examples: CUPS, Lot Line Adjustments, years, Developers=comp. + 10 years; Parcel Maps, Precise Alignment, Specific CCP§337 et. seq., GC§34090 Plans, Split Lots, Subdivisions, Tracts,. TPMs TSMs PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-6 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Private Land Development Projects/ Job Files: Permanent Files Drainage, Driveway,Grading Plans, Rights of Way, Soil Reports,Stormwater,etc. Public Works/ Optical Disk Yes Yes: After Department preference; retained for PW-037 Dedications, Easements,Abandonments P n/a disaster preparedness purposes; GC Engineering (City Clerk is OFR) (Laserfiche) (Laserfiche) QC&OD §34090 Examples: CUPS, Lot Line Adjustments, Parcel Maps, Precise Alignment, Specific Plans, Split Lots, Subdivisions, Tracts, TPMs. TSMs Public Works/ Traffic Congestion Management Plans, Engineering PW-038 Traffic Counts, Traffic Intersection 10 years Full File Folder Paper Department preference; GC§34090 Records, Traffic Speed Surveys Public Works/ Traffic Signal Preventative Maintenance Life of the Engineering PW-039 Inspections Signal Pole+ Full File Folder Paper Department Preference; GC§34090 3 years Public Works/ Underground Service Alerts (USA's)/ Department Preference (required for 3 PW-040 3 years Full File Folder Paper years); GC§§4216.2(d)&4216.3(d), Engineering Dig Alerts 34090 ENVIRONMENTAL SERVICES Aboveground CNG Storage Tanks Public Works/ (Agency Owned) Department Preference; applies to both Environmental PW-041 20years Full File Folder Paper Tier I and Tier II Tanks; (Tier II tanks Services Spill Prevention Control and are required to have an integrity test Countermeasures(SPCC), Inspections, every 20 years); GC§60201 Integrity Testing, Maintenance, Repairs Public Works/ Expiration + 5 Environmental PW-042 AQMD Permits(Generators, etc.) Full File Folder Paper 40 CFR 70.6; GC§34090 Services years PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-7 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Code of Federal Regulations requires 3 Public Works/ Biosolids/Sewage Sludge Removal years, 5 years for sewage sludge and Environmental PW-043 5 years Full File Folder Paper removal; 40 CFR 61.54, 122.410)(2), Services (from Wastewater Treatment Plant) 503.47;WC§13263.2(b)et seq; GC §34090 Public Works/ Minimum 5 Electronic/ Environmental PW-044 CCTV-Outfall Pipe years_ Full File Folder Magnetic Department preference; GC§34090 Services Public Works/ 8 CCR 5157(d)(14)&(e)(6); 29 CFR Environmental PW-045 Confined Space Entries 3 years Full File Folder Paper 1910.146(e)(6); GC§34090 Services Public Works/ Conservation Programs/Rebate Department Preference (meets auditing Environmental PW-046 Programs/Check Requests 5 years Full File Folder Paper standards); GC§34090 Services Public Works/ Environmental Agencies/Regulatory Agencies/Regional Board Minimum 5 Environmental PW-047 Communications not in other categories years Full File Folder Paper Department Preference; GC§34090 Services (EPA, DHS,etc.) Department preference; Monitoring Public Works/ FOG(Fats, Oil &Grease)/Source records required for 3 years; POTW Environmental PW-048 Control/Pretreatment Annual/Semi- Minimum 4 Full File Folder Paper reports are required for 3 years;40 CFR Services Annual Reports years §§122.21, 122.41;40 CFR 403.12; GC §34090 Public Works/ Generator Operation Logs& Environmental PW-049 Inspections-Fixed/Stationary 3 years Full File Folder Paper AQMD Rule 1470; GC§34090 Services Generators Public Works/ Generator Operation Logs& AQMD Rule 1470; Form 400—E-13a Environmental PW-050 Inspections-Portable/Emergency 5 years Full File Folder Paper instructions; GC§34090 Services Generators Public Works/ Department Preference (City has Environmental PW-051 Hazardous Waste Manifests/ P n/a Optical Disk Yes Yes: After "cradle to grave"liability);40 CFR Services Certificates of Disposal (Laserfiche) (Laserfiche) QC&OD 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-8 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Lab Reports&Chains of Custody: Department Preference;40 CFR Environmental PW-052 Wastewater Treatment/Recycled 5 years Full File Folder Paper 141.33(a)and (b)(1); 22 CCR§64470 Services Water Public Works/ Log Book Recycled Water Pump Environmental PW-053 7 years Full File Folder Paper Department preference; GC§34090 Services Stations Public Works/ Operations& Maintenance Manuals Life of Facility Life of Facility Department Preference; GC§34090 et. Environmental PW-054 (O&M Manuals) or Equipment or Equipment Paper seq. Services Public Works/ Environmental PW-055 Recycled Water Annual Report 5 years Full File Folder Paper Department preference; GC§34090 Services Public Works/ Environmental PW-056 Recycled Water Monitoring Records 3 years Full File Folder Paper Department preference; GC§34090 Services Public Works/ Recycled Water Permit Including Superseded Department preference; GC§34090; Environmental PW-057 Engineer Report + 5 years Superseded Paper RW Order 96-011 Services SCADA Database(Supervisory Control Electronic/ Data is interrelated; system qualifies as Lead Dept. PW-058 Indefinite n/a a"trusted system"; GC§§34090, and Data Acquisition) Magnetic 12168.7 Public Works/ Minimum 5 Environmental PW-059 Sewer Lift Station Inspections Full File Folder Paper Department preference; GC§34090 Services yearn Public Works/ Department Preference; Monitoring Stormwater NPD 5 Full File Folder Pa ES Monitoring and records required for 3 years; 40 CFR Services Environmental PW-060 Inspection years per §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Department preference; Monitoring Environmental PW-061 Stormwater NPDES Annual Reports 5 years Full File Folder Paper records required for 3 years; 40 CFR Services §§122.21, 122.41, 122.44 Public Works/ Required for a minimum of 5 years;40 Environmental PW-062 Stormwater NPDES Illicit Discharges 5 years Full File Folder Paper CFR 122.410)(2); SWRCB Order 2006- Services 03;40 CFR§§122.21, 122.41, 122.44; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-9 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Department Preference; Monitoring Superseded Permit records required for 3 years; 40 CFR Environmental PW-063 Stormwater NPDES Permits + 5 years Superseded Paper §§122.21, 122.41, 122.44; CCP§337 et Services seq. Department preference; plans must be Public Works/ updated every 5 years, audits are Environmental PW-064 Stormwater NPDES TMDL Plan (Total 5 years Full File Folder Paper required every 2 years; SWRCB Order Services Maximum Daily Load)Plan 2006-03;40 CFR§§122.21, 122.41, 122.44; GC§34090 Public Works/ Department Preference; Monitoring Environmental PW-065 Wastewater Monitoring Records 3 years Full File Folder Paper records required for 3 years; 40 CFR Services §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Department Preference; Monitoring Environmental PW-066 Wastewater NPDES Annual Report 5 years Full File Folder Paper records required for 3 years; 40 CFR Services §§122.21, 122.41, 122.44; CCP§337 et seq. Public Works/ Department Preference; Monitoring Superseded Permit records required for 3 years; 40 CFR Environmental PW-067 Wastewater NPDES Permit + 5 years Superseded Paper §§122.21, 122.41, 122.44; CCP§337 et Services seq. Public Works/ Environmental PW-068 Wastewater SEP Report 5 years Full File Folder Paper Department preference; GC§34090 Services Public Works/ Work Orders/Service Requests Electronic/ Environmental PW-069 CMMS DATABASE(Computerized Indefinite n/a Magnetic Data is interrelated; GC§34090 Services Maintenance Mana ement S stem MARINA PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-10 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Aboveground CNG Storage Tanks (Agency Owned) Department Preference; applies to both Public Works/ PW-070 20 years Full File Folder Paper Tier I and Tier II Tanks; (Tier II tanks Marina Spill Prevention Control and are required to have an integrity test Countermeasures(SPCC), Inspections, every 20 years); GC§60201 Integrity Testing, Maintenance, Repairs Public Works/ PW-071 Incident Reports(Marina) 5 years Full File Folder Paper Department Preference; GC§34090 Marina Public Works/ Expiration +2 Permit Marina PW-072 Kayak Storage Permits ears - Expiration Paper GC§34090 Public Works/ Expiration +2 Permit Marina PW-073 Live-Aboard Permits ears Expiration Paper GC§34090 Public Works/ PW-074 Marina Reports(to State, etc.) 5 years Full File Folder Paper Department Preference; GC§34090 Marina Permits: Docks and Piers(Residential Public Works/ &Commercial) Includes Permit Expiration + Permit Marina PW-075 Drawings, Dredging permits, Coastal 20 years Expiration Paper Department Preference; GC§34090 Permits, etc. Department Preference; Claims can be Public Works/ PW-076 Spills (Class 3) 30 years Full File Folder Paper made for 30 years for toxic subst. Marina exposure; 29 CFR 1627.3(b)(1), 8 CCR §3204(d)(1)et seq., GC§34090 Public Works/ Vessel Inspections (Surveyor's Marina PW-077 Valuation Reports 2 years Full File Folder Paper GC§34090 et seq. OPERATIONS -CORP/FO Public Works/ Department Preference (City has Hazardous Waste Manifests/ Optical Disk Yes Yes: After "cradle to grave"liability);40 CFR FO Ops-Corp/ PW-080 Certificates of Disposal P n/a (Laserfiche) (Laserfiche) QC&OD 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Public Works/ Operations& Maintenance Manuals Life of Facility Life of Facility Department Preference; GC§34090 et. Ops-Corp/ PW-081 (O&M Manuals) or Equipment or Equipment Paper seq. FO PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-11 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference (OFR) No. Retention Commences (Final) System? Imaged & Record QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Pre-Trip Inspections/DOT Program/ Ops-Corp/ PW-082 CHP Inspections/Vehicle Safety 2 years Full File Folder Paper GC§34090; 13 CCR 1234(c) FO Checks/Daily Vehicle Inspections/ Daily Equipment Checks Public Works/ Work Orders/Service Requests Electronic/ Ops-Corp/ PW-083 CMMS DATABASE(Computerized Indefinite n/a Magnetic Data is interrelated; GC§34090 FO Maintenance Mana ement S stem OPERATIONS -CORP Aboveground CNG Storage Tanks (Agency Owned) Department Preference; applies to both Public Works/ PW-084 20 years Full File Folder Paper Tier I and Tier II Tanks; (Tier II tanks Corp Spill Prevention Control and are required to have an integrity test Countermeasures(SPCC), Inspections, every 20 years); GC§60201 Integrity Testing, Maintenance, Repairs Public Works/ Expiration + 5 Permit Corp PW-085 AQMD Permits(Generators, etc.) ears Expiration Paper 40 CFR 70.6; GC§34090 Public Works/ PW-086 Facility Inspections(City Facilities) Minimum 2 Full File Folder Paper 40 CFR 70.6; GC§34090 Corp ears Public Works/ Electronic/ Corp PW-087 Fleet Management Database Indefinite n/a Magnetic Data is interrelated; GC§34090 Public Works/ PW-088 Tree Removal Authorization Forms 2 years Full File Folder Paper GC§34090 Corp Public Works/ PW-089 Used Oil Disposal 3 years Full File Folder Paper 22 CCR 66266.130(c)(5), H&S Corp §25250.18(b), 25250.19(a)(3)et seq. Department Preference; If a motor Vehicle&Equipment History Files Disposal of carrier, required for 18 months after Public Works/ (except Fire) Vehicle or Disposal of vehicle is sold; CHP requires life of Corp PW-090 I Equipment+ Vehicle or Paper vehicle; OSHA requires 1 year; 8 CCR AQMD Certifications, Maintenance, Equipment §3203(b)(1);49 CFR 396.21(b)(1);49 Registrations, Safety Certifications, etc. 2 years CFR 396.3(c); CCP§337 et. Seq., GC §34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-12 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Work Orders/Service Requests Public Works/ Electronic/ Corp PW-091 CMMS DATABASE(Computerized Indefinite n/a Magnetic Data is interrelated; GC§34090 Maintenance Mana ement S stem OPERATIONS -FO Aboveground CNG Storage Tanks (Agency Owned) Department Preference; applies to both Public Works/ PW-092 20 years Full File Folder Paper Tier I and Tier II Tanks; (Tier II tanks Ops- FO Spill Prevention Control and are required to have an integrity test Countermeasures(SPCC), Inspections, every 20 years); GC§60201 Integrity Testing, Maintenance, Repairs Public Works/ PW-093 Backflow Test Results/ Backflow 5 years Full File Folder Paper Department preference; 17 CCR Ops- FO Assembly Test Reports 7605(f); GC§34090 Public Works/ PW-094 Confined Space Entries, Pre/Post 3 years Full File Folder Paper 8 CCR 5157(d)(14)&(e)(6); 29 CFR Ops- FO Reports, Incident Reports 1910.146(e)(6); GC§34090 Customer Concerns/Customer 5 years is required in State and Federal Public Works/ Complaints: Odor/Taste/Visual law for any complaints;40 CFR Ops- FO PW-095 Complaints(Correspondence regarding 5 years Full File Folder Paper 122.410)(2)&40 CFR 141.33(b); 22 Potable Water) CCR 64470(a) Environmental Agencies/Regulatory Agencies/Regional Board Public Works/ Communications Not in Other Minimum 5 Ops- FO PW-096 Categories years Full File Folder Paper Department Preference; GC§34090 (EPA, DHS,etc.) Public Works/ Fire Hydrant Flow Tests (Development Minimum 10 PW-097 Full File Folder Paper Department Preference; GC§34090 Ops- FO or Maintenance)- Paper ears Public Works/ Generator Operation Logs& Ops- FO PW-098 Inspections-Fixed/Stationary 5 years Full File Folder Paper AQMD Rule 1470; GC§34090 Generators Public Works/ Generator Operation Logs& AQMD Rule 1470; Form 400—E-13a PW-099 Inspections-Portable/Emergency 5 years Full File Folder Paper Ops- FO instructions; GC§34090 Generators PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-13 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Lab Reports&Chains of Custody: Department Preference;40 CFR Ops- FO PW-100 Bacteriological and Organics 5 years Full File Folder Paper 141.33(a)and (b)(1); 22 CCR§64470 Public Works/ Lab Reports&Chains of Custody: Department preference; State law Ops- FO PW-101 Chemical (Includes Chlorine 10 years Full File Folder Paper requires 12 years, Federal 10 years;40 Residuals) CFR 141.33(a); 22 CCR§64692 Required for 12 years or 2 compliance Public Works/ Lab Reports&Chains of Custody: cycles; 22 CCR 64400.25; 22 CCR Ops- FO PW 102 Lead &Copper 12 years Full File Folder Paper §64470, 40 CFR 141.33(a);40 CFR 141.91 Disposal of Public Works/ PW-103 Operations& Maintenance Manuals/O Equipment or Disposal of Paper Department preference; GC§34090 Ops- FO & M Manuals Decommissio Equipment ned Public Works/ Pre-Trip Inspections/DOT Program/ Ops- FO PW-104 Vehicle Safety Checks/Daily Vehicle 3 years Full File Folder Paper Department preference; GC§34090 Inspections/Daily Equipment Checks Public Works/ PW-105 Public Benefit Programs/Low Income/ 5 years Full File Folder Paper Department Preference (meets auditing Ops- FO Water Conservation Programs, etc. standards); GC§34090 Public Works/ Sanitary Spills and Overflows(SSOs) Required for a minimum of 5 years;40 Ops- FO PW-106 (above and below ground) 5 years Full File Folder Paper CFR 122.410)(2); SWRCB Order 2006- 03;40 CFR 122.410)(2); GC§34090 Public Works/ PW-107 Sanitary Surveys of Drinking Water 10 years Full File Folder Paper 22 CCR§64470; 40 CFR 141.33© Ops- FO Systems Public Works/ SCADA Database(Supervisory Control Electronic/ Data is interrelated; system qualifies as Ops- FO PW-108 and Data Acquisition) Indefinite n/a Magnetic a "trusted system"; GC§§34090, 12168.7 Public Works/ SCADA Database(Water)(Supervisory Electronic/ Data is interrelated; system qualifies as PW-109 Indefinite n/a a "trusted system"; GC§§34090, Ops- FO Control and Data Acquisition) Magnetic 12168.7 Sewer System Management Plans Department preference; SSMPs are (SSMP) and Audits/Sanitary Spills required to be updated every 6 years; Public Works/ Superseded SSOs are required for a minimum of 5 Ops- FO PW-110 Overflow Prevention Plan (SSOPP)and +6 5. earn.'.. Superseded Paper Sanitary Sewer Overflow Response Y years;40 CFR 122.410)(2); SWRCB Plan General Order 2006-03; &2022-0103- DWQ; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-14 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ PW-111 Solid Waste/AB 939 Compliance/ 10 years Full File Folder Paper Department Preference; GC§34090 Ops- FO Tonnage Reports Stormwater: Operation&Maintenance Department preference; plans must be Public Works/ (Catch Basins, Field, General Cleaning, updated every 5 years, audits are Ops- FO PW-112 Open Channels, Slots, Stormwater 5 years Full File Folder Paper required every 2 years; SWRCB Order Treatment Measures and Trash 2006-03;40 CFR§§122.21, 122.41, Cleaning) 1 122.44; GC§34090 Public Works/ Underground Service Alerts (USA's)/ Department Preference (required for 3 PW-114 4 years Full File Folder Paper years); GC§§4216.2(d)&4216.3(d), Ops- FO Dig Alerts 34090 Public Works/ Urban Water Management Plans Optical Disk Yes Yes: After Department Preference (copies)GC Ops- FO PW-115 (UWMP) P n/a (Laserfiche) (Laserfiche) QC&OD §34090.7 Life of Public Works/ Videos-Water Wells, Repairs, Electronic/ PW-116 Structure+ Life of Facility Department preference; GC§34090 Ops- FO Reservoirs,Tanks, etc. 10 years Magnetic Vulnerability Assessment/Emergency Public Works/ Superseded Confidential;42 USC 300i-2 (d); GC Ops- FO PW-117 Response Plan/Risk& Resiliency +2 years Full File Folder Paper §34090 Assessment/Hazard Mitigation Plan Public Works/ Water Forecasts/Urban Water I Department Preference (copies)GC PW-118 Management Forecast/Future 5 years Full File Folder Paper Ops- FO Developments, etc. §34090.7 Public Works/ Water Production Reads/Reports(to Department Preference; Meets Ops- FO PW-119 State DPH &DWR) 5 years Full File Folder Paper California Department of Health requirements(3 years); GC§34090 Public Works/ Water Quality Reports/Consumer Optical Disk Yes Yes: After Department preference; State law PW-120 P n/a requires 12 years,federal 10 years;40 Ops- FO Confidence Reports (Laserfiche) (Laserfiche) QC&OD CFR 141.33(a); 22 CCR§64692 Public Works/ Water Resources Planning Historical Optical Disk Yes Yes: After City Preference; CCP§§338 et seq., Ops- FO PW-121 Reports/Water Assessments P n/a (Laserfiche) (Laserfiche) QC&OD 340 et seq., 342, GC§34090 Public Works/ PW-122 Water Transactions-Annual Summary 5 years Full File Folder Paper Department Preference; GC§34090 Ops- FO Public Works/ Well Records (includes Destroyed or Optical Disk Yes Yes: After Ops- FO PW-123 Abandoned Wells) P n/a (Laserfiche) (Laserfiche) QC&OD Department preference; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-15 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Work Orders/Service Requests Public Works/ Electronic/ Ops- FO PW-124 CMMS DATABASE(Computerized Indefinite n/a Magnetic Data is interrelated; GC§34090 Maintenance Management System) Work Orders/Service Requests-All Information Entered in CMMS When No Public Works/ PW-125 Database Longer n/a n/a Preliminary drafts(the database is the Ops- FO original); GC§34090 Required (Paper drafts) Work Orders/Service Requests- NOT entered in CMMS Database (or partial information entered into CMMS Public Works/ PW-126 Database) 5 years Full File Folder Paper City Preference; CCP§§338 et seq., Ops- FO 340 et seq., 342, GC§34090 (Division providing service retains originals; Division requesting service is considered a co TRANSIT Public Works/ PW-127 Applications for Service(Paratransit) 4 years Full File Folder Paper Department preference; GC§34090 et Transit seq. Department preference; If a motor carrier, required for 18 months after Public Works Disposal of Disposal of vehicle is sold; CHIP requires life of / PW-128 Bus/Vehicle Procurement Vehicle+2 Paper vehicle; OSHA requires 1 year; 8 CCR Transit years' Vehicle §3203(b)(1);49 CFR 396.21(b)(1);49 CFR 396.3(c); CCP§337 et. Seq., GC §34090 Public Works/ qyears Transit PW-129 Expired Bus Passes n/a n/a Considered unused supplies Public Works/ Paratransit Billing/Institutional Billing Department preference (meets PW-130 Full File Folder Paper municipal government&FTA auditing Transit (Regional Center, etc.) standards);GC§34090 Public Works/ Quotes for Transit Services& Department preference (meets Transit PW-131 Equipment(Minor Purchases) E s Full File Folder Paper municipal government&FTA auditing standards);GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & UTILITIES Page PW-16 Office of Retention Media of Image into Destroy Retention Total Official Paper after Record Records Description Period O Trusted Comments/Reference No. Retention (Final) Imaged & (OFR) Commences Record System? QC'd? If the record is not listed here, refer to the Retention for City-Wide Standards Public Works/ Route Schedules/BID Documents/ Minimum 2 Transit PW-132 Route Maps ears Full File Folder Paper Department Preference; GC§34090 PETALUMA, CA. ©1995-2021 Gladwell Governmental Services, Inc.-all rights reserved Do not duplicate or distribute without prior written permission from GGS(909)337-3516 Revision Adopted: 1/3/2024 Page No. INDEX — RECORDS RETENTION SCHEDULES FY 23-24 Update Abbreviations: CW— City-Wide Standards CA— City Attorney CC — City Clerk CD — Community Development CM — City Manager ED — Economic Development FIN — Finance FR— Fire HR— Human Resources P&R— Parks & Recreation PD — Police PW— Public Works 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form) ..................................................FIN-6 1099's / 1096's..................................................................................................................................................................................FIN-1 200, 300, 301, 301A, Cal-OSHA Inspections or Citations ................................................................................................................ HR-4 941 Forms.........................................................................................................................................................................................FIN-6 A AB 939 Compliance / SB 1383 - Organic Waste Collection and Recycling /Tonnage Reports .......................................................PW-3 AB939 Compliance /Tonnage Reports .........................................................................................................................................PW-14 AbandonedWell Records ...............................................................................................................................................................PW-14 Abandonments - Private Land Development Projects / Job Files, Permanent Files.........................................................................PW-6 AbatementCase Files........................................................................................................................................................................PD-2 Abatement, Vehicle............................................................................................................................................................................PD-2 Abatement, Weed /Vegetation Abatement........................................................................................................................................FR-5 ABC Permits - Children's Programs, Cultural Arts, Sports, etc....................................................................................................... P&R-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 7 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Aboveground CNG Storage Tanks (Agency Owned) - Corp (Agency Owned)...............................................................................PW-11 Aboveground CNG Storage Tanks (Agency Owned) - Environmental Services (Agency Owned)...................................................PW-6 Aboveground CNG Storage Tanks (Agency Owned) - FO (Agency Owned)..................................................................................PW-12 Aboveground CNG Storage Tanks (Agency Owned) - Marina (Agency Owned)............................................................................PW-10 Accident/ Incident/ Injury Reports (Potential Claims)...................................................................................................................... HR-4 Accident/ Incident Reports (Members of the Public)...................................................................................................................... P&R-1 Accident/ Incident Reports: Aircraft (sent to FAA) ...........................................................................................................................PW-1 Accident Reports - Workers Compensation Claims / Long Term Disability Claims .......................................................................... HR-5 Accounting ...........................................................................................................................................................................FIN-1 — FIN-4 Accounts Payable / Invoices and Backup (Invoices, Travel Expense Reimbursements, etc.)..........................................................FIN-1 Accounts Receivable - Miscellaneous - Damage to Public Property, Invoices to Outside Entities, etc. ...........................................FIN-4 AccountsReceivable Detail ............................................................................................................................................................ P&R-1 ACFR (Annual Comprehensive Financial Report) and Audit Opinions.............................................................................................FIN-1 Actions, Code Enforcement (Airport) ................................................................................................................................................PW-1 Activations & Drills - Emergency Operations Center (EOC) ..............................................................................................................FR-1 Active Pre-Sentencing Warrants - Case Reports...............................................................................................................................PD-4 Activity/ Special Programs / Special Event Files & Reports /ABC Permits - Children's Programs, Cultural Arts, Sports, etc....... P&R-1 ADAAccommodations - Medical File................................................................................................................................................ HR-4 Address Files / Building Permits (Construction Notices, Compliance Orders, etc.).......................................................................... CD-1 AdjustmentRegisters (copies)..........................................................................................................................................................FIN-4 Adjustments (Payroll)........................................................................................................................................................................FIN-6 Adjustments to Customer Accounts - Water Billing ..........................................................................................................................FIN-5 Adjustments, Lot Line - Private Land Development Projects / Job Files, Administration File...........................................................PW-5 Adjustments, Lot Line - Private Land Development Projects / Job Files, Permanent Files ..............................................................PW-6 Administration File - Capital Improvement Projects (CIP).................................................................................................................PW-3 Administration File - Private Land Development Projects /Job Files ...............................................................................................PW-5 Administration Records - Class Instructors Contracts .................................................................................................................... P&R-1 Administration, Project - Capital Improvement Projects (CIP), Administration File...........................................................................PW-3 AdministrativeCitations .....................................................................................................................................................................PD-2 Administrative Reviews (Final Determination Letter, Plans, etc.) ..................................................................................................... CD-3 Administrative: Correspondence — Routine .....................................................................................................................................CW-3 AdoptedBudgets ..............................................................................................................................................................................FIN-2 Adult Marijuana / Cannabis Case Report, Except Outstanding Stolen Property ...............................................................................PD-5 AdultRegistered Sex Offenders ........................................................................................................................................................PD-3 Advertisements - Recruitment and Testing File................................................................................................................................ HR-4 Retention Schedule Index — Petaluma— FY 23-24 Update Page 2 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. AdviceAssignment Files....................................................................................................................................................................CA-1 Advisor Reports - Investment Bonds ................................................................................................................................................FIN-3 AerialMaps (Analog / Historical).......................................................................................................................................................PW-3 Aeronautics Inspections, CalTrans (Annual).....................................................................................................................................PW-1 Affidavits of Posting /Affidavits of Publications / Public Hearing Notices / Legal Advertising...........................................................CW-1 Affidavits of Publications / Public Hearing Notices / Legal Advertising /Affidavits of Posting...........................................................CW-1 Affordable Housing Projects - Housing Programs, With Recapture / Resale Restriction.................................................................. CD-2 Affordable Housing Projects - Housing Programs, Without Recapture / Resale Restriction............................................................. CD-3 AgencyAssist Case Reports .............................................................................................................................................................PD-6 Agency Report of Consultants - FPPC Form 805............................................................................................................................. CC-3 Agency Report of New Positions - FPPC Form 804 ......................................................................................................................... CC-3 Agency Report of Public Official Appointments - FPPC Form 806 ................................................................................................... CC-3 Agenda Packets: City Council, Redevelopment Agency (Petaluma Community Development Commission - PCDC), etc.............. CC-1 Agendas - Redistricting Web Page / District Boundary Web Page................................................................................................... CC-6 Agendas & Staff Reports- Boards, Commissions, Committees & Task Forces - Citizen Advisory ..................................................CW-2 Agendas, External Organizations .....................................................................................................................................................CW-2 Agreement/ Contract (copy) - Capital Improvement Projects (CIP), Permanent File.......................................................................PW-4 Agreements & Contracts (Infrastructure, Imaged JPAs, Imaged MOUs).......................................................................................... CC-1 Agreements & Contracts (Non-Infrastructure, Professional Services Agreements, etc.).................................................................. CC-2 Agreements & Contracts ADMINISTRATION (WITH Grant Funding) .............................................................................................CW-1 Agreements & Contracts ADMINISTRATION NOT funded by a grant ............................................................................................CW-1 Agreements & Contracts: UNSUCCESSFUL BIDS, PROPOSALS or RESPONSES to RFPs (Request for Proposals) RFQs.......CW-1 Aircraft Accident/ Incident Reports (sent to FAA) ............................................................................................................................PW-1 Airport Employees Training Records ................................................................................................................................................PW-2 Airport Leases, Licenses, Hangars & Tiedowns, Ground Leases, Storage Units (copies) ...............................................................PW-1 Airport Licenses - Agreements & Contracts, not imaged (Non-Infrastructure).................................................................................. CC-2 Airport Operations & Inspections (FAA Circulars, etc.).....................................................................................................................PW-1 Airport Security Access Applications ................................................................................................................................................PW-2 Airport State License (Safety Inspections)........................................................................................................................................PW-1 Airport ..................................................................................................................................................................................PW-1 — PW-3 AirportsCustomer Lists (copies).......................................................................................................................................................PW-1 AlarmNotifications.............................................................................................................................................................................PD-2 AlarmPermits ....................................................................................................................................................................................PD-7 Alerts, Dig - Engineering...................................................................................................................................................................PW-6 AllOthers - Case Reports..................................................................................................................................................................PD-7 Retention Schedule Index — Petaluma— FY 23-24 Update Page 3 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Alternative Payment Plans - Water Billing Payment Plans ...............................................................................................................FIN-6 AmbulanceInventory Logs ................................................................................................................................................................FR-2 Amendments (Non-Infrastructure, Professional Services Agreements, etc.).................................................................................... CC-2 Amendments to Records Retention Schedules ................................................................................................................................ CC-6 Amendments..................................................................................................................................................................................... CD-4 Amortization - Water Billing Payment Plans .....................................................................................................................................FIN-6 Annexations / Boundaries / Consolidations / LAFCO ....................................................................................................................... CD-3 Anniversaries, City - Historical Records, Photographs, & Historical Projects................................................................................... CC-5 Annualand Triannual Inspections......................................................................................................................................................FR-6 Annual Comprehensive Financial Report (ACFR) and Audit Opinions.............................................................................................FIN-1 AnnualDetail - Payroll Reports.........................................................................................................................................................FIN-7 AnnualReport, NPDES - Wastewater ..............................................................................................................................................PW-9 AnnualReport, Recycled Water........................................................................................................................................................PW-8 AnnualReports, NPDES - Stormwater.............................................................................................................................................PW-8 Annual Reports: Reports and Studies — Other Than Historically Significant Reports.......................................................................CW-6 Annual State or Federal Reports - Street Report..............................................................................................................................FIN-3 Annual State or Federal Reports: State Controller's Report, Local Government Compensation Report, etc. ..................................FIN-3 Annual Summary, Water Transactions ...........................................................................................................................................PW-14 Annual Valuation Reports /Actuarial Valuation Reports...................................................................................................................FIN-6 AOA Access Personnel Records (Airport) ........................................................................................................................................PW-2 Appeals - Payment Delinquency & Impending Discontinuation - Water Billing.................................................................................FIN-5 Application - Employee File .............................................................................................................................................................. HR-3 Applications and Changes, Business License & Permit ...................................................................................................................FIN-4 Applications for Service (Paratransit)..............................................................................................................................................PW-15 Applications for Unsuccessful Candidates - Recruitment and Testing File....................................................................................... HR-4 Applications to Fill Vacancy on City Council - General, Working or Administration Files (Elections) ............................................... CC-4 Applications UNSUCCESSFUL Grants ............................................................................................................................................CW-4 Applications, Airport Security Access ...............................................................................................................................................PW-2 Applications, Grants (successful), audit records, completion records ..............................................................................................CW-4 Applications, Live Scan - Employees.................................................................................................................................................PD-7 Applications, Live Scan - Public Applicants .......................................................................................................................................PD-7 Applications, Successful - Committees, Commissions, and Boards (CCBs) .................................................................................... CC-2 Applications, Unsuccessful - Committees, Commissions, and Boards (CCBs)................................................................................ CC-2 Applications: Camps, Field Trips, etc.............................................................................................................................................. P&R-2 Appraisal Reports — Property, Funded Loans: Purchased Property, Funded Loans ........................................................................CW-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 4 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Appraisal Reports: Property NOT purchased, Loans not funded ....................................................................................................CW-6 Appraisals, Real Estate......................................................................................................................................................................ED-1 AQMD Certifications - Vehicle & Equipment History Files..............................................................................................................PW-11 AQMD Permits (Generators, etc.) - Corp........................................................................................................................................PW-11 AQMD Permits (Generators, etc.) - Environmental Services............................................................................................................PW-6 AQMD Permits (Generators, etc.) - Suppression...............................................................................................................................FR-6 Arbitrations - Mobile Home Rent Control .......................................................................................................................................... CD-3 Architects - Agreements & Contracts (Infrastructure) ....................................................................................................................... CC-1 ArrestLogs / Press Logs....................................................................................................................................................................PD-4 Arson Registrants -Adults - Case Reports........................................................................................................................................PD-6 Arson Registrants - Juveniles - Case Reports...................................................................................................................................PD-6 Arson Resulting in Homicide, Evidence - Fire Investigations.............................................................................................................FR-3 Artin Public Places........................................................................................................................................................................... CD-5 ArtOwned by the City....................................................................................................................................................................... CD-5 Articlesof Incorporation .................................................................................................................................................................... CC-2 Arts, Cultural - Activity/ Special Programs / Special Event Files & Reports /ABC Permits ........................................................... P&R-1 As-Built - Capital Improvement Project (Engineering) ......................................................................................................................PW-4 Assembly Permits - Special Event Permits / Explosives Permits.......................................................................................................FR-4 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 Proceedings ....................................................................... CC-3 Assessment District Formation / Maintenance District Formation..................................................................................................... CC-2 Assessment Report, Fixed Charge Special - Annual State or Federal Reports................................................................................FIN-3 Assessment Rolls /Annual Assessments, Lighting and Landscape / Special (Engineer's Reports of Assessments)......................PW-5 Assessment Rolls / Lighting and Landscape Districts ......................................................................................................................FIN-1 Assessment Rolls, Special District (for Tax Rolls)............................................................................................................................FIN-3 Assessment, Risk & Resiliency.......................................................................................................................................................PW-14 Assessment, Vulnerability...............................................................................................................................................................PW-14 Assessments, Project - Engineering Studies / Surveys....................................................................................................................PW-5 AssetForfeiture..................................................................................................................................................................................PD-2 Assets, Fixed ....................................................................................................................................................................................FIN-2 Assignment Files and Related Records, Litigation and Claims .........................................................................................................CA-1 Associated CEQA Noticing - Approved Permanent Entitlements, Planning Project Files................................................................. CD-5 Attendance Rosters - Employee Training Course Records / EMS Continuing Education Training ...................................................FR-1 Attendance Rosters: Training —All Course Records ......................................................................................................................CW-7 Attendance Sheets (e.g. Tiny Tots, Summer Camp, etc.) .............................................................................................................. P&R-1 Attrition - Studies & Surveys Conducted on Behalf of the City - copies............................................................................................ HR-4 Retention Schedule Index — Petaluma— FY 23-24 Update Page 5 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Audio Recordings - Radio or Telephone............................................................................................................................................PD-2 AUDIO RECORDINGS of meetings Boards, Commissions, Committees & Task Forces ................................................................CW-2 Audit Reports /ACFR (Annual Comprehensive Financial Report) and Audit Opinions ....................................................................FIN-1 AuditWork Papers............................................................................................................................................................................FIN-1 Audits - Single Audits, Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc. ..............................................................FIN-1 Authorization Forms, Records Destruction ....................................................................................................................................... CC-6 Authorization Forms, Tree Removal ...............................................................................................................................................PW-11 Awards of Significant Historical Interest - Historical Records, Photographs, & Historical Projects................................................... CC-5 B BackflowAssembly Test Reports ...................................................................................................................................................PW-12 Backflow Test Results / Backflow Assembly Test Reports.............................................................................................................PW-12 Background File / Investigations - Hired ............................................................................................................................................PD-1 BackgroundFile / Investigations - Not Hired......................................................................................................................................PD-1 Background Files (Executives, Information Technology).................................................................................................................. HR-3 Backup and Invoices (Invoices, Travel Expense Reimbursements, etc.) .........................................................................................FIN-1 Backup Documents - Budgets (copies).............................................................................................................................................FIN-2 Backup, Cash Receipts................................................................................................................................................................... P&R-1 Backups - Annual / Daily/Weekly/ Monthly (copies)........................................................................................................................ED-2 Bacteriological and Organics: Lab Reports & Chains of Custody...................................................................................................PW-13 Badging (Airport)...............................................................................................................................................................................PW-2 BalanceSheets - copies ...................................................................................................................................................................FIN-3 Ballot Designation Forms - Candidate File, Successful Candidates................................................................................................. CC-4 Ballot Designation Forms - Candidate File, Unsuccessful Candidates............................................................................................. CC-4 BankDeposits...................................................................................................................................................................................FIN-1 BankReconciliations.........................................................................................................................................................................FIN-1 BankStatements and Trustee Statements .......................................................................................................................................FIN-1 BankTransmittal Advice ...................................................................................................................................................................FIN-1 Bankruptcies - Claim Filed.................................................................................................................................................................CA-1 Bankruptcies - Not Pursued (copies) .................................................................................................................................................CA-1 BannerPermits .................................................................................................................................................................................CM-1 BarRecords.......................................................................................................................................................................................CA-2 BaseMaps (Engineering) .................................................................................................................................................................PW-4 Behested Payment Report - FPPC Form 803................................................................................................................................... CC-3 Benchmarks......................................................................................................................................................................................PW-3 Benefit Plan Documents (CaIPERS, Optical, Dental, etc.) ............................................................................................................... HR-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 6 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Benefits - Studies & Surveys Conducted on Behalf of the City - copies........................................................................................... HR-4 BIDDocuments / Route Maps ........................................................................................................................................................PW-16 BidLog - Bid Opening Files .............................................................................................................................................................. CC-2 Bid Opening Files (RFP/RFQ/Bid Notice, Bid Log, etc.)................................................................................................................... CC-2 Bids, Proposals or Responses to RFPs (Request For Proposals) RFQs - UNSUCCESSFUL.........................................................CW-1 Bikeway - Master Plans ....................................................................................................................................................................PW-5 Billing / Remittance (CUPA, HazMat, etc.).........................................................................................................................................FR-4 Billing Registers, Payment Registers, Adjustment Registers (copies)..............................................................................................FIN-4 Billing, Water: Appeals - Payment Delinquency & Impending Discontinuation.................................................................................FIN-5 Billing, Water: Non-payment Notice / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final).........................FIN-5 Billing, Water: NSF Checks /Adjustments to Customer Accounts....................................................................................................FIN-5 Billing, Water: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. ................................................................FIN-6 Billing, Water: Policy on Discontinuation of Residential Service for Nonpayment ............................................................................FIN-6 Billing, Water: Report of Annual Discontinuations of Residential Service.........................................................................................FIN-6 Billings, Fire Protection System Permit..............................................................................................................................................FR-4 Biosolids / Sewage Sludge Removal (Wastewater Treatment Plant) ...............................................................................................PW-7 BlueRay-R/ other unalterable media................................................................................................................................................ED-2 Boards, Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents ................CW-2 Boards, Commissions, & Committees: City Council Subcommittees ...............................................................................................CW-1 Boards, Commissions, & Committees: Internal / Employee Committees or Task Forces - All Records...........................................CW-2 Boards, Commissions, Committees & Task Forces - Citizen Advisory -AGENDAS & STAFF REPORTS......................................CW-2 Boards, Commissions, Committees & Task Forces: Citizen Advisory Created by the City Council - MINUTES ............................CW-2 Boards, Commissions, Committees & Task Forces: Citizens Advisory - RECORDINGS - AUDIO of meetings ..............................CW-2 Boards, Commissions, Committees & Task Forces: Citizens Advisory - RECORDINGS - VIDEO of meetings...............................CW-2 Body-Worn Cameras, Officer Recordings - Evidence........................................................................................................................PD-4 Body-Worn Cameras, Officer Recordings - Not Evidence.................................................................................................................PD-4 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit) ................................................................................................. CC-2 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) / etc......................................................FIN-2 Bonds, Investment (Receipts /Advisor Reports /Trade Tickets / LAIF)...........................................................................................FIN-3 Booth Permits, Consumer Fireworks (Financial Data, etc.)...............................................................................................................FR-3 Boundaries / Consolidations / LAFCO .............................................................................................................................................. CD-3 Bridges - Agreements & Contracts (Infrastructure)........................................................................................................................... CC-1 Brochures: Reference Materials — Produced by Other Departments..............................................................................................CW-6 Brochures: Reference Materials — Produced by Outside Organizations........................................................................................CW-6 Brochures: Reference Materials — Produced by Your Department.................................................................................................CW-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 7 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Budgets - Adopted / Final .................................................................................................................................................................FIN-2 Budgets - Preliminary, Proposed, Backup Documents (copies) .......................................................................................................FIN-2 Building & Safety...................................................................................................................................................................CD-1 — CD-2 BuildingActivity Reports (copies) ..................................................................................................................................................... CD-2 BuildingPermit Database ................................................................................................................................................................. CD-1 Building Permits (Construction Notices, Compliance Orders, etc.)................................................................................................... CD-1 Building Permits, Plan Checks (copies)............................................................................................................................................PW-5 Building Plans - Cancelled, Expired, or Withdrawn........................................................................................................................... CD-1 Building Plans - Finalled - Industrial, Commercial, Multi-Family Dwellings, Places of Public Accommodation, etc.......................... CD-1 Building Plans - Finalled - Single Family Residential - SFR and Appurtenances ............................................................................. CD-1 BuildingSecurity - Video Recordings.................................................................................................................................................PD-2 Buildings - Agreements & Contracts (Infrastructure) ........................................................................................................................ CC-1 Bus /Vehicle Procurement .............................................................................................................................................................PW-15 BusPasses, Expired (copies).........................................................................................................................................................PW-15 Business License & Permit Applications and Changes ....................................................................................................................FIN-4 BusinessLicense & Permit Database...............................................................................................................................................FIN-4 Business License & Permit Renewals ..............................................................................................................................................FIN-5 Business License & Revenue ..............................................................................................................................................FIN-4 — FIN-6 Bylaws - Boards, Commissions, Committees & Task Forces: Citizen Advisory Created by the City Council .................................CW-2 C Cadet - Programs and Projects..........................................................................................................................................................FR-2 Calendars - Redistricting Web Page / District Boundary Web Page................................................................................................. CC-6 Calendars: Correspondence —Transitory / Preliminary Drafts .....................................................................................................CW-3 CaliforniaBuilding Codes.................................................................................................................................................................. CD-2 California Civil Rights Department (CRD) Claims / Harassment Claims........................................................................................... HR-1 Cal-OSHA Logs - 200, 300, 301, 301A, Cal-OSHA Inspections or Citations.................................................................................... HR-4 CalPERS - Benefit Plan Documents................................................................................................................................................. HR-1 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports....................................................................................FIN-6 CalPERS Reports, Annual Valuation Reports, Actuarial Valuation Reports.....................................................................................FIN-6 CalTrans Aeronautics Inspections (Annual)......................................................................................................................................PW-1 Cameras, Body-Worn: Officer Recordings - Evidence.......................................................................................................................PD-4 Cameras, Body-Worn: Officer Recordings - Not Evidence................................................................................................................PD-4 Campaign Filings (FPPC 400 Series Forms & Form 501): Successful Candidates (Elected Officials) ............................................ CC-3 Campaign Filings (FPPC 400 Series Forms & Form 501): Unsuccessful Candidates (Elected Officials) ........................................ CC-4 Campaign Filings (FPPC 400 Series Forms): Other Committees (PACs) ........................................................................................ CC-4 Retention Schedule Index — Petaluma— FY 23-24 Update Page 8 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Campaign Filings (FPPC 400 Series Forms): Those Not Required To File Original With City Clerk (copies).................................. CC-4 Camps - Registration /Applications / Liability Forms / etc.............................................................................................................. P&R-2 Cancelled - Building Plans................................................................................................................................................................ CD-1 Cancelled Loan Applications / Potential Buyers (First Time Home Buyers, etc.).............................................................................. CD-3 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - Successful Candidates.......... CC-4 Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - Unsuccessful Candidates...... CC-4 Candidate Statement Forms - Candidate File, Successful Candidates ............................................................................................ CC-4 Candidate Statement Forms - Candidate File, Unsuccessful Candidates ........................................................................................ CC-4 Candidate Statements for Sample Ballot - General, Working or Administration Files (Elections) .................................................... CC-4 Candle Permits - Special Event Permits / Explosives Permits...........................................................................................................FR-4 Canine (Police Service Dogs) Program Files.....................................................................................................................................PD-3 CannabisBusiness Permits...............................................................................................................................................................PD-7 Capital Improvement Project "As-Built" (Engineering) ......................................................................................................................PW-4 Capital Improvement Projects (CIP): Administration File..................................................................................................................PW-3 Capital Improvement Projects (CIP): Maintenance Projects (All Records) .......................................................................................PW-3 Capital Improvement Projects (CIP): Permanent File.......................................................................................................................PW-4 Cards, Field Interview........................................................................................................................................................................PD-7 Cards, Proximity (Employees and Tenants) - Airports......................................................................................................................PW-2 Cards, Ride-Along..............................................................................................................................................................................PD-7 Cards, Speaker (copies) ................................................................................................................................................................... CC-7 Carry Concealed Weapon (CCW) Permits ........................................................................................................................................PD-7 Case Files & Statements, Collection Agency....................................................................................................................................FIN-5 CaseFiles, Abatement.......................................................................................................................................................................PD-2 CaseLogs..........................................................................................................................................................................................PD-4 Case Management Database, Investigations ....................................................................................................................................PD-3 Case Reports: Active Pre-Sentencing Warrants................................................................................................................................PD-4 CaseReports: All Others ...................................................................................................................................................................PD-7 Case Reports: Child Abuse or Neglect - Substantiated, Adult Suspect.............................................................................................PD-4 Case Reports: Child Abuse or Neglect - Substantiated, Juvenile Suspect........................................................................................PD-5 Case Reports: Child Abuse or Neglect - Unsubstantiated / Inconclusive ..........................................................................................PD-5 Case Reports: Criminal - No Arrest ...................................................................................................................................................PD-5 Case Reports: Detention Only under PC 849(b)................................................................................................................................PD-5 Case Reports: Factually Innocent Petition Accepted Records Sealed Pending Destruction.............................................................PD-5 Case Reports: Homicide - Conviction................................................................................................................................................PD-5 Case Reports: Homicide - No Prosecution or Prosecution with No Conviction .................................................................................PD-5 Retention Schedule Index — Petaluma— FY 23-24 Update Page 9 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. CaseReports: Kidnapping - Active....................................................................................................................................................PD-5 Case Reports: Kidnapping - Found / Recovered ...............................................................................................................................PD-5 Case Reports: Misdemeanor/ Cannabis - Juvenile on School Grounds during School Hours .........................................................PD-6 Case Reports: Misdemeanor or Infraction - Adult Marijuana / Cannabis, Except Outstanding Stolen Property................................PD-5 Case Reports: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis......................................................................................PD-6 CaseReports: Missing Person - Active .............................................................................................................................................PD-6 Case Reports: Missing Person - Found / Recovered.........................................................................................................................PD-6 Case Reports: Non-Criminal (Informational, Agency Assist, Suspicious Circumstances, etc.) .........................................................PD-6 Case Reports: Officer-Involved Shootings.........................................................................................................................................PD-6 Case Reports: Registrants: Arson -Adults ........................................................................................................................................PD-6 Case Reports: Registrants: Arson - Juveniles Released from California Youth Authority.................................................................PD-6 Case Reports: Registrants: Narcotic..................................................................................................................................................PD-6 Case Reports: Sealed Adult, Juvenile and Ward Cases (Except Sealed Childhood Sexual Assault) ...............................................PD-6 Case Reports: Sealed Childhood Sexual Assault..............................................................................................................................PD-7 Case Reports: Sexual Assault - Conviction .......................................................................................................................................PD-7 Case Reports: Sexual Assault - No Prosecution or No Conviction....................................................................................................PD-7 Case Reports: Suicide or Natural Death............................................................................................................................................PD-7 Case Reports: Traffic Collisions - Fatal .............................................................................................................................................PD-7 Case Reports: Traffic Collisions - Non-Fatal......................................................................................................................................PD-7 CaseReports: Use of Force ..............................................................................................................................................................PD-7 Case Reports: Vacatur Relief Granted by Court - Victim of Human Trafficking, etc..........................................................................PD-7 Case Reports: Vacatur Relief Granted by Court - Victim of Human Trafficking, etc..........................................................................PD-7 Cash Receipts Detail / Backup /Accounts Receivable Detail / Refund Detail................................................................................ P&R-1 CashReceipts...................................................................................................................................................................................FIN-5 CashReports....................................................................................................................................................................................FIN-5 CashiersReports ..............................................................................................................................................................................FIN-5 Catalogue, Enterprise System (posted online) ..................................................................................................................................ED-2 Catch Basics - Operation & Maintenance, Stormwater...................................................................................................................PW-14 Categorical Exceptions (Environmental Determinations).................................................................................................................. CD-4 Cathodic Protection Maintenance Records - Underground Storage Tanks (City Owned - Removed)...............................................FR-5 CCBs (City Council, Committees, Commissions, and Boards) Historical List of Members............................................................... CC-3 CCBs (Committees, Commissions, Boards) Applications - Successful ............................................................................................ CC-2 CCBs (Committees, Commissions, Boards) Applications - Unsuccessful ........................................................................................ CC-2 CCBs (Committees, Commissions, Boards) Maddy Act Lists /Vacancy Notices............................................................................. CC-2 CCBs Members (City Council, Committees, Commissions, and Boards) - Oath of Office................................................................ CC-5 Retention Schedule Index — Petaluma— FY 23-24 Update Page 10 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. CCTV - Outfall Pipe ..........................................................................................................................................................................PW-7 CCW (Carry Concealed Weapon) Permits ........................................................................................................................................PD-7 CDBG (UNSUCCESSFUL Applications, Correspondence).............................................................................................................CW-4 CDBG (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements..................................................CW-4 CDBG-Funded Housing Projects - Housing Programs, With Recapture / Resale Restriction .......................................................... CD-2 CDBG-Funded Housing Projects - Housing Programs, Without Recapture / Resale Restriction ..................................................... CD-3 CD-r/ Blue Ray-R/ other unalterable media .....................................................................................................................................ED-2 CEQA (Environmental Determinations) ............................................................................................................................................ CD-4 Certificateof Compliance..................................................................................................................................................................PW-4 Certificateof Occupancy (CofO)....................................................................................................................................................... CD-1 Certificates of Disposal (Corp / FO)................................................................................................................................................PW-10 Certificates of Disposal, Hazardous Waste (Environmental Services)..............................................................................................PW-7 Certificates of Participation (COPs), Bonds (Revenue) ....................................................................................................................FIN-2 Certificates.........................................................................................................................................................................................CA-2 Certificates, Ethics Training .............................................................................................................................................................. CC-5 Certificates, Insurance - Capital Improvement Projects (CIP), Administration File...........................................................................PW-3 Certifications ......................................................................................................................................................................................FR-6 Certifications, AQMD - Vehicle & Equipment History Files.............................................................................................................PW-11 Certifications, Safety - Vehicle & Equipment History Files..............................................................................................................PW-11 Certified Payrolls - Capital Improvement Projects (CIP), Administration File....................................................................................PW-3 Certified Payrolls, Agreements & Contracts ADMINISTRATION (WITH Grant Funding) ...............................................................CW-1 Certified Payrolls, Agreements & Contracts ADMINISTRATION NOT funded by a grant ..............................................................CW-1 Chainof Custody - Stormwater.........................................................................................................................................................PW-2 Chain of Custody and Disposal Records, Evidence ..........................................................................................................................PD-4 Chains of Custody & Lab Reports: Lead & Copper ........................................................................................................................PW-13 Chains of Custody (Bacteriological and Organics) - Potable Water ...............................................................................................PW-13 Chainsof Custody (Chemical) ........................................................................................................................................................PW-13 Chains of Custody: Wastewater Treatment/ Recycled Water..........................................................................................................PW-8 Change Orders - Capital Improvement Projects (CIP), Permanent File ...........................................................................................PW-4 Chats, Staff Videoconference: Correspondence —Transitory/ Preliminary Drafts .......................................................................CW-3 Check Request - Accounts Payable / Invoices and Backup .............................................................................................................FIN-1 CheckRequests................................................................................................................................................................................PW-7 Checklists: Correspondence —Transitory / Preliminary Drafts .....................................................................................................CW-3 Checks..............................................................................................................................................................................................FIN-5 Checks, Uncashed - Escheat............................................................................................................................................................FIN-2 Retention Schedule Index — Petaluma— FY 23-24 Update Page 11 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. ChemicalUse Report Form .............................................................................................................................................................CW-5 Chemical, Potable Water: Lab Reports & Chains of Custody.........................................................................................................PW-13 Chemical: Lab Reports & Chains of Custody..................................................................................................................................PW-13 Child Abuse or Neglect - Substantiated, Adult Suspect - Case Reports............................................................................................PD-4 Child Abuse or Neglect - Substantiated, Juvenile Suspect - Case Reports.......................................................................................PD-5 Child Abuse or Neglect - Unsubstantiated / Inconclusive - Case Reports.........................................................................................PD-5 Children's Programs - Activity/ Special Programs / Special Event Files & Reports /ABC Permits ............................................... P&R-1 Chlorine Residuals and Chemical: Lab Reports & Chains of Custody ...........................................................................................PW-13 CHPInspections .............................................................................................................................................................................PW-11 CHPInspections .............................................................................................................................................................................PW-13 Christmas Trees - Limited Term Permit............................................................................................................................................ CD-5 Chronological: Correspondence — Routine......................................................................................................................................CW-3 CIP (Capital Improvement Projects): Administration File..................................................................................................................PW-3 CIP (Capital Improvement Projects): Maintenance Projects (All Records) .......................................................................................PW-3 CIP (Capital Improvement Projects): Permanent File.......................................................................................................................PW-4 Citations / Code Enforcement Actions / Notices of Violations (Airport).............................................................................................PW-1 Citations.............................................................................................................................................................................................FR-4 Citations, Administrative ....................................................................................................................................................................PD-2 Citations, CalTrans ...........................................................................................................................................................................PW-1 Citations, Traffic.................................................................................................................................................................................PD-8 Citizen Advisory Created by the City Council - AGENDAS & STAFF REPORTS.............................................................................CW-2 Citizen Advisory Created by the City Council - MINUTES ...............................................................................................................CW-2 City Anniversaries - Historical Records, Photographs, & Historical Projects.................................................................................... CC-5 CityAttorney Forms ...........................................................................................................................................................................CA-1 City Attorney Opinions and Opinion Index.........................................................................................................................................CA-1 CityAttorney ......................................................................................................................................................................... CA-1 — CA-2 CityClerk ..............................................................................................................................................................................CC-1 — CC-7 CityCouncil -Agenda Packets ......................................................................................................................................................... CC-1 City Council -Audio or Video Recordings......................................................................................................................................... CC-6 CityCouncil - Minutes....................................................................................................................................................................... CC-5 CityCouncil - Resolutions................................................................................................................................................................. CC-6 City Council Correspondence / City Manager Correspondence .......................................................................................................CM-1 City Council Subcommittees - All Records .......................................................................................................................................CW-1 City Council, Committees, Commissions, and Boards (CCBs) Historical List of Members............................................................... CC-3 City Council, Committees, Commissions, and Boards (CCBs) Members - Oath of Office................................................................ CC-5 Retention Schedule Index — Petaluma— FY 23-24 Update Page 12 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. City Facilities - Facility Inspections .................................................................................................................................................PW-11 CityManager Correspondence.........................................................................................................................................................CM-1 City Manager Reports: Annual Reports, Monthly Reports................................................................................................................CM-1 CityManager.....................................................................................................................................................................................CM-1 CityPolicies .......................................................................................................................................................................................CA-1 City Seal - Historical Records, Photographs, & Historical Projects................................................................................................... CC-5 ClaimRuns ....................................................................................................................................................................................... HR-4 Claim Runs, Workers Compensation / Monthly Reports................................................................................................................... HR-5 Claims............................................................................................................................................................................................... HR-5 Claims, Non-Industrial Long Term Disability..................................................................................................................................... HR-3 Claims, Workers Compensation / Long Term Disability Claims (Accident, Incident, or Injury Reports from Employees) ................ HR-5 Class3 Spills ..................................................................................................................................................................................PW-10 ClassRosters.................................................................................................................................................................................. P&R-1 Classification / Reorganization Studies (Employee Classifications / Department Structures) .......................................................... HR-1 ClassificationSpecifications.............................................................................................................................................................. HR-2 Closed Session Memos and Related Closed Session Material .........................................................................................................CA-1 Cloud Backup, Immutable (Information Technology).........................................................................................................................ED-2 CMMS / CRM Database - Work Orders / Service Requests, Not Entered / Partial Entry (FO).......................................................PW-15 CMMS Database - Work Orders / Service Requests (Corp / FO)...................................................................................................PW-11 CMMS Database - Work Orders / Service Requests (Corp)...........................................................................................................PW-12 CMMS Database - Work Orders / Service Requests (Environmental Services)...............................................................................PW-9 Coastal Permits - Docks and Piers Permits (Residential & Commercial) .......................................................................................PW-10 Code Enforcement - Stormwater ......................................................................................................................................................PW-3 Code Enforcement Actions / Notices of Violations (Airport)..............................................................................................................PW-1 CodeEnforcement Database.............................................................................................................................................................PD-2 CodeEnforcement.............................................................................................................................................................................PD-2 CodeEnforcement.............................................................................................................................................................................PD-2 CofO (Certificate of Occupancy)....................................................................................................................................................... CD-1 Collections / Collection Agency Case Files & Statements / Delinquent Accounts ............................................................................FIN-5 Comments, Plan Check.................................................................................................................................................................... CD-2 Commercial Building Plans, Finalled ................................................................................................................................................ CD-1 Commission, Planning - General, Working or Administration Files (Elections)................................................................................. CC-4 Commissions, Committees: Citizen Advisory -AGENDAS & STAFF REPORTS...........................................................................CW-2 Commissions, Committees: Citizen Advisory Created by the City Council - MINUTES ................................................................CW-2 Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents ..............................CW-2 Retention Schedule Index — Petaluma— FY 23-24 Update Page 13 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Commissions, & Committees: City Council Subcommittees.............................................................................................................CW-1 Commissions, & Committees: Internal / Employee Committees or Task Forces - All Records ........................................................CW-2 Commissions, Committees & Task Forces: Citizens Advisory - RECORDINGS - AUDIO of meetings............................................CW-2 Commissions, Committees & Task Forces: Citizens Advisory - RECORDINGS - VIDEO of meetings............................................CW-2 Committees & Task Forces: Citizens Advisory - RECORDINGS - AUDIO of meetings ...................................................................CW-2 Committees & Task Forces: Citizens Advisory - RECORDINGS - VIDEO of meetings....................................................................CW-2 Committees, Commissions, and Boards (CCBs) Applications - Successful ..................................................................................... CC-2 Committees, Commissions, and Boards (CCBs) Applications - Unsuccessful ................................................................................. CC-2 Committees, Commissions, and Boards (CCBs) Maddy Act Lists /Vacancy Notices...................................................................... CC-2 Committees: Citizen Advisory Created by the City Council - AGENDAS & STAFF REPORTS ......................................................CW-2 Committees: Citizen Advisory Created by the City Council - MINUTES .........................................................................................CW-2 Committees: External Organizations -Agendas, Minutes, Resolutions, or other documents .........................................................CW-2 Committees: City Council Subcommittees........................................................................................................................................CW-1 Committees: Internal / Employee Committees or Task Forces - All Records...................................................................................CW-2 Communications ................................................................................................................................................................................ED-1 Communications ................................................................................................................................................................................PD-2 Communications, Environmental Agencies / Regulatory Agencies / Regional Board (EPA, DHS, etc.)...........................................PW-7 Communications, Environmental Agencies / Regulatory Agencies / Regional Board (EPA, DHS, etc.) - FO ................................PW-12 Community Development/ Building & Safety .......................................................................................................................CD-1 — CD-2 Community Development/ Housing .....................................................................................................................................CD-2 — CD-3 Community Development/ Planning.....................................................................................................................................CD-3 — CD-5 Community Outreach / Notifications - Capital Improvement Projects (CIP), Administration File ......................................................PW-3 CommunityServices.........................................................................................................................................................P&R-1 — P&R-3 CompensationSurveys & Studies .................................................................................................................................................... HR-1 Complaints / Concerns from Citizens (Excludes Police Officers) ....................................................................................................CW-2 Complaintsabout Patient Care, EMS ................................................................................................................................................FR-2 Complaints, Customer: Odor/Taste /Visual Complaints (Potable Water).....................................................................................PW-12 Compliance Orders - Address Files / Building Permits ..................................................................................................................... CD-1 Compliant, Peace Officer - Report to POST Commission - Reports to State or Federal Agencies ...................................................PD-2 Computerized Maintenance Management System - Work Orders / Service Requests (FO)..........................................................PW-15 Computerized Maintenance Management System Database - Work Orders / Service Requests (Environmental Services)...........PW-9 Computerized Maintenance Management System Database - Work Orders / Service Requests (Corp / FO)...............................PW-11 Computerized Maintenance Management System Database - Work Orders / Service Requests (Corp).......................................PW-12 Concerns from Citizens (Excludes Police Officers) .........................................................................................................................CW-2 Concerns, Customer: Odor/ Taste /Visual Complaints (Potable Water) .......................................................................................PW-12 Retention Schedule Index — Petaluma— FY 23-24 Update Page 14 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Concerts / Film Permits / Special Event Permits / Special Events ...................................................................................................CW-4 Conditions of Approval - Approved Permanent Entitlements, Planning Project Files....................................................................... CD-5 ConfidentialInformant Files ...............................................................................................................................................................PD-3 Confined Space Entries (Environmental Services)...........................................................................................................................PW-7 Confined Space Entries, Pre/Post Reports, Incident Reports - FO ................................................................................................PW-12 Consent Form with Assignment of Benefits: Adults...........................................................................................................................FR-3 Consent Form with Assignment of Benefits: Juveniles......................................................................................................................FR-3 Conservation Programs / Rebate Programs / Check Requests........................................................................................................PW-7 Consolidations / LAFCO ................................................................................................................................................................... CD-3 Construction Documents - Finalled - Industrial, Commercial, Multi-Family Dwellings, Places of Public Accommodation, etc. ........ CD-1 Construction Inspections - Private Land Development Projects / Job Files, Administration File ......................................................PW-5 Construction Manager's Logs - Capital Improvement Projects (CIP), Administration File ................................................................PW-3 Construction Notices - Address Files / Building Permits................................................................................................................... CD-1 Consultants - Agreements & Contracts, not imaged (Non-Infrastructure) ........................................................................................ CC-2 Consumer Confidence Reports, Water Quality...............................................................................................................................PW-14 Consumer Fireworks Booth Permits (Financial Data, etc.)................................................................................................................FR-3 Continuing Disclosure Reports (COPs), Bonds (Revenue) ..............................................................................................................FIN-2 Continuous Quality Improvement (CQI), EMS ...................................................................................................................................FR-2 Contract/Agreement (copy) - Capital Improvement Projects (CIP), Permanent File.......................................................................PW-4 Contracts & Agreements (Infrastructure, Imaged JPAs, Imaged MOUs).......................................................................................... CC-1 Contracts & Agreements (Non-Infrastructure, Professional Services Agreements, etc.).................................................................. CC-2 Contracts ADMINISTRATION (WITH Grant Funding) ....................................................................................................................CW-1 Contracts ADMINISTRATION NOT funded by a grant ...................................................................................................................CW-1 Contracts: Class Instructors (Insurance Certificates, Administration Records, etc.)....................................................................... P&R-1 Contracts: UNSUCCESSFUL BIDS, PROPOSALS or RESPONSES to RFPs (Request for Proposals) RFQs...............................CW-1 Controlled Substance Logs, Inventories /Ambulance Inventory Logs...............................................................................................FR-2 Copies of invoices, Grant program rules, regulations & procedures, reports to grant funding agencies, correspondence ..............CW-4 Copies of Sample Ballot - Historical Files, Elections ........................................................................................................................ CC-4 Copies or Duplicates of any record ..................................................................................................................................................CW-5 Copper & Lead, Potable Water: Chains of Custody & Lab Reports................................................................................................PW-13 COPs (Certificates of Participation), Bonds (Revenue) ....................................................................................................................FIN-2 Corp / FO .........................................................................................................................................................................PW-10 — PW-11 Corp .................................................................................................................................................................................PW-11 — PW-12 Correspondence - Environmental Determinations............................................................................................................................ CD-4 Correspondence - General, Working or Administration Files (Elections).......................................................................................... CC-4 Retention Schedule Index — Petaluma— FY 23-24 Update Page 15 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Correspondence - Labor Relations Files .......................................................................................................................................... HR-3 Correspondence - Private Land Development Projects / Job Files, Administration File...................................................................PW-5 Correspondence - Regulatory Agencies (Not CIP-Related) .............................................................................................................PW-4 Correspondence — Routine..............................................................................................................................................................CW-3 Correspondence —Transitory/ Preliminary Drafts........................................................................................................................CW-3 Correspondence: City Council Correspondence / City Manager Correspondence...........................................................................CM-1 Council Subcommittees- All Records................................................................................................................................................CW-1 County Election Services - General, Working or Administration Files (Elections) ............................................................................ CC-4 Course Records, Employee Training / EMS Continuing Education Training (Attendance Rosters, etc.) ..........................................FR-1 Covenants - Agreements & Contracts (Infrastructure)...................................................................................................................... CC-1 COVID-19 Notifications to Employees (Potential Exposures)........................................................................................................... HR-5 COVID-19 Notifications to Employees.............................................................................................................................................. HR-1 CPRProgram - Programs and Projects.............................................................................................................................................FR-2 CRD (California Civil Rights Department) Claims / Harassment Claims........................................................................................... HR-1 CreditCard Receipts....................................................................................................................................................................... P&R-1 Creek Maintenance Correspondence (Not CIP-Related)..................................................................................................................PW-4 Criminal - No Arrest - Case Reports ..................................................................................................................................................PD-5 Criminal Intelligence Files - Intelligence Files....................................................................................................................................PD-3 CRM / CMMS Database - Work Orders / Service Requests (FO) ..................................................................................................PW-15 CRM / CMMS Database - Work Orders / Service Requests, Not Entered / Partial Entry (FO).......................................................PW-15 Cultural Arts - Activity/ Special Programs / Special Event Files & Reports /ABC Permits ............................................................ P&R-1 CUPA - Remittance / Billing...............................................................................................................................................................FR-4 CUPAInspections..............................................................................................................................................................................FR-6 CUPs - Private Land Development Projects / Job Files, Administration File ....................................................................................PW-5 CUPs - Private Land Development Projects / Job Files, Permanent Files........................................................................................PW-6 Customer Complaints: Odor/ Taste /Visual Complaints (Potable Water)......................................................................................PW-12 Customer Concerns / Customer Complaints: Odor/Taste /Visual Complaints (Potable Water)...................................................PW-12 CustomerLists - Airports (copies).....................................................................................................................................................PW-1 D DailyCash Summaries .....................................................................................................................................................................FIN-5 Daily Duty Roster Scheduling Database............................................................................................................................................PD-3 DailyEquipment Checks ................................................................................................................................................................PW-11 DailyEquipment Checks ................................................................................................................................................................PW-13 DailyEquipment Checks (Suppression) ............................................................................................................................................FR-6 Daily Inspections - Capital Improvement Projects (CIP), Administration File....................................................................................PW-3 Retention Schedule Index — Petaluma— FY 23-24 Update Page 16 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Daily Logs - Capital Improvement Projects (CIP), Administration File..............................................................................................PW-3 Daily Logs & Maintenance: Meter Reading & Adjustments, Facility Maintenance Logs, etc. (FAA Forms)......................................PW-1 Daily Vehicle Inspections (Suppression)............................................................................................................................................FR-6 DailyVehicle Inspections................................................................................................................................................................PW-11 DailyVehicle Inspections................................................................................................................................................................PW-13 Damage to Public Property - Accounts Receivable ..........................................................................................................................FIN-4 Database, Building Permit ................................................................................................................................................................ CD-1 Database, Business License Permit .................................................................................................................................................FIN-4 Database, CMMS - Work Orders / Service Requests (Corp / FO)..................................................................................................PW-11 Database, CMMS - Work Orders / Service Requests (Corp)..........................................................................................................PW-12 Database, CMMS - Work Orders / Service Requests (Environmental Services)..............................................................................PW-9 Database, Code Enforcement............................................................................................................................................................PD-2 Database, CRM / CMMS - Work Orders / Service Requests (FO) .................................................................................................PW-15 Database, CRM / CMMS - Work Orders / Service Requests, Not Entered / Partial Entry (FO)......................................................PW-15 Database, Daily Duty Roster Scheduling...........................................................................................................................................PD-3 Database, Employee Training / Log (Fire House)..............................................................................................................................FR-1 Database, Financial Services ...........................................................................................................................................................FIN-2 Database, Fleet Management.........................................................................................................................................................PW-11 Database, Investigations Case Management ....................................................................................................................................PD-3 Database, Planning Project .............................................................................................................................................................. CD-5 Database, Professional Standards ....................................................................................................................................................PD-1 Database, Property & Evidence.........................................................................................................................................................PD-4 Database, Recreation (Civic Rec)................................................................................................................................................... P&R-2 Database, SCADA (Supervisory Control and Data Acquisition) .....................................................................................................PW-13 Database, SCADA (Supervisory Control and Data Acquisition) .......................................................................................................PW-8 Database, SCADA (Water) (Supervisory Control and Data Acquisition) ........................................................................................PW-13 DE-6, DE-7, DE-9, DE-34, DE-43, W-3 & DE-166............................................................................................................................FIN-6 Dedications - Private Land Development Projects / Job Files, Permanent Files ..............................................................................PW-6 Deduction Registers - Payroll Reports..............................................................................................................................................FIN-7 Deeds - Recorded Documents.......................................................................................................................................................... CC-6 Deeds (copies)..................................................................................................................................................................................PW-4 Deferrals - Water Billing Payment Plans...........................................................................................................................................FIN-6 Deferred Compensation (City Statements).......................................................................................................................................FIN-7 DelinquentAccounts.........................................................................................................................................................................FIN-5 Denied Loan Applications / Potential Buyers (First Time Home Buyers, etc.) .................................................................................. CD-3 Retention Schedule Index — Petaluma— FY 23-24 Update Page 17 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Dental - Benefit Plan Documents...................................................................................................................................................... HR-1 Department Directives / General Orders............................................................................................................................................PD-1 Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims........................................................... HR-1 Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims........................................................... HR-1 Department Policies & Procedures / Department Directives / General Orders..................................................................................PD-1 Department Structures - Classification / Reorganization Studies ..................................................................................................... HR-1 Design & Construction Standards -Authored by City.......................................................................................................................PW-4 Designations, Historic Preservation .................................................................................................................................................. CD-4 DestroyedWell Records .................................................................................................................................................................PW-14 Detention Only under PC 849(b) - Case Reports ..............................................................................................................................PD-5 Determinations, Environmental: Environmental Impact Reports (EIRs), Negative Declarations, etc. (Inside City Boundaries)....... CD-4 Developer Trust Accounts / Development Deposits / Private Developer Deposits (Engineering, Planning, etc.) ............................CW-3 Development - Agreements & Contracts (Infrastructure).................................................................................................................. CC-1 Development - Fire Hydrant Flow Tests - Paper.............................................................................................................................PW-12 Development Deposits/ Private Developer Deposits (Engineering, Planning, etc.) ........................................................................CW-3 Development Projects Files, Private Land: Administration File ........................................................................................................PW-5 Development Projects Files, Private Land: Permanent Files............................................................................................................PW-6 DeviceAccuracy Check Logs, PEBT.................................................................................................................................................PD-4 DFEH or EEOC (Department of Fair Employment & Housing) Claims / Harassment Claims........................................................... HR-1 DHS - Communications, Environmental Agencies / Regulatory Agencies / Regional Board Communications................................PW-7 DHS - Communications, Environmental Agencies / Regulatory Agencies/ Regional Board Communications - FO......................PW-12 DigAlerts - Engineering....................................................................................................................................................................PW-6 DigAlerts (FO)................................................................................................................................................................................PW-14 DigAlerts (Operations) .....................................................................................................................................................................PW-3 DisposalRecords, Evidence..............................................................................................................................................................PD-4 Disposal, Equipment.........................................................................................................................................................................FIN-4 Disposal, Used Oil ..........................................................................................................................................................................PW-11 Disposition, Peace Officer- Report to POST Commission - Reports to State or Federal Agencies..................................................PD-2 District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) ........................................................ CC-6 District Formation, Assessment/ Maintenance District Formation.................................................................................................... CC-2 DistrictFormation, Special................................................................................................................................................................PW-5 Districts Assessment Rolls /Annual Assessments, Lighting and Landscape (Engineer's Reports of Assessments).......................PW-5 Districts Assessment Rolls /Annual Assessments, Special (Engineer's Reports of Assessments).................................................PW-5 DistrictsFormation, Lighting and Landscape....................................................................................................................................PW-5 Districts, Lighting and Landscape.....................................................................................................................................................FIN-1 Retention Schedule Index— Petaluma— FY 23-24 Update Page 18 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. DMV File - Employee Training Individual Records ............................................................................................................................FR-1 DMVPull Notices (All)....................................................................................................................................................................... HR-5 DMVPull Notices..............................................................................................................................................................................CW-4 Docks and Piers Permits (Residential & Commercial) - Permit Drawings, Dredging Permits, Coastal Permits, etc. .....................PW-10 Documentation - Labor Relations Files............................................................................................................................................. HR-3 Documents, Benefit Plan (CaIPERS, Optical, Dental, etc.) .............................................................................................................. HR-1 Documents, Recorded: Deeds, Easements, Liens & Releases, etc. ................................................................................................ CC-6 DomesticPartnerships...................................................................................................................................................................... CC-3 Donations........................................................................................................................................................................................ P&R-2 DOTProgram..................................................................................................................................................................................PW-11 DOTProgram..................................................................................................................................................................................PW-13 Drafts & Notes— Drafts that are Revised..........................................................................................................................................CW-4 Drainage - Private Land Development Projects / Job Files, Permanent Files ..................................................................................PW-6 Drawings (Engineering) ....................................................................................................................................................................PW-4 Drawings, Permit - Docks and Piers Permits (Residential & Commercial) .....................................................................................PW-10 Dredging Permits - Docks and Piers Permits (Residential & Commercial).....................................................................................PW-10 Driveway - Private Land Development Projects /Job Files, Permanent Files ..................................................................................PW-6 Drug &Alcohol Test Results (All - Positives and Negatives)............................................................................................................ HR-2 Duplicatesof any record ..................................................................................................................................................................CW-5 DVD-r/ CD-r/ Blue Ray-R/other unalterable media ........................................................................................................................ED-2 E Easements - Private Land Development Projects/Job Files, Permanent Files...............................................................................PW-6 Easements - Recorded Documents.................................................................................................................................................. CC-6 Easements (copies) ..........................................................................................................................................................................PW-4 Economic Development/ Redevelopment/ Successor Agency........................................................................................................ED-1 Economic Development Projects, Programs, Subject & Issues.........................................................................................................ED-1 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): All .......................................................... CC-3 Economic Interest Filings (FPPC Form 602 / 635) - Lobbyist Authorization / Reporting .................................................................. CC-3 Education / Public Information ...........................................................................................................................................................FR-4 EEOC or DFEH (Department of Fair Employment & Housing) Claims / Harassment Claims........................................................... HR-1 EIRs - Capital Improvement Projects (CIP), Permanent File............................................................................................................PW-4 EIRs (Environmental Impact Reports) .............................................................................................................................................. CD-4 Elections - Consolidated .......................................................................................................................................................CC-3— CC-5 Elections - General, Working or Administration Files (Correspondence, Planning Commission, etc.) ............................................. CC-4 Elections - Historical Files (Copies of Sample Ballot, Resolution Declaring Results, etc.) ............................................................... CC-4 Retention Schedule Index— Petaluma— FY 23-24 Update Page 19 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Elections - Petitions (Initiative, Recall or Referendum)..................................................................................................................... CC-5 Elementsand Amendments.............................................................................................................................................................. CD-4 E-mail or Social Media that Does Not Have a Material Impact on the Conduct of Business: ...........................................................CW-3 Emergency Generators - Generator Operation Logs & Inspections (Suppression)...........................................................................FR-6 Emergency Generators - Generator Operation Logs & Inspections .................................................................................................PW-7 Emergency Generators - Generator Operation Logs & Inspections ...............................................................................................PW-12 EmergencyMedical PCR Database ..................................................................................................................................................FR-2 EmergencyMedical Services.................................................................................................................................................FR-2 — FR-3 Emergency Operations Center (EOC) Activations & Drills ................................................................................................................FR-1 Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) ...................................................FR-1 Emergency Protective Orders (Issued by City)..................................................................................................................................PD-2 EmergencyResponse Plan ............................................................................................................................................................PW-14 Employee Benefit Plans - IRS 5500 Forms ......................................................................................................................................FIN-6 Employee Classifications - Classification / Reorganization Studies ................................................................................................. HR-1 Employee Committees or Task Forces -All Records .......................................................................................................................CW-2 Employee Training Course Records / EMS Continuing Education Training (Attendance Rosters, etc.) ...........................................FR-1 Employee Training Database / Log (Fire House)...............................................................................................................................FR-1 Employee Training Individual Records - Rookie Tests / Individual Training Certificates / DMV File (by Employee) ........................FR-1 Employee Training Records (Airport Employees).............................................................................................................................PW-2 EmployeesLive Scan Applications....................................................................................................................................................PD-7 Employer-Provided Health Insurance Offer and Coverage & Transmittal Form (1095-C, 1094-C)..................................................FIN-6 Employment, Peace Officer - Report to POST Commission - Reports to State or Federal Agencies ...............................................PD-2 EMSComplaints about Patient Care .................................................................................................................................................FR-2 EMS Continuing Education Training (Attendance Rosters, etc.) .......................................................................................................FR-1 EMS CQI (Continuous Quality Improvement) / Quality Assurance....................................................................................................FR-2 EMS Transportation (Paramedic Release Forms): Adults.................................................................................................................FR-3 EMS Transportation (Paramedic Release Forms): Juveniles............................................................................................................FR-3 Encroachments - Permanent............................................................................................................................................................PW-4 Encroachments - Temporary ............................................................................................................................................................PW-4 Engine Company Business Inspections.............................................................................................................................................FR-6 Engineer's Reports of Assessments - Districts Assessment Rolls /Annual Assessments...............................................................PW-5 Engineering Studies / Surveys - Preliminary Studies / Project Assessments ...................................................................................PW-5 Engineering Studies / Surveys - Preliminary Studies / Project Assessments...................................................................................PW-5 Engineering..........................................................................................................................................................................PW-3 — PW-6 Enterprise System Catalogue (posted online) ...................................................................................................................................ED-2 Retention Schedule Index — Petaluma— FY 23-24 Update Page 20 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Entries, Journal .................................................................................................................................................................................FIN-3 Environmental - Agreements & Contracts (Infrastructure)................................................................................................................ CC-1 Environmental Agencies / Regulatory Agencies / Regional Board Communications (EPA, DHS, etc.)............................................PW-7 Environmental Agencies / Regulatory Agencies / Regional Board Communications (EPA, DHS, etc.) - FO .................................PW-12 Environmental Determinations - Approved Permanent Entitlements, Planning Project Files ........................................................... CD-5 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. ............................................... CD-4 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc. (Inside City Boundaries)........ CD-4 Environmental Impact Reports (EIRs) - Inside City Boundaries ....................................................................................................... CD-4 EnvironmentalServices .......................................................................................................................................................PW-6 — PW-9 EOC (Emergency Operations Center) Activations & Drills ................................................................................................................FR-1 EPA - Communications, Environmental Agencies / Regulatory Agencies / Regional Board Communications ................................PW-7 EPA- Communications, Environmental Agencies / Regulatory Agencies / Regional Board Communications - FO......................PW-12 EPA Correspondence (Not CIP-Related)..........................................................................................................................................PW-4 Equipment, Surplused / Disposal......................................................................................................................................................FIN-4 Escheat (Unclaimed Money/ Uncashed Checks).............................................................................................................................FIN-2 Ethics & Safety Training: Training —All Course Records ...............................................................................................................CW-7 EthicsTraining Certificates ............................................................................................................................................................... CC-5 Evaluations - Employee File ............................................................................................................................................................. HR-3 Evaluations .......................................................................................................................................................................................FIN-8 Evaluations, Historic Preservation .................................................................................................................................................... CD-4 Event Ticket/ Pass Distributions Agency Report - FPPC Form 802................................................................................................. CC-3 Events: Concerts / Film Permits / Special Event Permits / Special Events ......................................................................................CW-4 Evidence Chain of Custody and Disposal Records ...........................................................................................................................PD-4 EvidenceRoom - Visitor Logs............................................................................................................................................................PD-8 Executives - Background Files.......................................................................................................................................................... HR-3 Expired - Building Plans.................................................................................................................................................................... CD-1 ExpiredBus Passes (copies)..........................................................................................................................................................PW-15 Explosives Permits (Assembly Permits, Candle Permits, Tent Permits, Open Flame, etc.)..............................................................FR-4 External Organizations - Agendas, Minutes, Resolutions, or other documents ...............................................................................CW-2 F FAA Circulars - Airport Operations & Inspections.............................................................................................................................PW-1 Facility Inspections (City Facilities).................................................................................................................................................PW-11 Facility Maintenance Logs - Daily Logs & Maintenance (FAA Forms)..............................................................................................PW-1 FacilityRental Permits ......................................................................................................................................................................CM-1 Facility Use Rental Contracts / Field Use Contracts / Facility Use Requests / Park Permits.......................................................... P&R-2 Retention Schedule Index — Petaluma— FY 23-24 Update Page 21 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. FacilityUse Requests ..................................................................................................................................................................... P&R-2 Factually Innocent Petition Accepted Records Sealed Pending Destruction - Case Reports............................................................PD-5 Fats, Oil & Grease / Source Control / Pretreatment Annual / Semi-Annual Reports ........................................................................PW-7 FederalTax Deposits........................................................................................................................................................................FIN-6 FEMA/ OES Reimbursement Claims/ Strike Team Reimbursements..............................................................................................FR-1 FEMA Correspondence (Not CIP-Related).......................................................................................................................................PW-4 FEMA Reimbursement/ OES Reimbursements...............................................................................................................................FIN-2 FEMAReimbursements....................................................................................................................................................................CW-4 FICA & Medicare Adjustments / PERS.............................................................................................................................................FIN-6 Field - Operation & Maintenance, Stormwater................................................................................................................................PW-14 FieldInterview Cards .........................................................................................................................................................................PD-7 Field Trips - Registration /Applications / Liability Forms / etc. ....................................................................................................... P&R-2 FieldUse Contracts ........................................................................................................................................................................ P&R-2 File, Background / Investigations - Hired ...........................................................................................................................................PD-1 File, Background / Investigations - Not Hired.....................................................................................................................................PD-1 File, Preliminary Review ................................................................................................................................................................... CD-5 File, Recruitment and Testing (Advertisements, Applications for Unsuccessful Candidates, etc.)................................................... HR-4 Files, Address / Building Permits (Construction Notices, Compliance Orders, etc.)......................................................................... CD-1 Files, Advice Assignment...................................................................................................................................................................CA-1 Files, Bid Opening (RFP/RFQ/Bid Notice, Bid Log, etc.).................................................................................................................. CC-2 Files, Confidential Informant..............................................................................................................................................................PD-3 Files, Fingerprint Examiner................................................................................................................................................................PD-3 Files, Intelligence (Criminal Intelligence Files)...................................................................................................................................PD-3 Files, Labor Relations (Negotiation Notes, Correspondence, etc.)................................................................................................... HR-3 Files, Personnel - Background Files (Executives, Information Technology)..................................................................................... HR-3 Files, Personnel - Employee File (Application, Evaluations, Policies, etc.)....................................................................................... HR-3 Files, Personnel - Medical File (Pre-Employment Medical Clearances, ADA Accommodations, etc.) ............................................. HR-4 Files, Personnel Training (Range Qualifications, etc.).......................................................................................................................PD-1 Files, Planning Project -Approved Permanent Entitlements (Associated CEQA Noticing, etc.) ...................................................... CD-5 Film Permits / Special Event Permits / Special Events ....................................................................................................................CW-4 FilmPermits......................................................................................................................................................................................CM-1 Filming -Activity/ Special Programs / Special Event Files & Reports /ABC Permits .................................................................... P&R-1 FinalBudgets....................................................................................................................................................................................FIN-2 Final Determination Letter-Administrative Reviews ........................................................................................................................ CD-3 Final Reports, Testing Lab - Private Land Development Projects / Job Files, Administration File ...................................................PW-5 Retention Schedule Index— Petaluma— FY 23-24 Update Page 22 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Finalled Single Family Residential Building Plans - SFR and Appurtenances.................................................................................. CD-1 Finance /Accounting ...........................................................................................................................................................FIN-1 — FIN-4 Financial Data - Consumer Fireworks Booth Permits........................................................................................................................FR-3 FinancialServices Database ............................................................................................................................................................FIN-2 FingerprintExaminer Files.................................................................................................................................................................PD-3 FireAdministration.................................................................................................................................................................FR-1 — FR-2 Fire Alarm Plans - Fire Protection System Plans...............................................................................................................................FR-4 Fire Code Permits, CUPA Inspections, Engine Company Business Inspections, Annual and Triannual Inspections .......................FR-6 FireDeaths - Fire Investigations........................................................................................................................................................FR-3 Fire Hydrant Flow Tests (Development or Maintenance) - Paper...................................................................................................PW-12 Fire Incident Reports and RMS Database .........................................................................................................................................FR-1 FireInvestigation Reports..................................................................................................................................................................FR-2 Fire Investigations - Evidence of Arson Resulting in Homicide / Fire Deaths....................................................................................FR-3 Fire Investigations - Other Than Homicide or Death..........................................................................................................................FR-4 FireMarshal / Fire Prevention................................................................................................................................................FR-3 — FR-5 FirePrevention.......................................................................................................................................................................FR-3 — FR-5 Fire Protection System Permit Billings...............................................................................................................................................FR-4 Fire Protection System Plans - Fire Sprinkler Plans, Fire Alarm Plans, etc.......................................................................................FR-4 Fire Service Day - Programs and Projects.........................................................................................................................................FR-2 Fire Sprinkler Plans - Fire Protection System Plans..........................................................................................................................FR-4 FireSprinkler Plans............................................................................................................................................................................FR-4 Fire Vehicle, Apparatus, & Equipment History Files, Certifications, Maintenance, Registrations, Safety Certifications, etc. ............FR-6 First Time Home Buyers - Denied, Cancelled or Withdrawn Loan Applications / Potential Buyers.................................................. CD-3 FiscalAgent Statements...................................................................................................................................................................FIN-1 Fixed / Stationary Generators - Generator Operation Logs & Inspections (Suppression).................................................................FR-6 Fixed / Stationary Generators - Generator Operation Logs & Inspections........................................................................................PW-7 Fixed / Stationary Generators - Generator Operation Logs & Inspections......................................................................................PW-12 FixedAssets .....................................................................................................................................................................................FIN-2 Fixed Charge Special Assessment Report - Annual State or Federal Reports ................................................................................FIN-3 FleetManagement Database..........................................................................................................................................................PW-11 Flood Wall Correspondence (Not CIP-Related)................................................................................................................................PW-4 Flow Tests, Fire Hydrant (Development or Maintenance) - Paper..................................................................................................PW-12 Flyers: Reference Materials — Produced by Other Departments ....................................................................................................CW-6 Flyers: Reference Materials — Produced by Outside Organizations...............................................................................................CW-6 Flyers: Reference Materials — Produced by Your Department........................................................................................................CW-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 23 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. FOG (Fats, Oil & Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports .............................................................PW-7 Foreclosure Notices / Notices of Defaults (NOD) (copies)................................................................................................................ CD-2 Forfeiture, Asset.................................................................................................................................................................................PD-2 Forms, Ballot Designation - Candidate File, Successful Candidates................................................................................................ CC-4 Forms, Ballot Designation - Candidate File, Unsuccessful Candidates............................................................................................ CC-4 Forms, Candidate Statement - Candidate File, Successful Candidates........................................................................................... CC-4 Forms, Candidate Statement - Candidate File, Unsuccessful Candidates....................................................................................... CC-4 Forms, City Attorney ..........................................................................................................................................................................CA-1 FPPC 400 Series Forms & Form 501, Campaign Filings: Successful Candidates (Elected Officials).............................................. CC-3 FPPC 400 Series Forms & Form 501, Campaign Filings: Unsuccessful Candidates (Elected Officials).......................................... CC-4 FPPC 400 Series Forms (Campaign Filings): Other Committees (PACs) ........................................................................................ CC-4 FPPC 400 Series Forms (Campaign Filings): Those Not Required To File Original With City Clerk (copies).................................. CC-4 FPPC 700 Series Forms, Economic Interest Filings - Statement of Economic Interests): All........................................................... CC-3 FPPC Form 602 / 635, Economic Interest Filings - Lobbyist Authorization / Reporting.................................................................... CC-3 FPPC Form 801 (Gift to Agency Report) .......................................................................................................................................... CC-3 FPPC Form 802 (Event Ticket/ Pass Distributions Agency Report) ................................................................................................ CC-3 FPPC Form 803 (Behested Payment Report) .................................................................................................................................. CC-3 FPPC Form 804 (Agency Report of New Positions)......................................................................................................................... CC-3 FPPC Form 805 (Agency Report of Consultants)............................................................................................................................. CC-3 FPPC Form 806 (Agency Report of Public Official Appointments)................................................................................................... CC-3 FrontCounter - Visitor Logs...............................................................................................................................................................PD-8 Fuel and Gas Usage (Fuel Master) - Airport.....................................................................................................................................PW-2 Fuel Master, Fuel and Gas Usage - Airport ......................................................................................................................................PW-2 FutureDevelopments (Water).........................................................................................................................................................PW-14 G Gas Tax - Annual State or Federal Reports......................................................................................................................................FIN-3 Gate Card User Acknowledgements (Airport)...................................................................................................................................PW-2 GateCard User List (Airport) ............................................................................................................................................................PW-2 General Cleaning - Operation & Maintenance, Stormwater............................................................................................................PW-14 General Files: Correspondence — Routine.......................................................................................................................................CW-3 GeneralOrders ..................................................................................................................................................................................PD-1 General Plan, Elements and Amendments....................................................................................................................................... CD-4 Generator Operation Logs & Inspections - Fixed / Stationary Generators (Suppression) .................................................................FR-6 Generator Operation Logs & Inspections - Fixed / Stationary Generators .......................................................................................PW-7 Generator Operation Logs & Inspections - Fixed / Stationary Generators .....................................................................................PW-12 Retention Schedule Index — Petaluma— FY 23-24 Update Page 24 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Generator Operation Logs & Inspections - Portable / Emergency Generators (Suppression)...........................................................FR-6 Generator Operation Logs & Inspections - Portable / Emergency Generators.................................................................................PW-7 Generator Operation Logs & Inspections - Portable / Emergency Generators...............................................................................PW-12 Generators - AQMD Permits - Corp................................................................................................................................................PW-11 Generators - AQMD Permits - Environmental Services....................................................................................................................PW-6 Generators - AQMD Permits (Suppression) ......................................................................................................................................FR-6 Geotechnical and Soil Reports; Hydrology Reports..........................................................................................................................PW-5 Geotechnical Studies & Reports - Capital Improvement Projects (CIP), Permanent File.................................................................PW-4 Giftto Agency Report - FPPC Form 801 .......................................................................................................................................... CC-3 GISDatabase ...................................................................................................................................................................................CW-4 GolfDiscount Records.................................................................................................................................................................... P&R-2 Grading Permits - Capital Improvement Projects (CIP), Permanent File..........................................................................................PW-4 Grading Plans - Private Land Development Projects /Job Files, Permanent Files ..........................................................................PW-6 GradingPlans (Engineering).............................................................................................................................................................PW-4 Grand Jury Reports and Responses (Regarding City Operations)...................................................................................................CM-1 Grand Openings - Historical Records, Photographs, & Historical Projects....................................................................................... CC-5 Grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies........................CW-4 GrantAudits......................................................................................................................................................................................FIN-1 Grant funding agencies, correspondence, audit records, completion records..................................................................................CW-4 Grants (UNSUCCESSFUL Applications, Correspondence) .............................................................................................................CW-4 Grants / CDBG (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements....................................CW-4 Grants SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required..........................................CW-4 GraphicsFiles, Website, etc. (copies) ...............................................................................................................................................ED-1 Grievance Files / Investigations........................................................................................................................................................ HR-2 GroundLeases, Airport (copies).......................................................................................................................................................PW-1 Guidance Information - Stormwater..................................................................................................................................................PW-2 H Hangar Inventories -Airports (copies) ..............................................................................................................................................PW-1 Hangars & Tiedowns - Agreements & Contracts, not imaged (Non-Infrastructure).......................................................................... CC-2 Hangars & Tiedowns, Airport (copies) ..............................................................................................................................................PW-1 HarassmentClaims........................................................................................................................................................................... HR-1 Harassment Prevention Training —All Course Records.................................................................................................................CW-7 HazardMitigation Plan....................................................................................................................................................................PW-14 Hazardous Materials Business Plans (HMBP)...................................................................................................................................FR-6 Hazardous Materials Plans - Capital Improvement Projects (CIP), Permanent File.........................................................................PW-4 Retention Schedule Index — Petaluma— FY 23-24 Update Page 25 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Hazardous Waste Manifests / Certificates of Disposal (Corp / FO)................................................................................................PW-10 Hazardous Waste Manifests / Certificates of Disposal (Environmental Services)............................................................................PW-7 HazMat - Remittance / Billing.............................................................................................................................................................FR-4 Health Department Correspondence (Not CIP-Related)...................................................................................................................PW-4 Health Insurance Portability and Accountability Act (HIPAA) Policies and Procedures.....................................................................FR-2 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act).....................................................................FR-2 Historic Preservation Survey, Evaluations and Designations ........................................................................................................... CD-4 Historical & Cultural Preservation Committee - Resolutions............................................................................................................. CC-6 Historical Files, Elections (Copies of Sample Ballot, Resolution Declaring Results, etc.) ................................................................ CC-4 Historical List of Members - City Council, Committees, Commissions, and Boards (CCBs) ............................................................ CC-3 Historical Projects (City Anniversaries, Incorporation, City Seal, etc.).............................................................................................. CC-5 Historical Records, Photographs, & Historical Projects (City Anniversaries, Incorporation, City Seal, etc.)..................................... CC-5 Historical Reports, Water Resources Planning...............................................................................................................................PW-14 Historically Significant: Reports and Studies ....................................................................................................................................CW-6 Histories, Transaction - copies..........................................................................................................................................................FIN-3 History Files - Fire Vehicle, Apparatus, & Equipment........................................................................................................................FR-6 History Files, Vehicle & Equipment - AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc.......................PW-11 HMBP (Hazardous Materials Business Plans)...................................................................................................................................FR-6 HOME - Denied, Cancelled or Withdrawn Loan Applications / Potential Buyers.............................................................................. CD-3 HOME - Housing Programs, With Recapture / Resale Restriction ................................................................................................... CD-2 HOME - Housing Programs, Without Recapture / Resale Restriction .............................................................................................. CD-3 Homeland Security - Emergency Operations Plan ............................................................................................................................FR-1 Homicide - Conviction - Case Reports...............................................................................................................................................PD-5 Homicide - No Prosecution or Prosecution with No Conviction - Case Reports................................................................................PD-5 Hours of Classes, Programs, Facilities (copies) ............................................................................................................................. P&R-3 Housing Programs: Affordable Housing Projects, Rehabilitation, etc. - With Recapture / Resale Restriction.................................. CD-2 Housing Programs: Affordable Housing Projects, Rehabilitation, etc. - Without Recapture / Resale Restriction............................. CD-3 Housing.................................................................................................................................................................................CD-2 — CD-3 Human Resources / Risk Management................................................................................................................................ HR-4 — HR-5 HumanResources ................................................................................................................................................................ HR-1 — HR-4 HydrologyReports ............................................................................................................................................................................PW-5 1 I-9s.................................................................................................................................................................................................... H R-2 Illicit Discharges, NPDES - Stormwater............................................................................................................................................PW-8 Imaged MOUs - Agreements & Contracts (Infrastructure)................................................................................................................ CC-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 26 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Immutable Cloud Backup /WORM / DVD-r/ CD-r/ Blue Ray-R / other unalterable media ..............................................................ED-2 Improvements, Park - Agreements & Contracts (Infrastructure)....................................................................................................... CC-1 Improvements, Street & Alley - Agreements & Contracts (Infrastructure) ........................................................................................ CC-1 Incident/ Injury Reports (Potential Claims)....................................................................................................................................... HR-4 IncidentReports - FO......................................................................................................................................................................PW-12 Incident Reports - Workers Compensation Claims / Long Term Disability Claims ........................................................................... HR-5 IncidentReports (Marina) ...............................................................................................................................................................PW-10 Incident Reports (Members of the Public)....................................................................................................................................... P&R-1 IncidentReports: Aircraft (sent to FAA) ............................................................................................................................................PW-1 Incorporation - Historical Records, Photographs, & Historical Projects ............................................................................................ CC-5 Individual Training Certificates - Employee Training Individual Records...........................................................................................FR-1 Industrial Building Plans, Finalled ..................................................................................................................................................... CD-1 IndustrialNotices - Stormwater.........................................................................................................................................................PW-3 Information Technology - Background Files ..................................................................................................................................... HR-3 InformationTechnology & GIS...........................................................................................................................................................ED-2 InformationalCase Reports ...............................................................................................................................................................PD-6 Initiative - Elections........................................................................................................................................................................... CC-5 Injury Reports - Workers Compensation Claims / Long Term Disability Claims ............................................................................... HR-5 InjuryReports (Potential Claims) ...................................................................................................................................................... HR-4 Inspections - Aboveground CNG Storage Tanks (Agency Owned) - Corp.....................................................................................PW-11 Inspections - Aboveground CNG Storage Tanks (Agency Owned) - Environmental Services .........................................................PW-6 Inspections - Aboveground CNG Storage Tanks (Agency Owned) - FO........................................................................................PW-12 Inspections - Aboveground CNG Storage Tanks (Agency Owned) - Marina..................................................................................PW-10 Inspections and Maintenance - Underground Storage Tanks (City Owned - Removed)...................................................................FR-5 Inspections, CalTrans Aeronautics (Annual).....................................................................................................................................PW-1 Inspections, CHP ............................................................................................................................................................................PW-11 Inspections, CHP ............................................................................................................................................................................PW-13 Inspections, Construction - Private Land Development Projects / Job Files, Administration File .....................................................PW-5 Inspections, Facility (City Facilities)................................................................................................................................................PW-11 Inspections, Light Station - Sewer ....................................................................................................................................................PW-8 Inspections, Pre-Trip.......................................................................................................................................................................PW-11 Inspections, Pre-Trip.......................................................................................................................................................................PW-13 Inspections, Safety.......................................................................................................................................................................... P&R-3 Inspections, Traffic Signal Preventative Maintenance ......................................................................................................................PW-6 Inspections, Vessel (Surveyor's Valuation Reports).......................................................................................................................PW-10 Retention Schedule Index — Petaluma— FY 23-24 Update Page 27 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Instant Messaging: Correspondence —Transitory/ Preliminary Drafts.........................................................................................CW-3 Institutional Billing (Regional Center, etc.)......................................................................................................................................PW-15 Insurance Certificates - Capital Improvement Projects (CIP), Administration File............................................................................PW-3 Insurance Certificates - Class Instructors Contracts....................................................................................................................... P&R-1 Insurance Polices / Memorandum of Coverage (City-Owned Policies) ............................................................................................ HR-5 Integrity Testing -Aboveground CNG Storage Tanks (Agency Owned) - Environmental Services..................................................PW-6 Integrity Testing -Aboveground CNG Storage Tanks (Agency Owned) - Marina...........................................................................PW-10 Integrity Testing - Aboveground CNG Storage Tanks (Agency Owned) - Corp..............................................................................PW-11 Integrity Testing -Aboveground CNG Storage Tanks (Agency Owned) - FO ................................................................................PW-12 Intelligence Files (Criminal Intelligence Files)....................................................................................................................................PD-3 Intern Applications— SUCCESSFUL Includes e-mail confirmation of Livescan clearance from Human Resources;.......................CW-7 Intern Applications— UNSUCCESSFUL...........................................................................................................................................CW-8 Internal / Employee Committees or Task Forces -All Records ........................................................................................................CW-2 Internal Affairs Investigations With Sustained Finding of Misconduct - Member of the Public Complaints........................................PD-1 Internal Affairs Investigations Without Sustained Finding of Misconduct - Member of the Public Complaints...................................PD-1 Internal Investigations - Internally-Generated Complaints.................................................................................................................PD-1 Internally-Generated Complaints - Internal Investigations.................................................................................................................PD-1 Interpretation of MOU Provisions - Labor Relations Files................................................................................................................. HR-3 Interview Notes - Recruitment and Testing File................................................................................................................................ HR-4 Inventories: Correspondence —Transitory/ Preliminary Drafts ....................................................................................................CW-3 Investigations - Hired .........................................................................................................................................................................PD-1 Investigations - Not Hired...................................................................................................................................................................PD-1 Investigations Case Management Database .....................................................................................................................................PD-3 Investigations.................................................................................................................................................................................... HR-2 Investigations........................................................................................................................................................................ PD-2 — PD-3 Investigations, Internal - Internally-Generated Complaints................................................................................................................PD-1 InvestmentAccount Statements .......................................................................................................................................................FIN-1 Investment Bonds (Receipts /Advisor Reports /Trade Tickets / LAIF)...........................................................................................FIN-3 InvestmentReports & Backup ..........................................................................................................................................................FIN-3 Investments /Arbitrage / Bonds (Receipts /Advisor Reports /Trade Tickets / LAIF (Local Agency Investment Fund))..................FIN-3 Invitations: Correspondence —Transitory/ Preliminary Drafts......................................................................................................CW-3 Invoices - Accounts Payable / Invoices and Backup.........................................................................................................................FIN-1 Invoices and Backup (Invoices, Travel Expense Reimbursements, etc.) .........................................................................................FIN-1 Invoices to Outside Entities - Accounts Receivable..........................................................................................................................FIN-4 IRS 5500 Forms (Employee Benefit Plans) ......................................................................................................................................FIN-6 Retention Schedule Index— Petaluma— FY 23-24 Update Page 28 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. IRSAudits.........................................................................................................................................................................................FIN-1 ISOInsurance Ratings.......................................................................................................................................................................FR-1 IssueFiles ........................................................................................................................................................................................CW-6 Issues - Economic Development .......................................................................................................................................................ED-1 Issues................................................................................................................................................................................................CM-1 J Jail Logs / Juvenile Detention Logs and Reports...............................................................................................................................PD-7 Job Analysis - Recruitment and Testing File..................................................................................................................................... HR-4 Job Brochures - Recruitment and Testing File.................................................................................................................................. HR-4 Job Descriptions / Classification Specifications................................................................................................................................ HR-2 JobFiles: Administration File............................................................................................................................................................PW-5 JobFiles: Permanent Files ...............................................................................................................................................................PW-6 JointPower Authorities (copies) ........................................................................................................................................................FR-2 Joint Powers - Agreements & Contracts (Infrastructure) .................................................................................................................. CC-1 Journal Entries / Journal Vouchers...................................................................................................................................................FIN-3 Judgement, Peace Officer - Report to POST Commission - Reports to State or Federal Agencies..................................................PD-2 Juvenile Detention Logs and Reports................................................................................................................................................PD-7 Juvenile Marijuana / Cannabis Case Report......................................................................................................................................PD-6 Juvenile on School Grounds during School Hours - Case Reports ...................................................................................................PD-6 Juvenile Registered Sex Offenders ...................................................................................................................................................PD-3 K KayakStorage Permits ...................................................................................................................................................................PW-10 Kidnapping - Active - Case Reports...................................................................................................................................................PD-5 Kidnapping - Found / Recovered - Case Reports..............................................................................................................................PD-5 L LabReports - Stormwater.................................................................................................................................................................PW-2 Lab Reports & Chains of Custody: Bacteriological and Organics...................................................................................................PW-13 Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals)..................................................................................PW-13 Lab Reports & Chains of Custody: Lead & Copper ........................................................................................................................PW-13 Lab Reports & Chains of Custody: Wastewater Treatment/ Recycled Water..................................................................................PW-8 Labor Relations Files (Negotiation Notes, Correspondence, etc.).................................................................................................... HR-3 LAFCO.............................................................................................................................................................................................. CD-3 LAIF (Local Agency Investment Fund) - Investments /Arbitrage / Bonds ........................................................................................FIN-3 LandUse Plans................................................................................................................................................................................. CD-4 Landscaping - Agreements & Contracts, not imaged (Non-Infrastructure)....................................................................................... CC-2 Retention Schedule Index — Petaluma— FY 23-24 Update Page 29 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Lead & Copper, Potable Water: Chains of Custody & Lab Reports................................................................................................PW-13 Lease / Tenant Agreements (not imaged) - Agreements & Contracts (Non-Infrastructure).............................................................. CC-2 Leases - Agreements & Contracts, not imaged (Non-Infrastructure)................................................................................................ CC-2 Leases, Airport (copies)....................................................................................................................................................................PW-1 LeaveRegisters - Payroll Reports ....................................................................................................................................................FIN-7 LeaveSlips / Time Off Requests ......................................................................................................................................................CW-4 Legal Advertising /Affidavits of Posting /Affidavits of Publications / Public Hearing Notices ..........................................................CW-1 Legislation Working File / Department File (Resolution / Ordinance Copies and Correspondence)..................................................CA-1 Lettersof Corrections, CalTrans.......................................................................................................................................................PW-1 Lettersof Credit - Bonds................................................................................................................................................................... CC-2 Letters, Trespass ...............................................................................................................................................................................PD-2 Letters: Correspondence — Routine.................................................................................................................................................CW-3 Liability Forms: Camps, Field Trips, etc.......................................................................................................................................... P&R-2 License, Airport State (Safety Inspections).......................................................................................................................................PW-1 Licenses, Airport - Agreements & Contracts, not imaged (Non-Infrastructure)................................................................................. CC-2 Licenses, Airport (copies) .................................................................................................................................................................PW-1 LicensingRecords .............................................................................................................................................................................CA-2 Liens & Releases - Recorded Documents........................................................................................................................................ CC-6 Liens (copies)....................................................................................................................................................................................PW-4 Liens ..................................................................................................................................................................................................PD-2 Life/Safety - Denied, Cancelled or Withdrawn Loan Applications / Potential Buyers........................................................................ CD-3 LiftStation Inspections, Sewer..........................................................................................................................................................PW-8 Lighting and Landscape Districts / Special District Formation ..........................................................................................................PW-5 Lighting and Landscape Districts Assessment Rolls /Annual Assessments (Engineer's Reports of Assessments)........................PW-5 Lightingand Landscape Districts......................................................................................................................................................FIN-1 Limited Term Permit (Christmas Trees, Pumpkin Lots).................................................................................................................... CD-5 Lining - Underground Storage Tanks (City Owned USTs - Removed) ..............................................................................................FR-5 Lists, Customer- Airports (copies)....................................................................................................................................................PW-1 Litigation and Claims Assignment Files and Related Records ..........................................................................................................CA-1 Little League - Park and Facility Permits ........................................................................................................................................ P&R-3 LiveScan Applications - Employees..................................................................................................................................................PD-7 Live Scan Applications - Public Applicants ........................................................................................................................................PD-7 Live-Aboard Permits .......................................................................................................................................................................PW-10 Loan Applications / Potential Buyers Denied, Cancelled or Withdrawn (First Time Home Buyers, etc.).......................................... CD-3 Lobbyist Authorization / Reporting - FPPC Form 602 / 635.............................................................................................................. CC-3 Retention Schedule Index — Petaluma— FY 23-24 Update Page 30 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Local Agency Investment Fund (LAIF) - Investments /Arbitrage / Bonds ........................................................................................FIN-3 Local Government Compensation Report - Annual State or Federal Reports..................................................................................FIN-3 Location - Underground Storage Tanks (City Owned USTs - Removed) ..........................................................................................FR-5 Log (Fire House)................................................................................................................................................................................FR-1 Log Book Recycled Water Pump Stations........................................................................................................................................PW-8 Log, Subpoena...................................................................................................................................................................................PD-8 Logs & Inspections, Generator Operation - Fixed / Stationary Generators (Suppression)................................................................FR-6 Logs & Inspections, Generator Operation - Fixed / Stationary Generators ......................................................................................PW-7 Logs & Inspections, Generator Operation - Fixed / Stationary Generators ....................................................................................PW-12 Logs & Inspections, Generator Operation - Portable / Emergency Generators (Suppression)..........................................................FR-6 Logs & Inspections, Generator Operation - Portable / Emergency Generators................................................................................PW-7 Logs & Inspections, Generator Operation - Portable / Emergency Generators..............................................................................PW-12 Logs & Maintenance, Daily: Meter Reading & Adjustments, Facility Maintenance Logs, etc. (FAA Forms).....................................PW-1 Logs and Reports, Juvenile Detention ...............................................................................................................................................PD-7 Logs, Arrest Logs / Press Logs..........................................................................................................................................................PD-4 Logs, Cal-OSHA - 200, 300, 301, 301A, Cal-OSHA Inspections or Citations................................................................................... HR-4 Logs, Case.........................................................................................................................................................................................PD-4 Logs, Controlled Substance...............................................................................................................................................................FR-2 Logs, PAS Device Accuracy Check...................................................................................................................................................PD-3 Logs, PEBT Device Accuracy Check.................................................................................................................................................PD-4 Logs, Pool Accident - Chemical Related Accidents........................................................................................................................ P&R-2 Logs, Pool Accident - Non-Chemical Related Accidents ................................................................................................................ P&R-2 Logs, Traffic.......................................................................................................................................................................................PD-8 Logs, Visitor (Front Counter, Evidence Room) ..................................................................................................................................PD-8 Logs: Correspondence — Transitory/ Preliminary Drafts ..............................................................................................................CW-3 Long Term Disability Claims (Accident, Incident, or Injury Reports from Employees)...................................................................... HR-5 Long Term Disability Claims, Non-Industrial..................................................................................................................................... HR-3 Lost/Found Property ..........................................................................................................................................................................PD-6 Lot Line Adjustments - Private Land Development Projects / Job Files, Administration File............................................................PW-5 Lot Line Adjustments - Private Land Development Projects / Job Files, Permanent Files ...............................................................PW-6 Low Income / Water Conservation Programs, etc. .........................................................................................................................PW-13 M Mailing Lists: Correspondence —Transitory/ Preliminary Drafts ..................................................................................................CW-3 Maintenance -Aboveground CNG Storage Tanks (Agency Owned) - Corp...................................................................................PW-11 Maintenance -Aboveground CNG Storage Tanks (Agency Owned) - Environmental Services.......................................................PW-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 31 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Maintenance - Aboveground CNG Storage Tanks (Agency Owned) - FO .....................................................................................PW-12 Maintenance -Aboveground CNG Storage Tanks (Agency Owned) - Marina ...............................................................................PW-10 Maintenance - Fire Hydrant Flow Tests - Paper.............................................................................................................................PW-12 Maintenance - Vehicle & Equipment History Files..........................................................................................................................PW-11 Maintenance District Formation ........................................................................................................................................................ CC-2 Maintenance of Effort (MOE) Report - Annual State or Federal Reports..........................................................................................FIN-3 Maintenance Projects (All Records) - Capital Improvement Projects (CIP)......................................................................................PW-3 Maintenance ......................................................................................................................................................................................FR-6 Management Plans, Redevelopment Long Range Property..............................................................................................................ED-1 Management Plans, Traffic Congestion............................................................................................................................................PW-6 Manifests, Hazardous Waste (Environmental Services)...................................................................................................................PW-7 Manifests, Hazardous Waste / Certificates of Disposal (Corp / FO) ...............................................................................................PW-10 Manuals: Reference Materials — Produced by Other Departments ................................................................................................CW-6 Manuals: Reference Materials — Produced by Outside Organizations...........................................................................................CW-6 Manuals: Reference Materials — Produced by Your Department....................................................................................................CW-6 Map - Redistricting Web Page / District Boundary Web Page .......................................................................................................... CC-6 Maps & Plans, Network Configuration (copies) .................................................................................................................................ED-2 Maps (Engineering)...........................................................................................................................................................................PW-4 Maps, Aerial (Analog / Historical)......................................................................................................................................................PW-3 Maps, Base (Engineering) ................................................................................................................................................................PW-4 Maps, Precinct - General, Working or Administration Files (Elections) ............................................................................................ CC-4 Maps, Subdivision (Engineering) ......................................................................................................................................................PW-4 Maps, Zoning (Historically Significant).............................................................................................................................................. CD-5 Marina Berthing - Agreements & Contracts, not imaged (Non-Infrastructure).................................................................................. CC-2 MarinaReports (to State, etc.)........................................................................................................................................................PW-10 Marina.............................................................................................................................................................................................PW-10 MassagePermits ...............................................................................................................................................................................PD-7 MasterPlan (copies) - Airport...........................................................................................................................................................PW-2 Master Plans, Specific Plans, Land Use Plans, etc. ......................................................................................................................... CD-4 Master Plans: Bikeway, Pavement, Sewer, Traffic, etc. ...................................................................................................................PW-5 Material Safety Data Sheet (MSDS) / Chemical Use Report Form .................................................................................................CW-5 Material Safety Data Sheet (MSDS) Masters, Airport.......................................................................................................................PW-2 Materials and Outlines: Training —AII Course Records..................................................................................................................CW-7 MaterialsBoards............................................................................................................................................................................... CD-4 Materials Testing Reports - Capital Improvement Projects (CIP), Permanent File...........................................................................PW-4 Retention Schedule Index — Petaluma— FY 23-24 Update Page 32 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. MCRs (Miscellaneous Cash Receipts) .............................................................................................................................................FIN-5 Media, Unalterable (Information Technology)....................................................................................................................................ED-2 Medical File (Pre-Employment Medical Clearances, ADA Accommodations, etc.) .......................................................................... HR-4 Meeting Room Registrations: Correspondence —Transitory/ Preliminary Drafts.........................................................................CW-3 Meetings, Progress - Capital Improvement Projects (CIP), Administration File................................................................................PW-3 Member of the Public Complaints - Internal Affairs Investigations Without Sustained Finding of Misconduct...................................PD-1 Member of the Public Complaints - Internal Affairs Investigations With Sustained Finding of Misconduct........................................PD-1 Memorandum of Coverage (City-Owned Policies)............................................................................................................................ HR-5 Memorandums: Correspondence — Routine....................................................................................................................................CW-3 Meter Reading & Adjustments - Daily Logs & Maintenance (FAA Forms)........................................................................................PW-1 Minutes - Boards, Commissions, Committees & Task Forces: Citizen Advisory Created by the City Council ...............................CW-2 Minutes, External Organizations.......................................................................................................................................................CW-2 Minutes: City Council, Redevelopment Agency (Petaluma Community Development Commission - PCDC), etc. .......................... CC-5 Misdemeanor/ Cannabis - Juvenile on School Grounds during School Hours .................................................................................PD-6 Misdemeanor or Infraction -Adult Marijuana / Cannabis, Except Outstanding Stolen Property........................................................PD-5 Misdemeanor or Infraction - Juvenile Marijuana / Cannabis..............................................................................................................PD-6 Missing Person -Active - Case Reports ............................................................................................................................................PD-6 Missing Person - Found / Recovered - Case Reports .......................................................................................................................PD-6 MobileHome Rent Control - Arbitrations .......................................................................................................................................... CD-3 Mobile Home Rent Control - Park Files ............................................................................................................................................ CD-3 MOE (Maintenance of Effort) Report -Annual State or Federal Reports..........................................................................................FIN-3 Money, Unclaimed - Escheat............................................................................................................................................................FIN-2 Monitoring and Inspection, NPDES - Stormwater.............................................................................................................................PW-8 Monitoring Records, Wastewater......................................................................................................................................................PW-9 Monitoring Well Records - Underground Storage Tanks (City Owned USTs - Removed).................................................................FR-5 Monthly Reports, Workers Compensation ........................................................................................................................................ HR-5 Monthly Statistical Reports / Run Statistics (copies)..........................................................................................................................FR-2 MOUs, Imaged - Agreements & Contracts (Infrastructure)............................................................................................................... CC-1 MSDS - Material Safety Data Sheet) / Chemical Use Report Form ................................................................................................CW-5 MSDS (Material Safety Data Sheet) Masters, Airport.......................................................................................................................PW-2 Multi-Family Dwellings Building Plans, Finalled................................................................................................................................ CD-1 MunicipalCode Violation ...................................................................................................................................................................PD-6 Mutual Aid Agreements, Joint Power Authorities (copies).................................................................................................................FR-2 N Narcotic Registrants - Case Reports .................................................................................................................................................PD-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 33 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. NCICValidation .................................................................................................................................................................................PD-7 Negative Declarations (Environmental Determinations) ................................................................................................................... CD-4 Negative Declarations (Inside City Boundaries) ............................................................................................................................... CD-4 Negotiation Notes - Labor Relations Files ........................................................................................................................................ HR-3 NEPA (Environmental Determinations)............................................................................................................................................. CD-4 Network Configuration Maps & Plans (copies) ..................................................................................................................................ED-2 Newsletters: Reference Materials — Produced by Other Departments ...........................................................................................CW-6 Newsletters: Reference Materials — Produced by Outside Organizations .....................................................................................CW-6 Newsletters: Reference Materials — Produced by Your Department...............................................................................................CW-6 NewspaperClippings........................................................................................................................................................................CW-5 NOD (Notices of Defaults) - copies................................................................................................................................................... CD-2 NoiseComplaints (Airport)................................................................................................................................................................PW-1 Nomination Papers - Candidate File, Successful Candidates .......................................................................................................... CC-4 Nomination Papers - Candidate File, Unsuccessful Candidates ...................................................................................................... CC-4 Non-Criminal Case Reports (Informational, Agency Assist, Suspicious Circumstances, etc.) ..........................................................PD-6 Non-Industrial Long Term Disability Claims...................................................................................................................................... HR-3 Non-Payment Notice - Water Billing .................................................................................................................................................FIN-5 Notes & Drafts— Drafts that are Revised..........................................................................................................................................CW-4 Notes, Staff Videoconference: Correspondence —Transitory/ Preliminary Drafts .......................................................................CW-3 Notice - Redistricting Web Page / District Boundary Web Page....................................................................................................... CC-6 Noticeof Adjournment ......................................................................................................................................................................CW-1 Notice of Completion - Capital Improvement Projects (CIP), Permanent File...................................................................................PW-4 Notice of Payment Delinquency & Impending Discontinuation (Initial, Final) - Water Billing ............................................................FIN-5 Noticeof Violations ............................................................................................................................................................................FR-4 Notices - General, Working or Administration Files (Elections) ........................................................................................................ CC-4 Notices / Legal Advertising ...............................................................................................................................................................CW-1 Notices of Completion - Recorded Documents................................................................................................................................. CC-6 Noticesof Defaults (NOD) - copies................................................................................................................................................... CD-2 Noticesof Violations (Airport) ...........................................................................................................................................................PW-1 Notices, Construction - Address Files / Building Permits.................................................................................................................. CD-1 Notices, Industrial - Stormwater........................................................................................................................................................PW-3 Notices: Public Hearing Notices and Proofs of Publications ...........................................................................................................CW-5 Notifications - Capital Improvement Projects (CIP), Administration File...........................................................................................PW-3 Notifications to Employees, COVID-19 (Potential Exposures).......................................................................................................... HR-5 Notificationsto Employees, COVID-19............................................................................................................................................. HR-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 34 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Notifications, Alarm............................................................................................................................................................................PD-2 Notifications, Pitchess Motions ..........................................................................................................................................................PD-1 NPDESAnnual Report - Wastewater ...............................................................................................................................................PW-9 NPDESAnnual Reports - Stormwater..............................................................................................................................................PW-8 NPDES Illicit Discharges - Stormwater.............................................................................................................................................PW-8 NPDESMonitoring and Inspection - Stormwater..............................................................................................................................PW-8 NPDESPermit - Wastewater............................................................................................................................................................PW-9 NPDES Permit (Stormwater Discharge Permit)................................................................................................................................PW-2 NPDESPermits - Stormwater...........................................................................................................................................................PW-9 NPDES TMDL Plan (Total Maximum Daily Load) - Stormwater.......................................................................................................PW-9 NSF Checks /Adjustments to Customer Accounts - Water Billing ...................................................................................................FIN-5 NSFChecks......................................................................................................................................................................................FIN-5 O O & M Manuals / Operations & Maintenance Manuals (FO)...........................................................................................................PW-13 O&M Manuals (Operations & Maintenance Manuals) - Capital Improvement Projects (CIP), Permanent File.................................PW-4 O&M Manuals (Operations & Maintenance Manuals) - Corp / FO..................................................................................................PW-10 O&M Manuals (Operations & Maintenance Manuals) - Environmental Services..............................................................................PW-8 OASDI / Quarterly Payroll Tax Returns ............................................................................................................................................FIN-6 Oath of Office: City Council, Committees, Commissions, and Boards (CCBs) Members................................................................. CC-5 Oathsof Office - Employee File........................................................................................................................................................ HR-3 Odor Complaints - Customer Concerns / Customer Complaints (Potable Water)..........................................................................PW-12 OES / FEMA Reimbursement Claims / Strike Team Reimbursements..............................................................................................FR-1 OESReimbursements ......................................................................................................................................................................CW-4 OESReimbursements ......................................................................................................................................................................FIN-2 Office of Emergency Management - Emergency Operations Plan ....................................................................................................FR-1 Officer Recordings: Body-Worn Cameras - Evidence........................................................................................................................PD-4 Officer Recordings: Body-Worn Cameras - Not Evidence.................................................................................................................PD-4 Officer-Involved Shootings - Case Reports........................................................................................................................................PD-6 Official Statements, Bonds (Revenue)..............................................................................................................................................FIN-2 Open Channels - Operation & Maintenance, Stormwater...............................................................................................................PW-14 Open Flames - Special Event Permits / Explosives Permits..............................................................................................................FR-4 Operation & Maintenance, Stormwater (Catch Basics, Field, General Cleaning, etc.)...................................................................PW-14 Operations - Corp / FO ....................................................................................................................................................PW-10 — PW-11 Operations - FO ...............................................................................................................................................................PW-12 — PW-15 Operations - FO ................................................................................................................................................................................PW-3 Retention Schedule Index — Petaluma— FY 23-24 Update Page 35 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Operations & Inspections, Airport (FAA Circulars, etc.)....................................................................................................................PW-1 Operations & Maintenance Manuals (O&M Manuals) - Capital Improvement Projects (CIP), Permanent File.................................PW-4 Operations & Maintenance Manuals (O&M Manuals) - Corp / FO..................................................................................................PW-10 Operations & Maintenance Manuals (O&M Manuals) - Environmental Services..............................................................................PW-8 Operations & Maintenance Manuals / O & M Manuals (FO)...........................................................................................................PW-13 Operations / Corp.............................................................................................................................................................PW-11 — PW-12 Operations / Suppression ..................................................................................................................................................................FR-6 Operations of the City -Video Recordings.........................................................................................................................................PD-2 Operations of the City (City Employees Performing Work) -Video Recordings ................................................................................ED-2 OperationsPlans ...............................................................................................................................................................................PD-4 OpinionIndex, City Attorney ..............................................................................................................................................................CA-1 Optical - Benefit Plan Documents..................................................................................................................................................... HR-1 Orders, Compliance -Address Files / Building Permits.................................................................................................................... CD-1 Orders, Stop Work - Address Files / Building Permits ...................................................................................................................... CD-1 Orders, Work -All Information Entered in CRM / CMMS Database (FO) - copies..........................................................................PW-15 Orders, Work - CMMS Database (Computerized Maintenance Management System) - Environmental Services...........................PW-9 Orders, Work - CMMS Database (Computerized Maintenance Management System) - Corp / FO...............................................PW-11 Orders, Work - CMMS Database (Computerized Maintenance Management System) - Corp.......................................................PW-12 Orders, Work - CRM / CMMS Database (Computerized Maintenance Management System) - FO ..............................................PW-15 Orders, Work - Not Entered / Partial Entry in CRM / CMMS Database (FO)..................................................................................PW-15 Ordinances........................................................................................................................................................................................ CC-5 Organic Waste Collection and Recycling / Tonnage Reports - Solid Waste /AB 939 Compliance / SB 1383.................................PW-3 OTCPermits (Over the Counter) ...................................................................................................................................................... CD-5 OutfallPipe - CCTV ..........................................................................................................................................................................PW-7 Outlines and Course Materials - Employee Training Course Records / EMS Continuing Education Training...................................FR-1 Outlines and Materials: Training —AII Course Records..................................................................................................................CW-7 OutsideCounsel Retention................................................................................................................................................................CA-2 Over the Counter (OTC Permits) /Temporary Zoning Permit/ Limited Term Permit (Christmas Trees, etc.).................................. CD-5 Overlays, Pavement - Capital Improvement Projects (CIP), Maintenance Projects (All Records)....................................................PW-3 Oversight Board to PCDSA - Agenda Packets ................................................................................................................................. CC-1 OversightPlans..................................................................................................................................................................................ED-1 OvertimeCards.................................................................................................................................................................................FIN-7 OvertimeSheets ...............................................................................................................................................................................FIN-7 P Packets, Agenda: City Council, Redevelopment Agency (Petaluma Community Development Commission - PCDC), etc............. CC-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 36 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. PAFs (Personnel Action Forms) - Employee File ............................................................................................................................. HR-3 Painting - Agreements & Contracts, not imaged (Non-Infrastructure) .............................................................................................. CC-2 Painting - Capital Improvement Projects (CIP), Maintenance Projects (All Records).......................................................................PW-3 Papers, Nomination - Candidate File, Successful Candidates ......................................................................................................... CC-4 Papers, Nomination - Candidate File, Unsuccessful Candidates ..................................................................................................... CC-4 Paramedic Continuing Education Rosters and Certificates ...............................................................................................................FR-1 Paramedic Release Forms (EMS Transportation): Adults.................................................................................................................FR-3 Paramedic Release Forms (EMS Transportation): Juveniles............................................................................................................FR-3 ParatransitApplications for Service................................................................................................................................................PW-15 Paratransit Billing / Institutional Billing (Regional Center, etc.) .......................................................................................................PW-15 Parcel Maps - Private Land Development Projects / Job Files, Administration File..........................................................................PW-5 Parcel Maps - Private Land Development Projects / Job Files, Permanent Files.............................................................................PW-6 Park and Facility Permits (Little League, Soccer League, etc.) ...................................................................................................... P&R-3 Park Files - Mobile Home Rent Control ............................................................................................................................................ CD-3 Park Improvements - Agreements & Contracts (Infrastructure)........................................................................................................ CC-1 ParkPermits ................................................................................................................................................................................... P&R-2 Parking Lots - Video Recordings (copies)..........................................................................................................................................ED-2 Parks & Recreation / Community Services.......................................................................................................................P&R-1 — P&R-3 Partnerships, Domestic..................................................................................................................................................................... CC-3 PASDevice Accuracy Check Logs....................................................................................................................................................PD-3 PatientCare Reports: Adults .............................................................................................................................................................FR-3 PatientCare Reports: Juveniles ........................................................................................................................................................FR-3 Patrol..................................................................................................................................................................................... PD-3 — PD-4 Pavement - Master Plans..................................................................................................................................................................PW-5 Pavement Overlays - Capital Improvement Projects (CIP), Maintenance Projects (All Records).....................................................PW-3 PawnSlips .........................................................................................................................................................................................PD-3 Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. .......................................................................................FIN-6 PaymentReceipts, Traffic Citations...................................................................................................................................................PD-8 PaymentRegisters (copies)..............................................................................................................................................................FIN-4 PayrollFile (W-4, etc.) ......................................................................................................................................................................FIN-7 PayrollReports - Annual Detail.........................................................................................................................................................FIN-7 Payroll Reports - Periodic (Deduction Registers, Leave Registers, Time Transaction Reports, etc.) ..............................................FIN-7 Payroll..................................................................................................................................................................................FIN-6 — FIN-7 Payrolls, Certified - Capital Improvement Projects (CIP), Administration File...................................................................................PW-3 PCDC (Petaluma Community Development Commission) - Agenda Packets.................................................................................. CC-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 37 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. PCDC (Petaluma Community Development Commission) Redevelopment Agency - Minutes ........................................................ CC-5 PCDC (Petaluma Community Development Commission) Redevelopment Agency - Audio or Video Recordings.......................... CC-6 PCDC (Petaluma Community Development Commission) Redevelopment Agency - Resolutions.................................................. CC-6 PCDSA (Petaluma Community Development Successor Agency) - Agenda Packets...................................................................... CC-1 PCDSA (Petaluma Community Development Successor Agency) -Audio or Video Recordings..................................................... CC-6 PCDSA (Petaluma Community Development Successor Agency) - Minutes................................................................................... CC-5 PCDSA (Petaluma Community Development Successor Agency) - Resolutions............................................................................. CC-6 PCRDatabase, Emergency Medical .................................................................................................................................................FR-2 PCRs: Adults......................................................................................................................................................................................FR-3 PCRs: Juveniles.................................................................................................................................................................................FR-3 PEBTDevice Accuracy Check Logs..................................................................................................................................................PD-4 PerformanceBonds .......................................................................................................................................................................... CC-2 PermanentEncroachments ..............................................................................................................................................................PW-4 Permanent File - Capital Improvement Projects (CIP)......................................................................................................................PW-4 Permanent Files - Private Land Development Projects / Job Files...................................................................................................PW-6 Permissions: Camps, Field Trips, etc. ............................................................................................................................................ P&R-2 Permit Billings, Fire Protection System..............................................................................................................................................FR-4 Permit Database, Business License .................................................................................................................................................FIN-4 Permit Drawings - Docks and Piers Permits (Residential & Commercial) ......................................................................................PW-10 Permit Renewals, Business License.................................................................................................................................................FIN-5 Permit, NPDES - Wastewater...........................................................................................................................................................PW-9 Permit, NPDES (Stormwater Discharge Permit)...............................................................................................................................PW-2 Permit, Recycled Water....................................................................................................................................................................PW-8 Permits - Over the Counter (OTC Permits) /Temporary Zoning Permit/ Limited Term Permit (Christmas Trees, etc.) .................. CD-5 Permits (Alarm, Cannabis Business, Carry Concealed Weapon (CCW), Massage, Solicitor, Special Event, Taxi Driver) ...............PD-7 Permits, AQMD (Generators, etc.) - Corp.......................................................................................................................................PW-11 Permits, AQMD (Generators, etc.) - Environmental Services...........................................................................................................PW-6 Permits, AQMD (Generators, etc.) - Suppression..............................................................................................................................FR-6 Permits, Building (Construction Notices, Compliance Orders, etc.).................................................................................................. CD-1 Permits, Coastal - Docks and Piers Permits (Residential & Commercial) ......................................................................................PW-10 Permits, Dredging - Docks and Piers Permits (Residential & Commercial)....................................................................................PW-10 Permits, Film or Special Events .......................................................................................................................................................CW-4 Permits, Grading - Capital Improvement Projects (CIP), Permanent File.........................................................................................PW-4 Permits, Kayak Storage ..................................................................................................................................................................PW-10 Permits, Live-Aboard ......................................................................................................................................................................PW-10 Retention Schedule Index — Petaluma— FY 23-24 Update Page 38 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Permits, NPDES - Stormwater..........................................................................................................................................................PW-9 Permits, Park and Facility (Little League, Soccer League, etc.) ..................................................................................................... P&R-3 Permits, Special Event Permits / Explosives Permits (Assembly Permits, Candle Permits, Tent Permits, etc.) ...............................FR-4 Permits: Banner Permits / Facility Rental Permits / Film Permits .....................................................................................................CM-1 Permits: Docks and Piers (Residential & Commercial) - Permit Drawings, Dredging Permits, Coastal Permits, etc. ....................PW-10 PERS / FICA & Medicare Adjustments.............................................................................................................................................FIN-6 PERSAudit.......................................................................................................................................................................................FIN-1 Personal Appearance - Fire Personnel (Subpoenas) ........................................................................................................................FR-2 Personnel -Agreements & Contracts, not imaged (Non-Infrastructure) ........................................................................................... CC-2 Personnel Action Forms (PAFs) - Employee File ............................................................................................................................. HR-3 Personnel Files - Background Files (Executives, Information Technology)...................................................................................... HR-3 Personnel Files - Employee File (Application, Evaluations, Policies, etc.)........................................................................................ HR-3 Personnel Files - Medical File (Pre-Employment Medical Clearances, ADA Accommodations, etc.) .............................................. HR-4 Personnel Files —Supervisor's Notes ............................................................................................................................................CW-5 Personnel Files (Department Copies) - Except for Fire & Police Department ..................................................................................CW-5 Personnel Records, AIDA Access (Airport) .......................................................................................................................................PW-2 Personnel Training Files (Range Qualifications, etc.)........................................................................................................................PD-1 Petaluma Community Development Commission (PCDC) -Agenda Packets.................................................................................. CC-1 Petaluma Community Development Commission (PCDC) Redevelopment Agency - Minutes........................................................ CC-5 Petaluma Community Development Commission (PCDC) Redevelopment Agency -Audio or Video Recordings.......................... CC-6 Petaluma Community Development Commission (PCDC) Redevelopment Agency - Resolutions.................................................. CC-6 Petaluma Community Development Successor Agency (PCDSA) -Agenda Packets...................................................................... CC-1 Petaluma Community Development Successor Agency (PCDSA) -Audio or Video Recordings..................................................... CC-6 Petaluma Community Development Successor Agency (PCDSA) - Minutes................................................................................... CC-5 Petaluma Community Development Successor Agency (PCDSA) - Resolutions............................................................................. CC-6 Petaluma Public Financing Authority and Petaluma Public Financing Corporation -Agenda Packets ............................................ CC-1 Petaluma Public Financing Authority and Petaluma Public Financing Corporation - Minutes.......................................................... CC-5 Petaluma Public Financing Authority and Petaluma Public Financing Corporation -Audio or Video Recordings............................ CC-6 Petaluma Public Financing Authority and Petaluma Public Financing Corporation - Resolutions.................................................... CC-6 Petitions (Initiative, Recall or Referendum), Elections...................................................................................................................... CC-5 PettyCash ........................................................................................................................................................................................FIN-5 Photographs & Historical Projects (City Anniversaries, Incorporation, City Seal, etc.)..................................................................... CC-5 Photographs......................................................................................................................................................................................CW-5 Photos - Capital Improvement Projects (CIP), Permanent File.........................................................................................................PW-4 Photos - Private Land Development Projects / Job Files, Administration File ..................................................................................PW-5 Retention Schedule Index— Petaluma— FY 23-24 Update Page 39 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. PitchessMotions Notifications ...........................................................................................................................................................PD-1 Places of Public Accommodation Building Plans, Finalled ............................................................................................................... CD-1 PlanCheck Comments ..................................................................................................................................................................... CD-2 PlanChecks .....................................................................................................................................................................................CW-5 Plan Checks for Building Permits (copies)........................................................................................................................................PW-5 Plan, Emergency Operations (includes Office of Emergency Management & Homeland Security) ..................................................FR-1 Planning Commission - General, Working or Administration Files (Elections).................................................................................. CC-4 Planning Commission - Resolutions ................................................................................................................................................. CC-6 PlanningProject Database ............................................................................................................................................................... CD-5 Planning Project Files -Approved Permanent Entitlements (Associated CEQA Noticing, etc.) ....................................................... CD-5 Planning................................................................................................................................................................................CD-3 — CD-5 Plans - Administrative Reviews......................................................................................................................................................... CD-3 Plans & Maps - Approved Permanent Entitlements, Planning Project Files ..................................................................................... CD-5 PlansDrawings (Engineering) ..........................................................................................................................................................PW-4 Plans, Fire Protection System - Fire Sprinkler Plans, Fire Alarm Plans, etc......................................................................................FR-4 Plans, Hazardous Materials - Capital Improvement Projects (CIP), Permanent File........................................................................PW-4 Plans, Master: Bikeway, Pavement, Sewer, Traffic, etc. ..................................................................................................................PW-5 PoliceAdministration ............................................................................................................................................................ PD-1 — PD-2 Police Records Management System (RMS) Database....................................................................................................................PD-7 Police Service Dogs (Canine) Program Files.....................................................................................................................................PD-3 Policies - Employee File.................................................................................................................................................................... HR-3 Policies & Procedures, Department...................................................................................................................................................PD-1 Policies: Reference Materials — Produced by Other Departments..................................................................................................CW-6 Policies: Reference Materials — Produced by Outside Organizations............................................................................................CW-6 Policies: Reference Materials — Produced by Your Department.....................................................................................................CW-6 Policy on Discontinuation of Residential Service for Nonpayment - Water Billing ............................................................................FIN-6 Polling Locations and Precinct Board Members - General, Working or Administration Files (Elections).......................................... CC-4 Pool Accident Logs - Chemical Related Accidents......................................................................................................................... P&R-2 Pool Accident Logs - Non-Chemical Related Accidents ................................................................................................................. P&R-2 PoolChemical Readings................................................................................................................................................................. P&R-2 Portable / Emergency Generators - Generator Operation Logs & Inspections (Suppression)...........................................................FR-6 Portable / Emergency Generators - Generator Operation Logs & Inspections.................................................................................PW-7 Portable / Emergency Generators - Generator Operation Logs & Inspections...............................................................................PW-12 Postings - General, Working or Administration Files (Elections) ...................................................................................................... CC-4 Potable Water, Chains of Custody & Lab Reports: Lead & Copper................................................................................................PW-13 Retention Schedule Index — Petaluma— FY 23-24 Update Page 40 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Pre/Post Reports - FO ....................................................................................................................................................................PW-12 Precinct Board Members - General, Working or Administration Files (Elections)............................................................................. CC-4 Precinct Maps - General, Working or Administration Files (Elections) ............................................................................................. CC-4 Precise Alignment - Private Land Development Projects / Job Files, Administration File.................................................................PW-5 Precise Alignment - Private Land Development Projects / Job Files, Permanent Files....................................................................PW-6 Pre-Citations, Citations, Notice of Violations .....................................................................................................................................FR-4 Pre-Employment Medical Clearances - Medical File ........................................................................................................................ HR-4 PreliminaryBudgets (copies)............................................................................................................................................................FIN-2 PreliminaryReview File .................................................................................................................................................................... CD-5 Preliminary Studies / Project Assessments - Engineering Studies / Surveys...................................................................................PW-5 PressLogs.........................................................................................................................................................................................PD-4 PressReleases ................................................................................................................................................................................CW-5 PressReleases..................................................................................................................................................................................ED-1 PressReleases..................................................................................................................................................................................PD-1 Pretreatment Annual / Semi-Annual Reports....................................................................................................................................PW-7 Pre-Trip Inspections........................................................................................................................................................................PW-11 Pre-Trip Inspections........................................................................................................................................................................PW-13 Preventative Maintenance Inspections, Traffic Signal ......................................................................................................................PW-6 Private Developer Deposits (Engineering, Planning, etc.) ...............................................................................................................CW-3 Private Lab Verifications - Private Land Development Projects /Job Files, Administration File.......................................................PW-5 Private Land Development Projects / Job Files: Administration File.................................................................................................PW-5 Private Land Development Projects / Job Files: Permanent Files....................................................................................................PW-6 Procedures, reports to grant funding agencies, correspondence, audit records, completion records ..............................................CW-4 Procedures: Reference Materials — Produced by Other Departments............................................................................................CW-6 Procedures: Reference Materials — Produced by Outside Organizations......................................................................................CW-6 Procedures: Reference Materials — Produced by Your Department...............................................................................................CW-6 Proclamations ...................................................................................................................................................................................CM-1 Procurement, Bus /Vehicle ............................................................................................................................................................PW-15 Professional Development, Certificates, Licensing Records, Bar Records, etc.................................................................................CA-2 Professional Services - Agreements & Contracts, not imaged (Non-Infrastructure)......................................................................... CC-2 Professional Services Agreements - Agreements & Contracts (Non-Infrastructure) ........................................................................ CC-2 Professional Standards Database .....................................................................................................................................................PD-1 Program Files, Canine (Police Service Dogs)....................................................................................................................................PD-3 Program, DOT.................................................................................................................................................................................PW-11 Program, DOT.................................................................................................................................................................................PW-13 Retention Schedule Index — Petaluma— FY 23-24 Update Page 41 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Programs - Economic Development ..................................................................................................................................................ED-1 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.)......................................................................................FR-2 Programs, Children's - Activity / Special Programs / Special Event Files & Reports /ABC Permits .............................................. P&R-1 Programs, Subject & Issues..............................................................................................................................................................CM-1 Programs, Theatre - Activity/ Special Programs / Special Event Files & Reports /ABC Permits.................................................. P&R-1 Progress Meetings - Capital Improvement Projects (CIP), Administration File.................................................................................PW-3 Project Administration - Capital Improvement Projects (CIP), Administration File............................................................................PW-3 Project Administration, Agreements & Contracts ADMINISTRATION (WITH Grant Funding) ........................................................CW-1 Project Administration, Agreements & Contracts ADMINISTRATION NOT funded by a grant .......................................................CW-1 Project Assessments - Engineering Studies / Surveys.....................................................................................................................PW-5 Project Schedules - Capital Improvement Projects (CIP), Administration File..................................................................................PW-3 Project Schedules, Agreements & Contracts ADMINISTRATION (WITH Grant Funding) ..............................................................CW-1 Project Schedules, Agreements & Contracts ADMINISTRATION NOT funded by a grant .............................................................CW-1 Projects - Economic Development.....................................................................................................................................................ED-1 Projects / Subject Files / Issue Files ................................................................................................................................................CW-6 Projects, Maintenance (All Records) - Capital Improvement Projects (CIP).....................................................................................PW-3 Projects, Programs, Subject & Issues...............................................................................................................................................CM-1 Proofsof Publications ......................................................................................................................................................................CW-5 Prop. 218 Proceedings -Assessment District Ballots, Protest Letters, & Envelopes ....................................................................... CC-3 Property & Evidence Database..........................................................................................................................................................PD-4 Property & Evidence ..........................................................................................................................................................................PD-4 Property & Property Restrictions - Agreements & Contracts (Infrastructure).................................................................................... CC-1 Proposal, Successful - Agreements & Contracts (Infrastructure) ..................................................................................................... CC-1 Proposal, Successful - Agreements & Contracts, not imaged (Non-Infrastructure).......................................................................... CC-2 Proposal, Successful - Capital Improvement Projects (CIP), Permanent File ..................................................................................PW-4 Proposals or Responses to RFPs (Request For Proposals) RFQs - UNSUCCESSFUL..................................................................CW-1 ProposedBudgets (copies)...............................................................................................................................................................FIN-2 Protective Orders, Emergency (Issued by City).................................................................................................................................PD-2 Proximity Cards (Employees and Tenants) - Airports.......................................................................................................................PW-2 Public Applicants Live Scan Applications ..........................................................................................................................................PD-7 Public Areas - Video Recordings (copies) .........................................................................................................................................ED-2 Public Art/Art in Public Places or Art Owned by the City................................................................................................................. CD-5 PublicArt Committee - Resolutions .................................................................................................................................................. CC-6 Public Benefit Programs / Low Income /Water Conservation Programs, etc. ................................................................................PW-13 Public Hearing Notices / Legal Advertising /Affidavits of Posting /Affidavits of Publications...........................................................CW-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 42 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Public Hearing Notices and Proofs of Publications ..........................................................................................................................CW-5 Public Improvement Plans (Engineering)..........................................................................................................................................PW-4 PublicInformation / Education ...........................................................................................................................................................FR-4 Public Noticing - Approved Permanent Entitlements, Planning Project Files ................................................................................... CD-5 PublicRecords Requests.................................................................................................................................................................. CC-6 Public Relations / Press Releases ...................................................................................................................................................CW-5 Public Relations / Press Releases.....................................................................................................................................................ED-1 Public Self Insurer Report (SIP Report) - Annual State or Federal Reports .....................................................................................FIN-3 PublicWorks /Airport ..........................................................................................................................................................PW-1 — PW-3 PullNotices, DMV (All)...................................................................................................................................................................... HR-5 Pump Stations Log Book, Recycled Water.......................................................................................................................................PW-8 PumpkinLots - Limited Term Permit................................................................................................................................................. CD-5 Punch Lists - Capital Improvement Projects (CIP), Administration File............................................................................................PW-3 PurchaseOrders / Requisitions .......................................................................................................................................................CW-6 PurchaseOrders / Requisitions ........................................................................................................................................................FIN-7 Purchasing...........................................................................................................................................................................FIN-7 — FIN-8 Q QualityAssurance, EMS....................................................................................................................................................................FR-2 QuarterlyPayroll Tax Returns / OASDI ............................................................................................................................................FIN-6 Questionnaires / Surveys —That the City Issues..............................................................................................................................CW-7 Quotes for Transit Services & Equipment (Minor Purchases) ........................................................................................................PW-15 R Racial and Identity Profiling Act (RIPA) Annual Report .....................................................................................................................PD-8 RadarCalibration Records.................................................................................................................................................................PD-3 Radio - Audio Recordings..................................................................................................................................................................PD-2 Ramps - Capital Improvement Projects (CIP), Maintenance Projects (All Records).........................................................................PW-3 Rating Sheets - Recruitment and Testing File .................................................................................................................................. HR-4 Ratings, ISO Insurance......................................................................................................................................................................FR-1 Reading File: Correspondence — Routine........................................................................................................................................CW-3 Readings, Pool Chemical................................................................................................................................................................ P&R-2 Reads / Reports, Water Production (State DPH & DWR)...............................................................................................................PW-14 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded ................................................................................CW-6 Real Estate Appraisal Reports: Purchased Property, Funded Loans...............................................................................................CW-6 Real Estate Appraisals - Capital Improvement Projects (CIP), Administration File ..........................................................................PW-3 RealEstate Appraisals.......................................................................................................................................................................ED-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 43 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. RebatePrograms / Check Requests ................................................................................................................................................PW-7 Recall - Elections .............................................................................................................................................................................. CC-5 Receipts - Investment Bonds............................................................................................................................................................FIN-3 Receipts, Credit Card...................................................................................................................................................................... P&R-1 Reconciliations - copies ....................................................................................................................................................................FIN-3 RecordDrawings (Engineering)........................................................................................................................................................PW-4 Recorded Agreements / Contracts - Recorded Documents.............................................................................................................. CC-6 Recorded Documents: Deeds, Easements, Liens & Releases, etc. ................................................................................................. CC-6 RECORDINGS -AUDIO of meetings Boards, Commissions, Committees & Task Forces ..............................................................CW-2 RECORDINGS - VIDEO of meetings Boards, Commissions, Committees & Task Forces ..............................................................CW-2 Recordings, Audio - Radio or Telephone...........................................................................................................................................PD-2 Recordings, Audio: City Council, Redevelopment Agency (Petaluma Community Development Commission - PCDC), etc. ......... CC-6 Recordings, Staff Videoconference: Correspondence —Transitory/ Preliminary Drafts ..............................................................CW-3 Recordings, Video - Operations of the City (City Employees Performing Work) ...............................................................................ED-2 Recordings, Video - Operations of the City, Building Security...........................................................................................................PD-2 Recordings, Video - Parking Lots, Public Areas (copies) ..................................................................................................................ED-2 Recordings, Video: City Council, Redevelopment Agency (Petaluma Community Development Commission - PCDC), etc. ......... CC-6 Records Destruction Authorization Forms, Transfers....................................................................................................................... CC-6 Records Management System (RMS) Database, Police...................................................................................................................PD-7 Records Retention Schedules /Amendments to Records Retention Schedules.............................................................................. CC-6 Records................................................................................................................................................................................. PD-4 — PD-8 Records, Employee Training Individual - Rookie Tests / Individual Training Certificates / DMV File (by Employee) .......................FR-1 Records, Golf Discount................................................................................................................................................................... P&R-2 Records, Radar Calibration................................................................................................................................................................PD-3 Records, Recycled Water Monitoring ...............................................................................................................................................PW-8 Records, Traffic Intersection .............................................................................................................................................................PW-6 Records, Well (Destroyed or Abandoned Wells, etc.).....................................................................................................................PW-14 Recovered Stolen Property/Vehicle...................................................................................................................................................PD-6 RecreationDatabase (Civic Rec).................................................................................................................................................... P&R-2 Recruitment and Testing File (Advertisements, Applications for Unsuccessful Candidates, etc.).................................................... HR-4 Recycled Water - Lab Reports & Chains of Custody........................................................................................................................PW-8 RecycledWater Annual Report.........................................................................................................................................................PW-8 RecycledWater Monitoring Records ................................................................................................................................................PW-8 RecycledWater Permit .....................................................................................................................................................................PW-8 Recycled Water Pump Stations, Log Book.......................................................................................................................................PW-8 Retention Schedule Index — Petaluma— FY 23-24 Update Page 44 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Redevelopment - Agreements & Contracts (Infrastructure).............................................................................................................. CC-1 Redevelopment/ Successor Agency.................................................................................................................................................ED-1 Redevelopment Agency (Petaluma Community Development Commission - PCDC) - Agenda Packets ........................................ CC-1 Redevelopment Agency (Petaluma Community Development Commission - PCDC) - Minutes...................................................... CC-5 Redevelopment Agency (Petaluma Community Development Commission - PCDC) - Audio or Video Recordings........................ CC-6 Redevelopment Agency (Petaluma Community Development Commission - PCDC) - Resolutions................................................ CC-6 Redevelopment Long Range Property Management Plans, Oversight Plans ...................................................................................ED-1 RedevelopmentPlans........................................................................................................................................................................ED-1 Redevelopment Projects & Project Areas..........................................................................................................................................ED-1 Redistricting Process - Redistricting Web Page / District Boundary Web Page ............................................................................... CC-6 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.)................ CC-6 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals — Produced by Outside Organizations..........................CW-6 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals — Produced by Your Department...................................CW-6 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals — Produced by Other Departments................................CW-6 Referendum - Elections .................................................................................................................................................................... CC-5 RefundDetail .................................................................................................................................................................................. P&R-1 Regional Board Communications (EPA, DHS, etc.) - FO ...............................................................................................................PW-12 Regional Board Communications (EPA, DHS, etc.) .........................................................................................................................PW-7 Regional Center- Paratransit Billing / Institutional Billing ...............................................................................................................PW-15 RegisteredSex Offenders - Adults ....................................................................................................................................................PD-3 Registered Sex Offenders - Juveniles ...............................................................................................................................................PD-3 Registers - copies .............................................................................................................................................................................FIN-3 Registrants: Arson - Adults ................................................................................................................................................................PD-6 Registrants: Arson - Juveniles Released from California Youth Authority.........................................................................................PD-6 Registrants: Narcotic..........................................................................................................................................................................PD-6 Registration /Applications / Liability Forms / Release of Liability Forms / etc.: Camps, Field Trips, etc. ....................................... P&R-2 Registrations - Vehicle & Equipment History Files..........................................................................................................................PW-11 Registrations......................................................................................................................................................................................FR-6 Registryof Public Agencies .............................................................................................................................................................. CC-7 Regulatory Agencies / Regional Board Communications (EPA, DHS, etc.) .....................................................................................PW-7 Regulatory Agencies / Regional Board Communications (EPA, DHS, etc.) - FO...........................................................................PW-12 Regulatory Agencies Correspondence (Not CIP-Related)................................................................................................................PW-4 Rehabilitation - Denied, Cancelled or Withdrawn Loan Applications / Potential Buyers................................................................... CD-3 Rehabilitation - Housing Programs, With Recapture / Resale Restriction ........................................................................................ CD-2 Rehabilitation - Housing Programs, Without Recapture / Resale Restriction ................................................................................... CD-3 Retention Schedule Index — Petaluma— FY 23-24 Update Page 45 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Reimbursable Claims / FEMA Reimbursements / OES Reimbursements).......................................................................................CW-4 Reimbursement, FEMA.....................................................................................................................................................................FIN-2 Reimbursements, OES .....................................................................................................................................................................FIN-2 Reimbursements, Travel Expense -Accounts Payable / Invoices and Backup................................................................................FIN-1 Release Detection Systems - Underground Storage Tanks (City Owned - Removed)......................................................................FR-5 Release of Liability Forms: Camps, Field Trips, etc........................................................................................................................ P&R-2 Remittance / Billing (CUPA, HazMat, etc.).........................................................................................................................................FR-4 Rent Control, Mobile Home - Arbitrations ......................................................................................................................................... CD-3 RentControl, Mobile Home - Park Files ........................................................................................................................................... CD-3 RentalContracts, Facility Use......................................................................................................................................................... P&R-2 Reorganization Studies (Employee Classifications / Department Structures) .................................................................................. HR-1 Repairs - Aboveground CNG Storage Tanks (Agency Owned) - Corp...........................................................................................PW-11 Repairs - Aboveground CNG Storage Tanks (Agency Owned) - Environmental Services...............................................................PW-6 Repairs - Aboveground CNG Storage Tanks (Agency Owned) - FO..............................................................................................PW-12 Repairs - Aboveground CNG Storage Tanks (Agency Owned) - Marina........................................................................................PW-10 Repairs - Capital Improvement Projects (CIP), Maintenance Projects (All Records)........................................................................PW-3 Repairs - Underground Storage Tanks (City Owned USTs - Removed) ...........................................................................................FR-5 RepairsVideos................................................................................................................................................................................PW-14 Repairs, Sidewalk - Capital Improvement Projects (CIP), Maintenance Projects (All Records) .......................................................PW-3 Report of Annual Discontinuations of Residential Service - Water Billing ........................................................................................FIN-6 Report to POST Commission of Peace Officer Employment - Reports to State or Federal Agencies...............................................PD-2 Report, Public Self Insurer (SIP Report) - Annual State or Federal Reports ....................................................................................FIN-3 Report, Street - Annual State or Federal Reports.............................................................................................................................FIN-3 Reports & Backup, Investment .........................................................................................................................................................FIN-3 Reports and Responses, Grand Jury (Regarding City Operations)..................................................................................................CM-1 Reports and Studies — Historically Significant, Zoning Studies ........................................................................................................CW-6 Reports and Studies — Other Than Historically Significant Reports, Annual Reports.......................................................................CW-6 Reports to grant funding agencies, correspondence, audit records, completion records .................................................................CW-4 Reports to State or Federal Agencies: Report to POST Commission of Peace Officer Employment, Compliant, etc.......................PD-2 Reports, Accident/ Incident: Aircraft (sent to FAA) ..........................................................................................................................PW-1 Reports, Actuarial Valuation .............................................................................................................................................................FIN-6 Reports, Annual Valuation ................................................................................................................................................................FIN-6 Reports, Audit/ACFR (Annual Comprehensive Financial Report) and Audit Opinions ...................................................................FIN-1 Reports, CalPERS ............................................................................................................................................................................FIN-6 Reports, Case: Active Pre-Sentencing Warrants...............................................................................................................................PD-4 Retention Schedule Index — Petaluma— FY 23-24 Update Page 46 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Reports, Case: All Others ..................................................................................................................................................................PD-7 Reports, Case: Child Abuse or Neglect - Substantiated, Adult Suspect............................................................................................PD-4 Reports, Case: Child Abuse or Neglect - Substantiated, Juvenile Suspect.......................................................................................PD-5 Reports, Case: Child Abuse or Neglect - Unsubstantiated / Inconclusive .........................................................................................PD-5 Reports, Case: Criminal - No Arrest ..................................................................................................................................................PD-5 Reports, Case: Detention Only under PC 849(b)...............................................................................................................................PD-5 Reports, Case: Factually Innocent Petition Accepted Records Sealed Pending Destruction............................................................PD-5 Reports, Case: Homicide - Conviction ...............................................................................................................................................PD-5 Reports, Case: Homicide - No Prosecution or Prosecution with No Conviction ................................................................................PD-5 Reports, Case: Kidnapping - Active...................................................................................................................................................PD-5 Reports, Case: Kidnapping - Found / Recovered ..............................................................................................................................PD-5 Reports, Case: Misdemeanor/ Cannabis - Juvenile on School Grounds during School Hours ........................................................PD-6 Reports, Case: Misdemeanor or Infraction - Adult Marijuana / Cannabis, Except Outstanding Stolen Property...............................PD-5 Reports, Case: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis.....................................................................................PD-6 Reports, Case: Missing Person - Active ............................................................................................................................................PD-6 Reports, Case: Missing Person - Found / Recovered........................................................................................................................PD-6 Reports, Case: Non-Criminal (Informational, Agency Assist, Suspicious Circumstances, etc.) ........................................................PD-6 Reports, Case: Officer-Involved Shootings........................................................................................................................................PD-6 Reports, Case: Registrants: Arson -Adults .......................................................................................................................................PD-6 Reports, Case: Registrants: Arson - Juveniles Released from California Youth Authority................................................................PD-6 Reports, Case: Registrants: Narcotic.................................................................................................................................................PD-6 Reports, Case: Sealed Adult, Juvenile and Ward Cases (Except Sealed Childhood Sexual Assault) ..............................................PD-6 Reports, Case: Sealed Childhood Sexual Assault.............................................................................................................................PD-7 Reports, Case: Sexual Assault - Conviction ......................................................................................................................................PD-7 Reports, Case: Sexual Assault - No Prosecution or No Conviction...................................................................................................PD-7 Reports, Case: Suicide or Natural Death...........................................................................................................................................PD-7 Reports, Case: Traffic Collisions - Fatal ............................................................................................................................................PD-7 Reports, Case: Traffic Collisions - Non-Fatal.....................................................................................................................................PD-7 Reports, Case: Use of Force .............................................................................................................................................................PD-7 Reports, City Manager: Annual Reports, Monthly Reports...............................................................................................................CM-1 Reports, Crime: Vacatur Relief Granted by Court - Victim of Human Trafficking, etc........................................................................PD-7 Reports, Geotechnical and Soil; Hydrology Reports.........................................................................................................................PW-5 Reports, Grant records required to pass the funding agency's audit, if required).............................................................................CW-4 Reports, Incident - FO.....................................................................................................................................................................PW-12 Reports, Incident (Marina) ..............................................................................................................................................................PW-10 Retention Schedule Index — Petaluma— FY 23-24 Update Page 47 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Reports, Marina (to State, etc.).......................................................................................................................................................PW-10 Reports, Materials Testing - Capital Improvement Projects (CIP), Permanent File..........................................................................PW-4 Reports, Monthly Statistical / Run Statistics (copies).........................................................................................................................FR-2 Reports, Payroll - Annual Detail........................................................................................................................................................FIN-7 Reports, Payroll - Periodic (Deduction Registers, Leave Registers, Time Transaction Reports, etc.) .............................................FIN-7 Reports, Pre/Post - FO ...................................................................................................................................................................PW-12 Reports, Revenue & Expenditure - copies........................................................................................................................................FIN-3 Reports, Soil - Private Land Development Projects / Job Files, Permanent Files ............................................................................PW-6 Reports, Subsidiary Ledgers, Reconciliations, etc. - copies.............................................................................................................FIN-3 Reports, Tonnage - Solid Waste /AB 939 Compliance / SB 1383 ...................................................................................................PW-3 Reports, Water Quality....................................................................................................................................................................PW-14 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, etc. .................................FIN-3 Reports: Building Activity (copies) .................................................................................................................................................... CD-2 Request for Proposal, Agreements & Contracts ADMINISTRATION (WITH Grant Funding) .........................................................CW-1 Request for Proposal, Agreements & Contracts ADMINISTRATION NOT funded by a grant ........................................................CW-1 Request for Proposals / Unsuccessful Bids / Evaluations ................................................................................................................FIN-8 Requestfor Records......................................................................................................................................................................... CC-6 Request, Check - Accounts Payable / Invoices and Backup ............................................................................................................FIN-1 Requests & Permissions to Receive Copies of Plans....................................................................................................................... CD-2 Requests for Fire Incident Reports and Fire Investigation Reports ...................................................................................................FR-2 Requests from Other Cities: Correspondence —Transitory / Preliminary Drafts...........................................................................CW-3 Requests, Service - All Information Entered in CRM / CMMS Database (FO) - copies..................................................................PW-15 Requests, Service - CMMS Database (Corp / FO).........................................................................................................................PW-11 Requests, Service - CMMS Database (Corp).................................................................................................................................PW-12 Requests, Service - CMMS Database (Environmental Services).....................................................................................................PW-9 Requests, Service - CRM / CMMS Database (FO).........................................................................................................................PW-15 Requests, Service - Not Entered / Partial Entry in CRM / CMMS Database (FO)..........................................................................PW-15 Requisitions .....................................................................................................................................................................................CW-6 Requisitions ......................................................................................................................................................................................FIN-7 Re-Roof- Capital Improvement Projects (CIP), Maintenance Projects (All Records).......................................................................PW-3 Reservoirs - Agreements & Contracts (Infrastructure)...................................................................................................................... CC-1 ReservoirsVideos...........................................................................................................................................................................PW-14 Resolution Declaring Results - Historical Files, Elections................................................................................................................. CC-4 Resolutions, External Organizations.................................................................................................................................................CW-2 Resolutions: City Council, Redevelopment Agency (Petaluma Community Development Commission - PCDC), etc..................... CC-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 48 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Resolutions: Planning Commission, Historical & Cultural Preservation Committee, Public Art Committee...................................... CC-6 RespiratorFit Tests - Medical File .................................................................................................................................................... HR-4 Responses to RFPs (Request For Proposals) RFQs - UNSUCCESSFUL.......................................................................................CW-1 RestrainingOrder...............................................................................................................................................................................PD-6 Results, Backflow Test/ Backflow Assembly Test Reports............................................................................................................PW-12 Results, Resolution Declaring - Historical Files, Elections................................................................................................................ CC-4 ReturnedChecks / NSF Checks.......................................................................................................................................................FIN-5 Revenue & Expenditure Reports - copies.........................................................................................................................................FIN-3 Reviews, Administrative (Final Determination Letter, Plans, etc.) .................................................................................................... CD-3 RFIs & Responses - Capital Improvement Projects (CIP), Administration File.................................................................................PW-3 RFP - Request for Proposal, Agreements & Contracts ADMINISTRATION (WITH Grant Funding) ..............................................CW-1 RFP - Request for Proposal, Agreements & Contracts ADMINISTRATION NOT funded by a grant .............................................CW-1 RFP/RFQ/Bid Notice - Bid Opening Files ......................................................................................................................................... CC-2 Ride-Along Cards...............................................................................................................................................................................PD-7 Ride-A-Long Waivers.........................................................................................................................................................................FR-2 Rights of Way - Private Land Development Projects/Job Files, Permanent Files...........................................................................PW-6 Rightsof Way - Recorded Documents.............................................................................................................................................. CC-6 Rightsof Way (copies)......................................................................................................................................................................PW-4 RIPA (Racial and Identity Profiling Act) Annual Report .....................................................................................................................PD-8 Risk & Resiliency Assessment........................................................................................................................................................PW-14 RiskManagement.................................................................................................................................................................HR-4 — HR-5 RMS (Records Management System) Database, Police...................................................................................................................PD-7 RMSDatabase, Fire Incident Reports ...............................................................................................................................................FR-1 Rolls, Assessment/ Lighting and Landscape Districts .....................................................................................................................FIN-1 Rookie Tests - Employee Training Individual Records ......................................................................................................................FR-1 Roster Scheduling Database, Daily Duty...........................................................................................................................................PD-3 RouteMaps.....................................................................................................................................................................................PW-16 Route Schedules / BID Documents / Route Maps..........................................................................................................................PW-16 RunStatistics (copies) .......................................................................................................................................................................FR-2 Runs, Claim ...................................................................................................................................................................................... HR-4 S Safety & Ethics Training: Training —All Course Records ...............................................................................................................CW-7 Safety Certifications - Vehicle & Equipment History Files...............................................................................................................PW-11 SafetyCertifications...........................................................................................................................................................................FR-6 SafetyChecks, Vehicle...................................................................................................................................................................PW-11 Retention Schedule Index — Petaluma— FY 23-24 Update Page 49 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. SafetyChecks, Vehicle...................................................................................................................................................................PW-13 SafetyComplaints (Airport)...............................................................................................................................................................PW-1 Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form ......................................................CW-5 Safety Data Sheet (SDS) Masters, Airport........................................................................................................................................PW-2 Safety Equipment Inspections (Suppression)....................................................................................................................................FR-6 Safety Inspections - Airport State License........................................................................................................................................PW-1 SafetyInspections........................................................................................................................................................................... P&R-3 Sample Ballot, Candidate Statements - General, Working or Administration Files (Elections)......................................................... CC-4 Sanitary Sewer Overflow Response Plan .......................................................................................................................................PW-13 Sanitary Spills and Overflows (SSOs) ............................................................................................................................................PW-13 Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan...............................................PW-13 Sanitary Surveys of Drinking Water Systems .................................................................................................................................PW-13 SB 1383 - Organic Waste Collection and Recycling / Tonnage Reports ..........................................................................................PW-3 SCADA Database (Supervisory Control and Data Acquisition) ......................................................................................................PW-13 SCADA Database (Supervisory Control and Data Acquisition) ........................................................................................................PW-8 SCADA Database (Water) (Supervisory Control and Data Acquisition) .........................................................................................PW-13 Scantrons - Recruitment and Testing File......................................................................................................................................... HR-4 Schedules (copies) ......................................................................................................................................................................... P&R-3 Schedules / Hours of Classes, Programs, Facilities (copies) ......................................................................................................... P&R-3 Schedules, Project - Capital Improvement Projects (CIP), Administration File.................................................................................PW-3 Schedules, Records Retention ......................................................................................................................................................... CC-6 Schedules, Route............................................................................................................................................................................PW-16 Scholarships ................................................................................................................................................................................... P&R-3 Scope of Work - Agreements & Contracts (Infrastructure) ............................................................................................................... CC-1 Scope of Work - Agreements & Contracts, not imaged (Non-Infrastructure).................................................................................... CC-2 SDS - Safety Data Sheet/ Material Safety Data Sheet (MSDS) / Chemical Use Report Form ......................................................CW-5 SDS (Safety Data Sheet) Masters, Airport........................................................................................................................................PW-2 Sealed Adult, Juvenile and Ward Cases (Except Sealed Childhood Sexual Assault) .......................................................................PD-6 Sealed Childhood Sexual Assault - Case Reports.............................................................................................................................PD-7 Semi-Annual Reports........................................................................................................................................................................PW-7 Seniors - Activity/ Special Programs / Special Event Files & Reports /ABC Permits.................................................................... P&R-1 SEPReport - Wastewater.................................................................................................................................................................PW-9 Service Requests -All Information Entered in CRM / CMMS Database (FO) - copies...................................................................PW-15 Service Requests - CMMS Database (Corp / FO)..........................................................................................................................PW-11 Service Requests - CMMS Database (Corp)..................................................................................................................................PW-12 Retention Schedule Index — Petaluma— FY 23-24 Update Page 50 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Service Requests - CMMS Database (Environmental Services)......................................................................................................PW-9 Service Requests - CRM / CMMS Database (FO)..........................................................................................................................PW-15 Service Requests - Not Entered / Partial Entry in CRM / CMMS Database (FO) ...........................................................................PW-15 Services, County Election - General, Working or Administration Files (Elections) ........................................................................... CC-4 Services, Professional -Agreements & Contracts, not imaged (Non-Infrastructure)........................................................................ CC-2 Settlement - Agreements & Contracts (Infrastructure)...................................................................................................................... CC-1 Sewage Sludge Removal (Wastewater Treatment Plant).................................................................................................................PW-7 Sewer - Master Plans........................................................................................................................................................................PW-5 SewerLift Station Inspections...........................................................................................................................................................PW-8 Sewer System Management Plans (SSMP) and Audits .................................................................................................................PW-13 Sewers - Agreements & Contracts (Infrastructure)........................................................................................................................... CC-1 Sexual Assault - Conviction - Case Reports......................................................................................................................................PD-7 Sexual Assault - No Prosecution or No Conviction - Case Reports...................................................................................................PD-7 Short Term Vacation Rental Permits ................................................................................................................................................ CD-5 Sick Leave - Studies & Surveys Conducted on Behalf of the City - copies ...................................................................................... HR-4 Sidewalk Repairs - Capital Improvement Projects (CIP), Maintenance Projects (All Records) ........................................................PW-3 Sidewalks - Agreements & Contracts (Infrastructure)....................................................................................................................... CC-1 SingleAudits.....................................................................................................................................................................................FIN-1 Single Family Residential Building Plans, Finalled ........................................................................................................................... CD-1 SIP Report (Public Self Insurer Report) - Annual State or Federal Reports .....................................................................................FIN-3 Slips, Pawn ........................................................................................................................................................................................PD-3 Slots - Operation & Maintenance, Stormwater................................................................................................................................PW-14 Sludge Removal, Biosolids / Sewage (Wastewater Treatment Plant) ..............................................................................................PW-7 Slurry Seals - Capital Improvement Projects (CIP), Maintenance Projects (All Records).................................................................PW-3 Slurry Seals (Paving) - Agreements & Contracts, not imaged (Non-Infrastructure).......................................................................... CC-2 Soccer League - Park and Facility Permits..................................................................................................................................... P&R-3 Social Media that Does Not Have a Material Impact on the Conduct of Business: ..........................................................................CW-3 Soil Remediation - Underground Storage Tanks (City Owned USTs - Removed).............................................................................FR-5 Soil Reports - Capital Improvement Projects (CIP), Permanent File ................................................................................................PW-4 Soil Reports - Private Land Development Projects / Job Files, Permanent Files .............................................................................PW-6 SolicitorPermits.................................................................................................................................................................................PD-7 Solid Waste /AB 939 Compliance / SB 1383 - Organic Waste Collection and Recycling / Tonnage Reports .................................PW-3 Solid Waste /AB 939 Compliance /Tonnage Reports ...................................................................................................................PW-14 Source Control / Pretreatment Annual / Semi-Annual Reports.........................................................................................................PW-7 SPCC (Spill Prevention Control and Countermeasures) - Aboveground CNG Storage Tanks - Environmental Services................PW-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 51 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. SPCC (Spill Prevention Control and Countermeasures) - Aboveground CNG Storage Tanks - Marina ........................................PW-10 SPCC (Spill Prevention Control and Countermeasures) - Aboveground CNG Storage Tanks - Corp............................................PW-11 SPCC (Spill Prevention Control and Countermeasures) - Aboveground CNG Storage Tanks - FO ..............................................PW-12 SpeakerCards (copies) .................................................................................................................................................................... CC-7 Speaker Slips: Correspondence —Transitory / Preliminary Drafts................................................................................................CW-3 Special District Assessment Rolls (for Tax Rolls).............................................................................................................................FIN-3 Special District Assessment Rolls /Annual Assessments (Engineer's Reports of Assessments)....................................................PW-5 SpecialDistrict Formation .................................................................................................................................................................PW-5 Special Event Files & Reports /ABC Permits - Children's Programs, Cultural Arts, Sports, etc. ................................................... P&R-1 Special Event Permits / Explosives Permits (Assembly Permits, Candle Permits, Tent Permits, Open Flame, etc.)........................FR-4 Special Event Permits / Special Events ...........................................................................................................................................CW-4 SpecialEvent Permits........................................................................................................................................................................PD-7 SpecialEvents .................................................................................................................................................................................CW-4 SpecialEvents / Operations Plans.....................................................................................................................................................PD-4 Special Programs / Special Event Files & Reports /ABC Permits - Children's Programs, Cultural Arts, Sports, etc..................... P&R-1 Special Projects / Subject Files / Issue Files ...................................................................................................................................CW-6 SpecialStudies ................................................................................................................................................................................. CD-5 Specific Plans - Private Land Development Projects / Job Files, Administration File.......................................................................PW-5 Specific Plans - Private Land Development Projects / Job Files, Permanent Files ..........................................................................PW-6 SpecificPlans ................................................................................................................................................................................... CD-4 Specifications - Agreements & Contracts (Infrastructure)................................................................................................................. CC-1 Specifications - Agreements & Contracts, not imaged (Non-Infrastructure) ..................................................................................... CC-2 Specifications & Addenda - Capital Improvement Projects (CIP), Permanent File...........................................................................PW-4 Spill Prevention Control and Countermeasures (SPCC) - Aboveground CNG Storage Tanks - Environmental Services................PW-6 Spill Prevention Control and Countermeasures (SPCC) - Aboveground CNG Storage Tanks - Marina ........................................PW-10 Spill Prevention Control and Countermeasures (SPCC) - Aboveground CNG Storage Tanks - Corp............................................PW-11 Spill Prevention Control and Countermeasures (SPCC) - Aboveground CNG Storage Tanks - FO ..............................................PW-12 SpillResponse - Stormwater ............................................................................................................................................................PW-3 Spills (Class 3)................................................................................................................................................................................PW-10 Split Lots - Private Land Development Projects /Job Files, Administration File...............................................................................PW-5 Split Lots - Private Land Development Projects /Job Files, Permanent Files ..................................................................................PW-6 Sports - Activity/ Special Programs / Special Event Files & Reports /ABC Permits...................................................................... P&R-1 Sports Score Sheets, Schedules (copies) ...................................................................................................................................... P&R-3 SSMP (Sewer System Management Plans) and Audits .................................................................................................................PW-13 SSOPP (Sanitary Spills Overflow Prevention Plan) and Sanitary Sewer Overflow Response Plan...............................................PW-13 Retention Schedule Index — Petaluma— FY 23-24 Update Page 52 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. SSOs (Sanitary Spills and Overflows) ............................................................................................................................................PW-13 Staff Reports -Approved Permanent Entitlements, Planning Project Files ...................................................................................... CD-5 Staff Reports- Boards, Commissions, Committees & Task Forces: Citizen Advisory......................................................................CW-2 Staff Videoconference Chats, Notes, Recordings: Correspondence —Transitory/ Preliminary Drafts.........................................CW-3 Standards, Design & Construction -Authored by City......................................................................................................................PW-4 State & Federal Agencies Correspondence (Not CIP-Related)........................................................................................................PW-4 State Controller's Report - Annual State or Federal Reports............................................................................................................FIN-3 Statement of Facts / Registry of Public Agencies............................................................................................................................. CC-7 Stationary Generators - Generator Operation Logs & Inspections (Suppression).............................................................................FR-6 Stationary Generators - Generator Operation Logs & Inspections ...................................................................................................PW-7 Stationary Generators - Generator Operation Logs & Inspections .................................................................................................PW-12 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report ..................................................................PD-8 Stop Work Orders - Address Files / Building Permits ....................................................................................................................... CD-1 Storage Tanks, Aboveground CNG (Agency Owned) - Corp (Agency Owned)..............................................................................PW-11 Storage Tanks, Aboveground CNG (Agency Owned) - Environmental Services (Agency Owned)..................................................PW-6 Storage Tanks, Aboveground CNG (Agency Owned) - FO (Agency Owned).................................................................................PW-12 Storage Tanks, Aboveground CNG (Agency Owned) - Marina (Agency Owned)...........................................................................PW-10 StorageUnits, Airport (copies)..........................................................................................................................................................PW-1 Stormwater- Private Land Development Projects /Job Files, Permanent Files...............................................................................PW-6 StormwaterDischarge Permit...........................................................................................................................................................PW-2 StormwaterNPDES Annual Reports ................................................................................................................................................PW-8 Stormwater NPDES Illicit Discharges ...............................................................................................................................................PW-8 Stormwater NPDES Monitoring and Inspection ................................................................................................................................PW-8 StormwaterNPDES Permits.............................................................................................................................................................PW-9 Stormwater NPDES TMDL Plan (Total Maximum Daily Load) .........................................................................................................PW-9 StormwaterTreatment Measures ...................................................................................................................................................PW-14 Stormwater: Chain of Custody, Guidance Information, Lab Reports................................................................................................PW-2 Stormwater: Operation & Maintenance (Catch Basics, Field, General Cleaning, etc.)...................................................................PW-14 Street & Alley Improvements - Agreements & Contracts (Infrastructure) ......................................................................................... CC-1 Street Report -Annual State or Federal Reports..............................................................................................................................FIN-3 StrikeTeam Reimbursements ...........................................................................................................................................................FR-1 Studies - Capital Improvement Projects (CIP), Permanent File........................................................................................................PW-4 Studies & Reports, Geotechnical - Capital Improvement Projects (CIP), Permanent File................................................................PW-4 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) - copies ................................................. HR-4 Studies / Surveys, Engineering - Preliminary Studies / Project Assessments..................................................................................PW-5 Retention Schedule Index — Petaluma— FY 23-24 Update Page 53 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Studies and Reports— Historically Significant, Zoning Studies ........................................................................................................CW-6 Studies and Reports— Other Than Historically Significant Reports, Annual Reports.......................................................................CW-6 Studies, Classification / Reorganization (Employee Classifications / Department Structures) ......................................................... HR-1 Studies, Preliminary - Engineering Studies / Surveys.......................................................................................................................PW-5 SubdivisionBonds ............................................................................................................................................................................ CC-2 SubdivisionMaps (Engineering) .......................................................................................................................................................PW-4 Subdivisions -Agreements & Contracts (Infrastructure)................................................................................................................... CC-1 Subdivisions - Private Land Development Projects /Job Files, Administration File .........................................................................PW-5 Subdivisions - Private Land Development Projects /Job Files, Permanent Files.............................................................................PW-6 Subject - Economic Development......................................................................................................................................................ED-1 Subject & Issues ...............................................................................................................................................................................CM-1 SubjectFiles / Issue Files ................................................................................................................................................................CW-6 Submittals - Capital Improvement Projects (CIP), Permanent File...................................................................................................PW-4 Subpoenas (Personal Appearance - Fire Personnel) ........................................................................................................................FR-2 Subpoenas (Records / Duces Tecum).............................................................................................................................................. CC-6 Subpoenas (Records)/ Subpoena Log..............................................................................................................................................PD-8 SubsidiaryLedgers - copies..............................................................................................................................................................FIN-3 Successful Applications - Committees, Commissions, and Boards (CCBs)..................................................................................... CC-2 Successful Candidates - Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc.................................... CC-4 Successful Candidates (Elected Officials) - FPPC 400 Series Forms & Form 501 .......................................................................... CC-3 SUCCESSFUL Grant Reports, other records required to pass the funding agency's audit, if required............................................CW-4 Successful Proposal -Agreements & Contracts (Infrastructure) ...................................................................................................... CC-1 Successful Proposal -Agreements & Contracts, not imaged (Non-Infrastructure)........................................................................... CC-2 Successful Proposal - Capital Improvement Projects (CIP), Permanent File ...................................................................................PW-4 SuccessorAgency.............................................................................................................................................................................ED-1 Suicide or Natural Death - Case Reports...........................................................................................................................................PD-7 SummerCamp Attendance Sheets ................................................................................................................................................ P&R-1 Summons.......................................................................................................................................................................................... CC-6 Supervisory Control and Data Acquisition (SCADA) Database ........................................................................................................PW-8 Supervisory Control and Data Acquisition Database (SCADA) ......................................................................................................PW-13 Supervisory Control and Data Acquisition Database (Water) (SCADA) .........................................................................................PW-13 Supply Inventories: Correspondence —Transitory/ Preliminary Drafts ........................................................................................CW-3 Suppression.......................................................................................................................................................................................FR-6 SurplusedEquipment/ Disposal.......................................................................................................................................................FIN-4 Survey, Historic Preservation............................................................................................................................................................ CD-4 Retention Schedule Index— Petaluma— FY 23-24 Update Page 54 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Surveyor's Valuation Reports - Vessel Inspections ........................................................................................................................PW-10 Surveys - Capital Improvement Projects (CIP), Permanent File.......................................................................................................PW-4 Surveys & Studies, Compensation ................................................................................................................................................... HR-1 Surveys / Questionnaires —That the City Issues..............................................................................................................................CW-7 Surveys, Traffic Speed......................................................................................................................................................................PW-6 SuspiciousCircumstances.................................................................................................................................................................PD-6 T TailgateTraining Meetings) ..............................................................................................................................................................CW-7 TanksVideos ..................................................................................................................................................................................PW-14 Task Forces Citizen Advisory Created by the City Council - AGENDAS & STAFF REPORTS........................................................CW-2 Task Forces: Citizen Advisory Created by the City Council - MINUTES ........................................................................................CW-2 Task Forces: Citizens Advisory - RECORDINGS - AUDIO of meetings...........................................................................................CW-2 Task Forces: Citizens Advisory - RECORDINGS - VIDEO of meetings...........................................................................................CW-2 Taste Complaints - Customer Concerns / Customer Complaints (Potable Water) .........................................................................PW-12 TaxiDriver Permits ............................................................................................................................................................................PD-7 Technical Performance Record - Daily Logs & Maintenance (FAA Forms)......................................................................................PW-1 Telephone -Audio Recordings ..........................................................................................................................................................PD-2 Telephone Messages: Correspondence —Transitory/ Preliminary Drafts ...................................................................................CW-3 Temporary Easements - Capital Improvement Projects (CIP), Administration File ..........................................................................PW-3 TemporaryEncroachments...............................................................................................................................................................PW-4 TemporaryZoning Permit ................................................................................................................................................................. CD-5 Tenant/ Lease Agreements (not imaged) - Agreements & Contracts (Non-Infrastructure).............................................................. CC-2 Tenant Improvements Building Plans, Finalled................................................................................................................................. CD-1 Tent Permits - Special Event Permits / Explosives Permits...............................................................................................................FR-4 Test Data - Recruitment and Testing File ......................................................................................................................................... HR-4 TestReports, Backflow Assembly ..................................................................................................................................................PW-12 Test Results, Drug &Alcohol (All - Positives and Negatives)........................................................................................................... HR-2 Testing Analysis & Statistical Metric - Recruitment and Testing File................................................................................................ HR-4 Testing Lab Final Reports - Private Land Development Projects / Job Files, Administration File ....................................................PW-5 Text Messages: Correspondence —Transitory / Preliminary Drafts .............................................................................................CW-3 Thank Yous: Correspondence —Transitory / Preliminary Drafts...................................................................................................CW-3 Theatre Programs - Activity/ Special Programs / Special Event Files & Reports /ABC Permits................................................... P&R-1 TiedownInventories - Airports (copies) ............................................................................................................................................PW-1 Time Cards / Time Sheets (Finance keeps the originals with employee signatures) ......................................................................CW-7 TimeCards .......................................................................................................................................................................................FIN-7 Retention Schedule Index — Petaluma— FY 23-24 Update Page 55 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Time Sheets (Finance keeps the originals with employee signatures) ...........................................................................................CW-7 TimeSheets......................................................................................................................................................................................FIN-7 Time Transaction Reports - Payroll Reports.....................................................................................................................................FIN-7 TinyTots Attendance Sheets.......................................................................................................................................................... P&R-1 Titles, Vehicle (Pink Slips) - All Vehicles...........................................................................................................................................FIN-4 TMDL Plan (Total Maximum Daily Load), NPDES - Stormwater......................................................................................................PW-9 Tonnage Reports - Solid Waste /AB 939 Compliance / SB 1383 ....................................................................................................PW-3 TonnageReports ............................................................................................................................................................................PW-14 Total Maximum Daily Load Plan (TMDL), NPDES - Stormwater......................................................................................................PW-9 Towed/Impounded Vehicle ................................................................................................................................................................PD-6 TPMs - Private Land Development Projects / Job Files, Administration File ....................................................................................PW-5 TPMs - Private Land Development Projects / Job Files, Permanent Files........................................................................................PW-6 Tracts - Private Land Development Projects / Job Files, Administration File....................................................................................PW-5 Tracts - Private Land Development Projects / Job Files, Permanent Files.......................................................................................PW-6 TradeTickets - Investment Bonds ....................................................................................................................................................FIN-3 Traffic - Master Plans........................................................................................................................................................................PW-5 Traffic Citations (Parking, Traffic), Logs, Payment Receipts .............................................................................................................PD-8 Traffic Collisions - Fatal - Case Reports ............................................................................................................................................PD-7 Traffic Collisions - Non-Fatal - Case Reports ....................................................................................................................................PD-7 Traffic Congestion Management Plans.............................................................................................................................................PW-6 TrafficCounts....................................................................................................................................................................................PW-6 TrafficIntersection Records..............................................................................................................................................................PW-6 Traffic Signal Preventative Maintenance Inspections .......................................................................................................................PW-6 TrafficSpeed Surveys.......................................................................................................................................................................PW-6 Training —All Course Records........................................................................................................................................................CW-7 Training Records, Employee (Airport Employees)............................................................................................................................PW-2 TransactionHistories - copies...........................................................................................................................................................FIN-3 Transcripts, Bonds (Revenue) ..........................................................................................................................................................FIN-2 Transit Services & Equipment, Quotes (Minor Purchases).............................................................................................................PW-15 Transit..............................................................................................................................................................................PW-15 — PW-16 Transmittal Form, Employer-Provided Health Insurance Offer and Coverage (1095-C, 1094-C).....................................................FIN-6 Transmittal Letters: Correspondence —Transitory/ Preliminary Drafts ........................................................................................CW-3 TransportationAudits........................................................................................................................................................................FIN-1 Trash Cleaning - Operation & Maintenance, Stormwater...............................................................................................................PW-14 Travel Expense Reimbursements - Accounts Payable / Invoices and Backup.................................................................................FIN-1 Retention Schedule Index — Petaluma— FY 23-24 Update Page 56 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Tree Removal Authorization Forms ................................................................................................................................................PW-11 Tree Trimming - Agreements & Contracts, not imaged (Non-Infrastructure).................................................................................... CC-2 TrespassLetters ................................................................................................................................................................................PD-2 Trust Accounts / Development Deposits/ Private Developer Deposits (Engineering, Planning, etc.) .............................................CW-3 TrusteeStatements...........................................................................................................................................................................FIN-1 TSMs - Private Land Development Projects /Job Files, Administration File ....................................................................................PW-5 TSMs - Private Land Development Projects /Job Files, Permanent Files........................................................................................PW-6 U UCR (Uniform Crime Reports) Submission .......................................................................................................................................PD-8 Unalterable Media / Immutable Cloud Backup /WORM / DVD-r/ CD-r/ Blue Ray-R/ other unalterable media ..............................ED-2 UncashedChecks - Escheat.............................................................................................................................................................FIN-2 UnclaimedMoney - Escheat.............................................................................................................................................................FIN-2 Undeliverable Envelopes: Correspondence —Transitory/ Preliminary Drafts ..............................................................................CW-3 Underground Service Alerts (USA's) / Dig Alerts - Engineering........................................................................................................PW-6 Underground Service Alerts (USA's)/ Dig Alerts (FO)....................................................................................................................PW-14 Underground Service Alerts (USA's)/ Dig Alerts (Operations).........................................................................................................PW-3 Underground Storage Tanks - USTs (City Owned - Removed) - Repairs, Lining, Upgrades............................................................FR-5 Underground Storage Tanks (City Owned - Removed) - UST Monitoring, Inspections and Maintenance, etc. ................................FR-5 Underground Storage Tanks (City-Owned - Removed) - Location, Soil Remediation, Monitoring Well Records..............................FR-5 Uniform Building Codes / California Building Codes......................................................................................................................... CD-2 Uniform Crime Reports (UCR) Submission .......................................................................................................................................PD-8 Unpaid Intern Applications— SUCCESSFUL Includes Volunteer ....................................................................................................CW-7 Unpaid Intern Applications— UNSUCCESSFUL...............................................................................................................................CW-8 Unsuccessful Applications - Committees, Commissions, and Boards (CCBs) ................................................................................. CC-2 Unsuccessful Bids / Evaluations.......................................................................................................................................................FIN-8 Unsuccessful Bids, Proposals or Responses to RFPs (Request For Proposals) RFQs...................................................................CW-1 Unsuccessful Candidates - Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc................................ CC-4 Unsuccessful Candidates (Elected Officials) - FPPC 400 Series Forms & Form 501 ...................................................................... CC-4 UNSUCCESSFUL Grants Applications, Correspondence)...............................................................................................................CW-4 Upgrades - Underground Storage Tanks (City Owned USTs - Removed) ........................................................................................FR-5 Urban Water Management Forecast/ Future Developments, etc...................................................................................................PW-14 Urban Water Management Plans (UWMP).....................................................................................................................................PW-14 USA's (Underground Service Alerts) - FO ......................................................................................................................................PW-14 USA's (Underground Service Alerts) - Operations............................................................................................................................PW-3 USA's (Underground Service Alerts) / Dig Alerts - Engineering .......................................................................................................PW-6 Retention Schedule Index— Petaluma— FY 23-24 Update Page 57 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Usage, Fuel and Gas (Fuel Master) - Airport....................................................................................................................................PW-2 Useof Force - Case Reports .............................................................................................................................................................PD-7 UsedOil Disposal ...........................................................................................................................................................................PW-11 User Acknowledgements, Gate Card (Airport)..................................................................................................................................PW-2 UserList, Gate Card (Airport) ...........................................................................................................................................................PW-2 UST Monitoring - Underground Storage Tanks (City Owned - Removed).........................................................................................FR-5 Utilities - Agreements & Contracts (Infrastructure) ........................................................................................................................... CC-1 UWMP (Urban Water Management Plans).....................................................................................................................................PW-14 V Vacancy Notices - Committees, Commissions, and Boards (CCBs)................................................................................................ CC-2 Vacation Rental Permits, Short Term ............................................................................................................................................... CD-5 Vacatur Relief Granted by Court - Victim of Human Trafficking, etc..................................................................................................PD-7 Validation, NCIC ................................................................................................................................................................................PD-7 VegetationAbatement .......................................................................................................................................................................FR-5 Vehicle & Equipment History Files -AQMD Certifications, Maintenance, Registrations, Safety Certifications, etc........................PW-11 Vehicle / Bus Procurement .............................................................................................................................................................PW-15 VehicleAbatement.............................................................................................................................................................................PD-2 VehicleSafety Checks....................................................................................................................................................................PW-11 VehicleSafety Checks....................................................................................................................................................................PW-13 Vehicle Titles (Pink Slips) - All Vehicles............................................................................................................................................FIN-4 Verifications, Private Lab - Private Land Development Projects / Job Files, Administration File......................................................PW-5 Vessel Inspections (Surveyor's Valuation Reports) ........................................................................................................................PW-10 Victim of Human Trafficking - Vacatur Relief Granted by Court.........................................................................................................PD-7 Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes) -Vacatur Relief Granted by Court..............................PD-7 Victim of Sexual Violence (Nonviolent Crimes) - Vacatur Relief Granted by Court ...........................................................................PD-7 Video Recordings - Operations of the City (City Employees Performing Work) ................................................................................ED-2 Video Recordings - Operations of the City, Building Security............................................................................................................PD-2 Video Recordings - Parking Lots, Public Areas (copies) ...................................................................................................................ED-2 VIDEO RECORDINGS of meetings Boards, Commissions, Committees & Task Forces.................................................................CW-2 Videoconference Chats, Notes, Recordings: Correspondence —Transitory / Preliminary Drafts.................................................CW-3 Videos - Water Wells, Repairs, Reservoirs, Tanks, etc. .................................................................................................................PW-14 Violations - Stormwater.....................................................................................................................................................................PW-3 Visitor Logs (Front Counter, Evidence Room) ...................................................................................................................................PD-8 Visitors Logs: Correspondence —Transitory / Preliminary Drafts .................................................................................................CW-3 Visual Complaints - Customer Concerns / Customer Complaints (Potable Water) ........................................................................PW-12 Retention Schedule Index — Petaluma— FY 23-24 Update Page 58 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Voice Mails: Correspondence —Transitory/ Preliminary Drafts ...................................................................................................CW-3 Volunteer Applications, Waivers / Unpaid Intern Applications — SUCCESSFUL..............................................................................CW-7 Volunteer Applications, Waivers / Unpaid Intern Applications — UNSUCCESSFUL.........................................................................CW-8 Vouchers, Journal .............................................................................................................................................................................FIN-3 VulnerabilityAssessment................................................................................................................................................................PW-14 W W-2's.................................................................................................................................................................................................FIN-7 W-4 - Payroll File ..............................................................................................................................................................................FIN-7 W-9s..................................................................................................................................................................................................FIN-4 Waivers / Unpaid Intern Applications — SUCCESSFUL....................................................................................................................CW-7 Waivers / Unpaid Intern Applications — UNSUCCESSFUL...............................................................................................................CW-8 Waiversof Liability.......................................................................................................................................................................... P&R-3 Waivers, Ride-A-Long........................................................................................................................................................................FR-2 Warrants (Cashed)............................................................................................................................................................................FIN-5 Wastewater Monitoring Records.......................................................................................................................................................PW-9 WastewaterNPDES Annual Report..................................................................................................................................................PW-9 WastewaterNPDES Permit..............................................................................................................................................................PW-9 WastewaterSEP Report...................................................................................................................................................................PW-9 Wastewater Treatment/ Recycled Water- Lab Reports & Chains of Custody.................................................................................PW-8 Water- Agreements & Contracts (Infrastructure) ............................................................................................................................. CC-1 WaterAssessments........................................................................................................................................................................PW-14 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation..................................................................................FIN-5 Water Billing: Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final)........................FIN-5 Water Billing: NSF Checks /Adjustments to Customer Accounts ....................................................................................................FIN-5 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc. .................................................................FIN-6 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment .............................................................................FIN-6 Water Billing: Report of Annual Discontinuations of Residential Service..........................................................................................FIN-6 Water Conservation Programs........................................................................................................................................................PW-13 Water Forecasts / Urban Water Management Forecast/ Future Developments, etc. ....................................................................PW-14 Water Production Reads / Reports (State DPH & DWR)................................................................................................................PW-14 Water Quality Reports / Consumer Confidence Reports ................................................................................................................PW-14 Water Resources Planning Historical Reports /Water Assessments.............................................................................................PW-14 WaterTransactions -Annual Summary..........................................................................................................................................PW-14 WaterWells Videos.........................................................................................................................................................................PW-14 Web Pages: Correspondence —Transitory/ Preliminary Drafts ...................................................................................................CW-3 Retention Schedule Index — Petaluma— FY 23-24 Update Page 59 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent Page No. Website (copies) ................................................................................................................................................................................ED-1 Weed Abatement/Vegetation Abatement.........................................................................................................................................FR-5 Well Records (Destroyed or Abandoned Wells, etc.)......................................................................................................................PW-14 Withdrawn - Building Plans............................................................................................................................................................... CD-1 Withdrawn Loan Applications / Potential Buyers (First Time Home Buyers, etc.)............................................................................. CD-3 Work Orders / Service Requests - All Information Entered in CRM / CMMS Database (FO) - copies ...........................................PW-15 Work Orders / Service Requests - CMMS Database (Corp / FO)...................................................................................................PW-11 Work Orders / Service Requests - CMMS Database (Corp)...........................................................................................................PW-12 Work Orders / Service Requests - CMMS Database (Environmental Services)...............................................................................PW-9 Work Orders / Service Requests - CRM / CMMS Database (FO) ..................................................................................................PW-15 Work Orders / Service Requests - Not Entered / Partial Entry in CRM / CMMS Database (FO)....................................................PW-15 WorkPapers, Audit...........................................................................................................................................................................FIN-1 Workers Compensation Claim Runs / Monthly Reports.................................................................................................................... HR-5 Workers Compensation Claims / Long Term Disability Claims (Accident, Incident, or Injury Reports from Employees) ................. HR-5 WorkingFile, Legislation....................................................................................................................................................................CA-1 Working File: Correspondence — Routine........................................................................................................................................CW-3 Worksheets: Correspondence —Transitory/ Preliminary Drafts...................................................................................................CW-3 WORM / DVD-r/ CD-r/ Blue Ray-R / other unalterable media..........................................................................................................ED-2 X Y Z Zoning Maps (Historically Significant)............................................................................................................................................... CD-5 Zoning Studies: Reports and Studies ...............................................................................................................................................CW-6 Retention Schedule Index — Petaluma— FY 23-24 Update Page 60 of 60 ©1995—2023 Gladwell Governmental Services,Inc.(909)337-3516-all rights reserved Do not duplicate or distribute without prior written consent