Loading...
RES-2025-067RESOLUTION NO.2025 - 0 6 7 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ANAHEIM UPDATING AND APPROVING THE CITYWIDE AND DEPARTMENT RECORDS RETENTION SCHEDULES WHEREAS, Section 34090 et seq. of the Government Code of the State of California provides for the retention and destruction of certain records, documents, instruments, books and papers; and WHEREAS, to implement and assure compliance with the provisions of Section 34090 of the Government Code, Section 1.10.100 of the Anaheim Municipal Code requires each department of the City of Anaheim to develop a Records Retention Schedule for all municipal records in the custody of such department which schedule shall be deemed the official Records Retention Schedule for such department upon the approval thereof by the City Council; and WHEREAS, in accordance with the aforesaid provisions and requirements, each Department within the City of Anaheim has heretofore developed a Records Retention Schedule for all records under the charge of various department heads of the City of Anaheim, which schedule has heretofore been approved by the City Council (the "Department Retention Schedule"); and WHEREAS, also in accordance with the aforesaid provisions and requirements, the City of Anaheim has developed a Citywide Retention Schedule for all City records, which schedule has been approved by the City Council ("Citywide Retention Schedule"); and WHEREAS, changes have been recommended to the Citywide and Department Records Retention Schedules in the attached exhibit; and WHEREAS, each department of the City of Anaheim has reviewed their respective Records Retention Schedule and recommends approval thereof; and WHEREAS, the City Council concurs with the recommended Citywide and Department Records Retention Schedules as hereinafter set forth. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Anaheim that the Citywide and Department Records Retention Schedules, as more particularly set forth in Exhibit "A" attached hereto and incorporated herein by this reference, are hereby approved. NOW THEREFORE BE IT FURTHER RESOLVED by the City Council of the City of Anaheim that the Citywide and Department Records Retention Schedules approved herein shall supersede any previously adopted Citywide and/or Department Record Retention Schedules. THE FOREGOING RESOLUTION is approved and adopted by the City Council of the City of Anaheim this 15 day of July , 2025, by the following roll call vote: AYES: Mayor Aitken and Council Members Meeks, Balius, Leon, Rubalcava, Kurtz and Maahs NOES: None ABSENT: None ABSTAIN: None M CITY OF ANAHEIM By MAYOR OFT CITY OF ANAHEIM OF THE CITY OF ANAHEIM EXHIBIT A Citywide and Department Record Retention Schedules (attached behind this page) RECORD RETENTION SCHEDULE Citywide The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record Record Series For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .............................................................................................................................................................................. ........._ ......... ......... ................ Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention Authority The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in vears, unless otherwise noted. Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 2 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Lead Dept. Accident Reports: Public or City 2Y 2Y GC §34090 et seq. Send Employee Reports to Personnel / Property Human Resources. Finance Accounts Payable, Invoices, Petty AV AV GC §34090.7 Finance Dept. has originals; All others = Cash, Warrant Requests, etc. copies Lead Dept. Accounts Payable, Invoices: Backup (if 2Y 10Y GC §34090 et seq.; DP not forwarded to Finance Department) City Clerk Agenda Packets / Staff Reports: Meetings of Legislative Bodies AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Americans with Disabilities Act (ADA) 3Y 3Y 28 CFR 35.105 — 35.107, Self Evaluations 35.150(c) and (d) Lead Dept. Billing: Monthly Billing, Fringe Billing 2Y 5Y GC §34090; DP Boards, Commissions, & Committees: Appointed by Council; Retain until minutes Lead Dept. Audio Recordings of Meetings / Audio 30 days 30 days GC §54953.5(b); DP have been approved. Tapes Lead Dept. Boards, Commissions, & Committees: 2Y 2Y GC §34090; DP Appointed by Council Agendas, Agenda Packets Lead Dept. Boards, Commissions, & Committees: P P GC §34090(e) Appointed by Council Minutes, Bylaws Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 3 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Finance Budgets -Finals AV AV GC §34090.7 Finance Dept. has originals; All others = copies Finance Cash Receipts / Deposits AV AV GC §34090.7 Finance Dept. has originals; All others = copies Lead Dept. City Attorney Opinions 2Y 2Y GC §34090 Human Resources / Claims AV AV GC §§34090.7, 34090.6 Originals with Risk Management /City Clerk; Risk Manag. all others =copies Lead Dept. Committees, Ad Hoc / Internal 2Y 2Y GC §34090 Includes collective work (agenda, minutes, (employees) etc.) Lead Dept. Complaints / Concerns from Citizens 2Y 2Y 340 et seq., 342, GC §§945.6, GC §34090 et seq. Relating to City policy Lead Dept. Contracts & Agreements - CL CL + 10Y CCP §337 et. seq., GC Administration Files §34090 et seq; DP Contracts & Agreements — CCP §337 et. seq., GC Lead Dept. Approved By Department Heads — CL CL + 10Y §34090 et seq; DP If not filed with the City Clerk Non -Infrastructure City Clerk Contracts & Agreements Approved by the City Council or City Manager AV AV GC §34090.7 City Clerk has originals; All others = copies Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 4 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Lead Dept. Copies AV AV GC §34090.7 Copies GC §34090; City of San Jose Includes letters, memos, emails, and text Lead Dept. Correspondence and Communication 2Y 2Y v. Superior Court (2017) 2 messages IF the Content relates in a substantive way to the conduct of the Cal.5th 608 public's business Correspondence and Communication - GC §§34090 et seq., Includes staff videoconference chats, notes Lead Dept. Preliminary Drafts, Interagency and AV AV 7927.500, City of San Jose and recordings IF the Content DOES NOT Intraagency Memoranda not retained v. Superior Court (2017) 2 relate in a substantive way to the conduct of in the ordinary course of business Cal.5th 608 the public's business Lead Dept. Daily Vehicle Inspections / Daily 2Y 2Y GC §34090 Equipment Checks City Clerk Deeds, Easements, Final Orders of Condemnations AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Drafts & Notes AV AV GC §§34090 et seq., 7927.500 Preliminary drafts Lead Dept. DMV-Pull Notices, Waivers for Pull S S GC §34090 et seq; DP Notices Lead Dept. FPPC Form 801 (Gift to Agency 7Y 7Y GC §81009(e); FPPC Dept. that completes the form maintains Report) Regulation 18944 original Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 5 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Lead Dept. FPPC Form 802 / Tickets (Tickets 7Y 7Y GC §81009(e); FPPC Dept. that completes the form maintains Provided by Agency Report) Regulation 18944.1 original Lead Dept. GIS Database / Data / Layers AV - P AV - P GC §34090 et seq.; DP Some GIS layers need to be retained permanently. Lead Dept. Grants (UNSUCCESSFUL) 2Y 2Y GC §34090 2 CFR 200.334 24 CFR Lead Dept. Grants / CDBG (SUCCESSFUL) 2Y 5Y 91.105(h), 92.505, & 570.502(a), OMB Circular A- Ensure audit requirements are met prior to 133.320(g); GC §34090; GC destruction. §8546.7; DP 29 CFR 1602.31 & Human Grievances AV AV 1627.3(b)(ii), GC §§12946, Resources 12960, 34090; 29 USC 1113, LC 1174; DP Lead Dept. Insurance Certificates (not tied to 5Y 5Y GC §34090.7; DP contracts) City Attorney Lawsuits, Litigation CL CL GC §§34090.7, 34090.6 City Attorney has originals: All others = copies Lead Dept. Legal Notices / Legal Advertising 2Y 2Y CCP §§ 337 et seq., 349.4; GC §§34090, 54960.1(c)(1) Unless filed with case files Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 6 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION LiveScan Response Analysis Sheets — Lead Dept. Employees, Includes subsequent 50Y 50Y GC §34090 et seq.; DP arrest notifications 29 CFR 1602.31 & Lead Dept. LiveScan Response Analysis Sheets - 3Y 3Y 1627.3(b)(ii), GC §§12946, Not Hired / Unsuccessful Volunteers 12960, 34090; 29 USC 1113, LC 1174; DP Lead Dept. LiveScan Response Analysis Sheets - 10Y 10Y GC§ 34090 et seq.; DP Volunteers Lead Dept. Logs, Checklists AV AV GC §§34090 et seq., Preliminary drafts Minutes - City Clerk City Council, CRA (Community Redevelopment Agency / Successor AV AV GC §34090.7 City Clerk has originals; All others = copies Agency), Finance Authority, etc. Lead Dept. MSDS (Material Data Safety Sheets) / 30Y 30Y 8 CCR 3204(d)(1)(B)(2 and Chemical Use Report Form 3), GC §34090 City Clerk Municipal Code AV AV GC §34090.7 City Clerk has originals; All others = copies Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 7 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Lead Dept. Newspaper Clippings AV AV Not City records Lead Dept. Notices: Meeting, Adjourned Meeting, 2Y 2Y CCP §§ 337 et seq., 349.4; Special Meeting, etc. GC §§34090, 54960.1(c)(1) City Clerk Ordinances / Resolutions AV AV GC §34090.7 City Clerk has originals; All others = copies 29 CFR 1602 et seq & Personnel Files - Department -Level 1627.3(a)(5) and (6), 2 CCR Lead Dept. Copies T + 3Y T + 3Y 11013(c); 8 CCR Originals are retained by Human Resources. §11040.7(c), GC §§12946, 12960, 34090.7; DP Personnel Files - Department -Level 8 CCR §3204(d)(1) et seq., Lead Dept. Medical Records T + 5Y T + 30Y GC §§12946, 12960, 34090; DP Lead Dept. Personnel Leave, Vacation, Overtime AV AV GC §34090 et seq. Preliminary drafts Requests (Except for Police) Lead Dept. Personnel MAPS documentation AV AV GC §34090 et seq. Preliminary drafts; Evaluation in Personnel (Performance Evaluations) File = record Lead Dept. Personnel Supervisory Files (Supervisor's Notes) AV AV GC §34090 et seq. Preliminary drafts Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 8of11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Lead Dept. Personnel Work Schedules 2Y 2Y GC §34090 Lead Dept. Photographs AV AV GC §§34090 Preliminary drafts, unless maintained with project file Lead Dept. Policies & Procedures 2Y 2Y GC §34090 et seq. Lead Dept. p Proposals, Bid Responses (Successful) 5Y 5Y CCP 337, GC 34090 § § Lead Dept. p Proposals, Bid Responses 2Y 2Y GC 34090 § (Unsuccessful) Prop. 218 / Assessment Districts Fees GC §34090.7, §53753(e)(2), Lead Dept. & Charges: Ballots and/or protest 2Y 2Y §53755(d) letters; Final Tabulation Lead Dept. Prop. 218 / Assessment Districts Fees 2Y 2Y GC §34090 & Charges: Master Mailing List Lead Dept. Prop. 218 / Assessment Districts Fees & Charges: Undeliverable Mail 3 months 3 months GC §34090 et seq.; DP Preliminary drafts Lead Dept. Public Hearing Notices (Mailed) 2Y 2Y CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 9of11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Includes original request and response; Lead Dept. Public Records Act Requests 2Y 2Y GC §34090 et seq. Responsive documents follow retention of record series. Real Estate Appraisal Reports 2 CFR 200.334; 24 CFR Lead Dept. (Acquisition or Sale, including tax- 2Y 5Y 91.105(h), 24 CFR 97.42(b), 24 CFR 570.502(a); 29 CFR Not public records until purchase completed defaulted properties): Purchased 97.42, GC §34090 Lead Dept. Real Estate Appraisal Reports: Not Purchased 2Y 2Y GC §§34090, 7928.705 Not public records/confidential City Clerk Records Destruction Lists / Certificate of Records Destruction AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Requests for Proposals/Qualifications 5Y 5Y CCP §337, GC §34090, DP (RFPs, RFQs), Bid Specifications Lead Dept. Reports and Studies 5Y 5Y GC §34090 et seq.; DP Lead Dept. Returned Checks (NSF, etc.) 1Y 5Y GC §34090 et seq.; DP Lead Dept. Software Licenses, Warrantees, AV AV GC §34090 et seq. Installation Media Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 10 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Lead Dept. Speaker Cards (submitted at public AV AV GC §§34090 et seq. meetings) Lead Dept. Special Event Permits CL + 2Y CL + 2Y GC §34090 et seq. Lead Dept. Subject Files 2Y 2Y GC §34090 et seq. Unless stipulated differently on individual department schedule Lead Dept. Subpoenas (Duces Tecum) 2Y 2Y GC §34090 et seq. Lead Dept. Surveys / Questionnaires 2Y 2Y GC §34090 et seq. If compilation occurs, forms can be AV. 26 CFR 31.6001-1, R&T Lead Dept. Timecards / Time Sheets / Timecard 2Y 10Y §19530; 29 CFR 516.5 - Ensure audit requirements (including grant Entry 516.6, 29 USC 436, GC audits) are met prior to destruction. §34090; DP 8 CCR §3203 et seq., 29 CFR 1602.31, LC §6429(c); Lead Dept. Training 2Y 7Y GC §§12946, 12960, 34090, 53235.2(b); 53235=7.2(b); LC §6401.9(f), DP Lead Dept. Undeliverable Envelopes AV AV GC §§34090 et seq. Preliminary drafts Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 11 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 OFFICE ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS OF RECORD IN OFFICE RETENTION Lead Dept. Video Recordings — Ongoing City 1 Y 1 Y GC §34090.6(a) Operations Lead Dept. Video Recordings — Not Ongoing City AV AV GC §34090 et seq. Operations Volunteers & Reserves - Successful 29 CFR 1602.31 & Lead Dept. Applicants T + 3Y T + 3Y 1627.3(b)(1)(i)&(ii), GC §§34090 Volunteers & Reserves - Unsuccessful 29 CFR 1602.31 & Lead Dept. Applicants 3Y 3Y 1§§34090 1627.3(b)(1)(i)&(ii), GC Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE City Administration The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY ADMINISTRATION Page 2 of 4 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION AUDIT Audit Committee See Citywide See Citywide Also see Finance Department. Boards and AUDIO RECORDINGS OF MEETINGS / AUDIO Retention Retention GC §54953.5(b); DP Commissions (created by City Council): See TAPES Citywide Retention Schedule Audit Committee See Citywide See Citywide GC §34090; DP Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Audit Committee See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule Audits - Internal Audits / Current Working Files AU + 5Y AU + 5Y GC §34090; DP Audits - Internal Audits / Current Working Files - When 2Y 2Y GC §34090; DP a Subsequent Audit is Performed Within Five Years Audits - Internal Audits - Final Audit Reports & 10Y 10Y GC §34090; DP General Files CITY ADMINISTRATION Project Files / Subject Files 2Y 2Y GC §34090; DP Includes Ticket Requests Monthly Public Calendars of Mayor, City Public Calendars AV AV GC §34090; DP Councilmembers, City Manager, Assistant City Manager, and Deputy City Manager published on City's website; Preliminary drafts Sister City Commission, Police Review Board, etc.: See Citywide See Citywide Boards and Commissions (created by City AUDIO RECORDINGS OF MEETINGS / AUDIO Retention Retention GC §54953.5(b); DP Council): See Citywide Retention Schedule TAPES Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity;; NR = Non -Records; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY ADMINISTRATION Page 3 of 4 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Sister City Commission, Police Review Board, , etc.: See Citywide See Citywide GC §34090; DP Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Sister City Commission, Police Review Board, Sesquicentennial Commission, etc.: See Citywide See Citywide GC §34090 Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule CITY COUNCIL City Council / Mayor Correspondence and Includes letters, memos, emails, and text Communication 2Y 2Y GC §34090 et seq.; DP messages IF the Content relates in a substantive way to the conduct of the public's business Proclamations / Commendations / Certificates / 2Y 2Y GC §34090 Recognitions Speeches / PowerPoint Presentations AV AV GC §34090 et seq. Preliminary drafts PUBLIC INFORMATION OFFICE Anaheim Anytime 2Y 2Y GC §34090 Biographies - VIP 2Y 2Y GC §34090; DP Intergovernmental Relations 2Y 2Y GC §34090: DP Legislation 2Y 2Y GC §34090 Photographs - Elected Officials & Historical Value P P GC §34090; DP Official photographs of elected officials and city events Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity;; NR = Non -Records; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY ADMINISTRATION Page 4 of 4 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Project Files / Subject Files 2Y 2Y GC §34090; DP Speeches / PowerPoint Presentations AV AV GC §34090 et seq. Preliminary drafts Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity;; NR = Non -Records; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE City Attorney's Office The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY ATTORNEY Page 2 of 2 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Accounts Payable: General and Outside Counsel - T + 3Y 10Y GC §34090 et seq.; DP Litigation General Files CU+3Y CU + 3Y GC §34090 et seq.; DP CCP §§ 337 et seq.; GC §§ Claims CL CL + 5Y 911.2, 34090, 34090.6; PC 832.5; DP Contracts CL CL + 10Y DP Copies; City Clerk has originals Criminal Prosecutions CL CL + 10Y GC §34090 et seq.; DP Lawsuits / Litigation - Case Files CL CL + 10Y GC §§ 911.2, 34090, 34090.6; PC §832.5; DP Lawsuits / Litigation - Final Settlement CL P GC §§ 911.2, 34090, 34090.6; PC §832.5; DP Project Files 2Y 10Y GC §34090 et seq.; DP CCP §§ 337 et seq.; GC §§ Subrogation LC L CL + 10Y 911.2, 34090, 34090.6; PC 832.5; DP Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE City Clerk's Office The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 2 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Abandonments and Vacations 7Y P GC §34090 et seq. Streets and alleys Action Agendas City Council, Redevelopment Agency / Successor 2Y 2Y GC §34090 et seq.; DP Meetings of Legislative body Agency, Housing Authority, Public Financing Authority, Public Improvement Corporation, Industrial Development Authority Agenda Packets Meetings of Legislative body (Documentation received, created for and/or City Council, Redevelopment Agency / Successor 5Y 5Y GC §34090 et seq.; DP submitted to the Legislative body in relation to a Agency, Housing Authority, Public Financing Authority, public meeting: agendas, staff reports and Public Improvement Corporation, Industrial attachments, items submitted after agenda Development Authority posting & at meetings, etc. Americans with Disabilities (ADA) Transition Plan P P 28 CFR 35.105 — 35.107, 35.150(c) and (d); DP Applications for Boards, Commissions or Committees ET + 2Y ET + 2Y GC §34090 et seq.; DP (Appointed) Applications for Boards, Commissions or Committees 2Y 2Y GC §34090 et seq. (Not Appointed) Articles of Incorporation P P GC §34090 et seq. Assessment Districts / Underground Districts / P P GC §34090 et seq.; DP Landscape and Maintenance Districts, etc. Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 3 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Audio Recordings 5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies CCP §§336(a), 337.5(2); 26 Bonds, Revenue, Certificates of Participation MA + 10Y MA + 10Y CFR 1.6001-1(e); GC §34090 et seq.; DP Charter and Amendments P P GC §34090 et seq. CCP § 337 et seq.; GC §§ Claims CL + 1Y CL + 5Y 911.2, 34090, 34090.6; PC §832.5; DP Condemnations P P GC §34090 et seq.; DP Contracts / Agreements - Affordable Housing - No 24 CFR 92.508(a)(c)(2) & Recapture / Resale Restrictions CL + 5Y CL + 5Y 570.502(b), 29 CFR 97.42, CL=Paid GC §34090 et seq. Contracts / Agreements - Affordable Housing - With 24 CFR 92.508(a)(c)(2) & CL=After the Affordability Period Terminates, or Recapture / Resale Restrictions CL + 5Y CL + 5Y 570.502(b), 29 CFR 97.42, the Written Agreement Terminates, Whichever GC §34090 et seq. is Longer Contracts / Agreements - Infrastructure / Capital CCP §§337. 337.1(a), Improvement, Cooperation, Covenants / Hold Harmless, CL P 337.15, 343; GC §34090 et Development, DDAs, OPAs, MOUs, MOAs, Subdivision seq.; DP Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 4 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION CCP §§337. 337.1(a), Contracts / Agreements - Non -Infrastructure / General CL CL + 10Y 337.15, 343; GC §34090 et seq.; DP Deeds, Easements, Real Property, Dedications P P GC §34090(a) Emergency Plans / Disaster Preparedness Manuals, etc. S + 2Y S + 5Y GC §34090 et seq.; DP As presented to / approved by City Council Ethics Training Certificates / Harassment Prevention 5Y 5Y GC §53235.2(b); GC Training Prevention §53237.2(b) Registration, Amendments, Termination, Lobbyist Filings / Reporting Forms 5Y 5Y GC §34090 et seq. Quarterly Reports (pursuant to City Regulations FPPC Form 803 (Behested Payment Report) 7Y 7Y GC §81009(e) FPPC Form 806 (Agency Report of: Public Official 7Y 7Y GC §34090; GC §81009(e) Appointments) General Plans, Elements and Amendments P P GC §34090 et seq.; DP Approved by Council Hazardous Materials Area Plan S + 5Y S + 5Y GC §34090 et seq.; DP Historical Records P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 5 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Legal Notices / Legal Advertising 2Y 2Y GC §§34090, 54960.1(c)(1) Unless included in case file Maddy Act List / Vacancy List 2Y 2Y GC §34090 et seq. City Council, Redevelopment Minutes (Legislative Body) P P GC §34090(e) Agency/Successor Agency, Housing Authority, Public Financing Authority, Public Improvement Corporation, Industrial Development Authority Municipal Code P P GC §34090 et seq. Notices Meeting Notices, Adjourned Meetings, Special Meetings, 2Y 2Y GC §§34090, 54960.1(c)(1) Unscheduled Vacancies, etc. GC §§36507, 34090; PC Oaths of Office ET + 6Y ET + 6Y §§801.5, 803(c); 29 USC Copies; Original with oath -taker 1113; DP Ordinances P P GC §34090(e) Per Passport Agent's Reference Guide (PARG): Passport Transmittals 24M 24M GC §34090 et seq.; DP "Copies of transmittals must be maintained in a secure location for at least 24 months." Proof of Publication / Affidavits of Publication 2Y 5Y CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Unless included in case file Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 6 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Includes original request and response; Public Records Act Requests 2Y 2Y GC §34090 et seq.; DP Responsive documents follow retention of record series Records Destruction Certificates P P GC §34090 et seq.; DP Filed with authorizing Resolution & list of approved records Records Retention Schedules S + 4Y S + 4Y GC §34090 et seq.; DP Redevelopment Projects P P GC §34090 et seq.; DP Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, 10Y 10Y EC §21160(i); GC §34090 Notice, etc.) City Council, Redevelopment Agency / Resolutions (Legislative Body) P P GC §34090(e) Successor Agency, Housing Authority, Public Financing Authority, Public Improvement Corporation, Industrial Development Authority Secretary of State Statement of Facts - Registry of Public Agencies 2Y 2Y GC §34090 et seq. Statement of Economic Interests / Filings: 10Y 10Y GC §81009(f)(g); GC §84615 ELECTRONICALLY FILED Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 7 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Statement of Economic Interests / Filings: Designated Employees (specified in the City's Conflict of Interest 4Y 7Y GC §81009(e)&(g) code) Statement of Economic Interests / Filings: Public Officials (Form 87200 Filers: City Council Members, 4Y ET + 7Y GC §81009(e)&(g); DP Originals filed with FPPC Planning Commission, City Manager, City Treasurer, City Attorney) Subpoenas (Duces Tecum) 2Y 2Y GC §34090 et seq. Treasurer's Investment Portfolio Reports P P GC §34090 et seq.; DP As presented to / approved by City Council Video Recordings 5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies ELECTIONS — CONSOLIDATED AND SPECIAL (INCLUSIVE OF MAIL BALLOT ELECTION) Voted, contested, surrendered (unused), spoiled, overvoted, undervoted and cancelled ballots Ballots and Envelopes — Mail Ballot Election Identification Envelope with the voter's (Creation/Formation of CFD, Annexation, 6M 6M EC §17302, EC §15551 certificate that is signed by the mail ballot Representation, etc.) elector; Also includes any mail ballot envelopes marked as rejected or cancelled For property -related fees, see Proposition 218 on Citywide schedule. Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 8 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Includes all pre -election statements, semi - Campaign Statements: GC §81009(b)&(g); GC annual, and statements of termination, whether Successful Candidates (FPPC or City Forms) 10Y P §84615(i) the forms are required by State or Local Ordinance; Retention based on e-filing requirements Includes all pre -election statements, semi - Campaign Statements: Unsuccessful Candidates (FPPC 5Y 10Y GC §81009(b)&(g); GC annual, and statements of termination, whether the forms are required by State or Local or City Forms) §84615(i) Ordinance; Retention based on e-filing requirements Campaign Statements: GC §81009(b)&(g); GC Those Not Required To File Original With City Clerk 4Y 10Y §84615(i) Retention based on e-filing requirements (FPPC or City Forms) Campaign Statements: 7Y 10Y GC §81009(c)&(g); GC Retention based on e-filing requirements Other Committees (FPPC or City Forms) §84615(i) Candidate File: Nomination Papers, Candidate 8Y 8Y EC §17100; DP Statements, etc. - Successful Candidates Candidate File: Nomination Papers, Candidate 4Y 4Y EC §17100; DP Statements, etc. - Unsuccessful Candidates Canvass — Mail Ballot Elections 6M 6M EC §17304 Including tally sheet, voting machine tabulation, detailed breakdown of results Elections - General, Working or Administration Files 2Y 2Y GC §34090 et seq. Elections - Historical P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY CLERK Page 9 of 9 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS The 8-month retention applies after election Elections - Petitions (Initiative, Recall or Referendum) — results, or declaration of insufficiency and the After Election, or if petition is not sufficient, and 8M 8M EC §§17200, 17400(b)(3) proponents do NOT examine the petition; if no proponents do NOT examine the petition election, unless there is a legal or FPPC proceeding. Elections - Petitions (Initiative, Recall or Referendum) — IF Insufficient, and IF proponents examine Petition is not sufficient, and proponents DO examine 1Y 1Y EC §§17200, 17400(b)(3) petition the petition Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; MIN = Minimum; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE City Treasurer's Office The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY TREASURER Page 2 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION CITY TREASURER CCP §§336(a)(1) & (2), Arbitrage Rebate Annual Calculations CL CL + 10Y 337.5(2); GC §43900 et seq.; DP Armored Car Manifests / Receipts 2Y 2Y GC §34090 Bank Contracts CL CL + 5Y CCP §§336(a), 337 et. seq., GC §34090; DP Bank Monthly Analysis Statements 3Y 5Y GC §34090 et seq.; DP Bank Statements 3Y 5Y GC §34090 et seq.; DP CCP §§336(a)(1) & (2), Bonds & Certificates of Participation (COPs) MA MA + 10Y 337.5(2); GC §43900 et seq.; DP Broker / Dealer Files AV AV GC §34090 Cash Bonds - Letters of Credit / Deposit Certificates / CL + 2Y CL + 2Y GC §34090 et seq.; DP Subdivision Bonds Custodial Safekeeping Statements / Investments AU + 2Y AU + 2Y GC §34090 et seq.; DP CCP §§336(a)(1) & (2), Custodial Safekeeping Statements / Trustee Bonds CL CL + 10Y 337.5(2); GC §43900 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY TREASURER Page 3 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Fund Accounting Reports AV AV GC §34090 Preliminary drafts Interdepartmental Charges 2Y 5Y GC §34090 et seq.; DP Investment Advisory Commission See Citywide See Citywide GC §34090(a) Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Investment Advisory Commission See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule Investment Advisory Commission: Correspondence 2Y 2Y GC §34090 Investment Folders (CDs / Securities) MA + 5Y MA + 5Y GC §34090 et seq.; DP Meets municipal government Investment Services Database (Min 5Y) (Min 5Y) auditing standards; GC §34090 et seq.; DP Investment Transactions 5Y 5Y GC §34090 et seq.; DP Liens P P GC §34090(a) Portfolio Management Program: SymPro Daily Packet / 5Y 5Y GC §34090 et seq.; DP Moneymax Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY TREASURER Page 4 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Meets municipal government Portfolio Management Program: SymPro Database (Min. 5Y) (Min. 5Y) auditing standards; GC §§60201, 12168.7 Promissory Notes (Developers) CL + 5Y CL + 5Y 24 CFR 85.42, 570.502, 29 CFR 97.42; DP Provider Reports - Financial Reports / Statements / 5Y 5Y GC §34090 et seq.; DP Quarterly Detail Disbursement Report, etc. Reconciliations: Bank Monthly Reconciliation Report, 3Y 5Y GC §34090 et seq.; DP Interest Reconciliations, etc. Reports: Cash Flow Detail, Daily Cash Receipts, etc. AV AV GC §34090 et seq.; DP Preliminary drafts Signature Cards and Plates CL + 5Y CL + 5Y GC §34090 et seq.; DP Treasurer's Receipts 2Y 5Y GC §34090 et seq.; DP Treasurer's Reports / Quarterly Budget Reports (to AV AV GC §34090.7 Copies Council) Trust Account Registers AV AV GC §34090.7 Preliminary drafts Trustee Statements 5Y 5Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY TREASURER Page 5 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION CITY TREASURER / COLLECTIONS & CASHIERING Accounts Receivable - Loan Invoices 1Y 5Y GC §34090 et seq.; DP Accounts Receivable Invoices, Credit Card Slips for 1Y 5Y GC §34090 et seq.; DP Receivables Armored Manifest Books 2Y 2Y GC §34090 et seq. Bank Records / Returned Checks AV AV GC §34090.7 Copies Billing Registers / Reports, Daily Update, Adjustment AV AV GC §34090 et seq. Preliminary drafts Posting, etc. Meets municipal government Cashiering Database (Min. 5Y) (Min. 5Y) auditing standards; GC §34090 et seg.; DP Checks - Received from Customers 1Y 5Y GC §34090 et seq.; DP Customer Account Adjustment Backup 2Y 2Y GC §34090 et seq. Deposit Slips / Bank Deposit Slips 5Y 5Y GC §34090 et seq.; DP Miscellaneous Receipts 5Y 5Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITY TREASURER Page 6 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Parking Tax Statements and Schedules 1Y 5Y GC §34090 et seq.; DP Remittance Processor Database / Payment Stubs AV AV GC §34090 et seq. Preliminary drafts Meets municipal government Revenue Billing Database (Min 5Y) (Min 5Y) auditing standards; GC §34090 et seg.; DP Weight Tickets (From Parks & Maintenance) 1Y 5Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Community Services Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Page 2 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/2013 RECORD SERIES ACTIVE / TOTAL AUTHORITY COMMENTS IN OFFICE RETENTION GOLF OPERATIONS Golf Commission Recordings / Tapes AUDIO RECORDINGS / TAPES OR DVDS Golf Commission AGENDAS, AGENDA PACKETS Golf Commission MINUTES, BYLAWS Golf Course Development Master Files (Plans, etc.) Maintenance History Equipment Sheet - Minor Equipment (Lawnmowers, etc.) Maintenance, Landscaping, Golf Cart Reports Pesticide and Herbicide Permits, Application Records Repair Requests / Maintenance Records (Golf Course) Tee Time Reservations See Citywide See Citywide GC §54953.5(b); DP Retention Retention See Citywide See Citywide GC §34090 et seq.; DP Retention Retention See Citywide I See Citywide GC §34090(e) Retention I Retention P P GC §34090 et seq.; DP 2Y 2Y GC § 34090 2Y 2Y GC § 34090 2Y 2Y 3 CCR 6623-40 CFR 110.3(d) -GC § 34090 2Y 2Y GC § 34090 2Y 2Y FGC § 34090 Boards and Commissions (created by City Council): See Citywide Retention Schedule Boards and Commissions (created by City Council): See Citywide Retention Schedule Boards and Commissions (created by City Council): See Citywide Retention Schedule Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Page 3 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION LIBRARY SERVICES Detail Cash Receipt (not submitted to Finance - 5Y 5Y GC §34090 et seq.; DP register tapes, etc.) Reports to the State Library 5Y 5Y GC §34090 et seq.; DP Donation Accounts 5Y 5Y GC §34090 et seq.; DP Endowment Fund / Memorial Account 5Y 5Y GC §34090 et seq.; DP Grants: Library Grants CL + 5Y CL + 5Y GC §34090 et seq.; DP Historic Preservation P P GC §34090 et seq.; DP Historical Records P P GC §34090 et seq.; DP Library Board See Citywide See Citywide GC §34090 et seDP q.; Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Library Board See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES Retention Retention Council): See Citywide Retention Schedule Library Management System / Database (� NDY) (� NDY) GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Page 4 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Mother Colony House Advisory Committee See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule 24 CFR 85.42, Neighborhood Preservation: Mills Act Properties P P 92.508(a)(c)(2) & 570.502(b), 29 CFR 97.42, GC §34090; DP Patron Applications For Library Cards AV AV GC §34090 et seq.; DP Preliminary drafts Program Sign Ups (e.g. Summer Reading) AV AV GC §34090 et seq.; DP Preliminary drafts PARKS Acquisitions, Parks Or Other Properties P P GC §34090(a) Call -Out Sheets, Stand -By Sheets 2Y 2Y GC §34090 Capital Improvement Projects (CIP) CL P CCP §337 et. seq., GC §34090 et seq.; DP Capital Improvement Projects (CIP) Unsuccessful 2Y 2Y GC §34090 Proposals Inspections: Park Bicycle Ways, Curbs, Playgrounds, 10Y 10Y CCP §337 et. seq., GC Sidewalks, etc. §34090 et seq.; DP Maintenance Pruning 5Y 5Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Page 5 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Parks & Recreation Commission Committee AUDIO RECORDINGS OF MEETINGS / AUDIO See Citywide See Citywide GC §54953.5(b); DP Boards and Commissions (created by City TAPES Retention Retention Council): See Citywide Retention Schedule Parks & Recreation Commission See Citywide See Citywide §34090 et seDP q.; Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention RetentionGC Council): See Citywide Retention Schedule Parks & Recreation Commission See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule Parks Master Plan P P GC §34090 et seq.; DP Pesticide Application / Use 2Y 2Y 3 CCR 6623(c), GC §34090 RECREATION, HUMAN AND NEIGHBORHOOD SERVICES Anaheim Motel Collaboration 2Y 2Y GC §34090 Anaheim Public Information, Inc. - MINUTES, P P GC §34090 et seq.; DP BYLAWS, AND INCORPORATION PAPERS Anaheim Public Information, Inc. —AGENDAS, 2Y 2Y GC §34090; DP AGENDA PACKETS Case Management Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Class (Registration) Database (M NDY) (MIDDY) GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Page 6 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Community Services Board See Citywide See Citywide GC §34090 et seq.; DP Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Community Services Board See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule Community Services Board AUDIO RECORDINGS OF MEETINGS / AUDIO See Citywide See Citywide GC §54953.5(b); DP Boards and Commissions (created by City TAPES Retention Retention Council): See Citywide Retention Schedule Cultural & Heritage Commission See Citywide See Citywide GC §34090 et seq.; DP Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Cultural & Heritage Commission See Citywide See Citywide GC §34090 Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule Cultural & Heritage Commission AUDIO See Citywide See Citywide GC §54953.5(b); DP Boards and Commissions (created by City RECORDINGS OF MEETINGS / AUDIO TAPES Retention Retention Council): See Citywide Retention Schedule Day Trips (One Day Excursions & Waivers) 2Y 2Y GC §34090 Facility Use Permits and Equipment Applications, 2Y 2Y GC §34090 Books, Waivers Incident Reports 2Y 2Y GC §34090 Parking Permits 2Y 2Y GC §34090 Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Page 7 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Personnel Files for Part-time Employees that are NOT 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) sent to Human Resources T+6Y T+6Y et seq., GC §§12946, 12960, (Applications, Backgrounds, Discipline, Performance 34090; 3105; LC §1198.5; Evaluations, Reprimands, etc.) 29 CFR 1602.14; DP 29 CFR 1627.3(b)(1)(v), GC Personnel Urinalysis / Drug & Alcohol Test Results that 5Y 5Y §§12946, 12960, 34090; 49 are NOT sent to Human Resources CFR 655.71 et seq.; 49 CFR 382.401 et seq.; DP Privilege Suspension Record 2Y 2Y GC §34090 et seq. Recreation Brochure / Activity Guide P P GC §34090 et seq.; DP Registration Forms, includes Hold Harmless 2Y 2Y GC §34090 Senior Citizen Commission / Older Adults Commission See Citywide See Citywide GC §54953.5(b); DP Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Senior Citizen Commission / Older Adults Commission See Citywide See Citywide GC §54953.5(b); DP Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule Senior Citizen Commission / Older Adults Commission See Citywide See Citywide Boards and Commissions (created by City AUDIO RECORDINGS OF MEETINGS / AUDIO Retention Retention GC §54953.5(b); DP Council): See Citywide Retention Schedule TAPES Sign -In Sheets 2Y 2Y GC §34090 Special Events / Special Event Contracts CL + 2Y CL + 2Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: COMMUNITY SERVICES Page 8 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Swimming Pool Chemicals / Additions 2Y 2Y GC §34090; 22 CCR 65523, DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Convention, Sports & Entertainment Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CONVENTION, SPORTS & ENTERTAINMENT Page 2 of 4 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Audits: Honda Center, etc. 2Y 5Y GC §34090 et seq.; DP Cash Receipts, Deposit Slips, Check Stubs 2Y 5Y GC §34090 et seq.; DP Change Fund / Petty Cash 2Y 5Y GC §34090 et seq.; DP Client Critiques / Surveys AV AV GC §34090 et seq. Preliminary documents Clients, Not Scheduled (Clients turned away from an AV AV GC §34090 et seq.; DP Preliminary drafts event) Community Center Authority (CCA) See Citywide See Citywide GC §54953.5(b); DP Boards and Commissions (created by City AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES Retention Retention Council): See Citywide Retention Schedule Community Center Authority (CCA) See Citywide See Citywide GC §34090 et seq.; DP Boards and Commissions (created by City AGENDAS, AGENDA PACKETS Retention Retention Council): See Citywide Retention Schedule Community Center Authority (CCA) See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES, BYLAWS Retention Retention Council): See Citywide Retention Schedule Community Center Authority (CCA): Financial Reports 2Y 5Y GC §34090 et seq.; DP Duty Manager's Report / Daily Checklist / Coordinator AV AV GC §34090 et seq.; DP Walk-throughs Event Business Management Reports AV AV GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CONVENTION, SPORTS & ENTERTAINMENT Page 3 of 4 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Event Business Management Software (EBMS) IND IND GC §34090 et seq.; DP Event Files 2Y 5Y GC §34090 et seq.; DP Event Line Up Sheets AV AV GC §34090 et seq.; DP Preliminary drafts Hazardous Waste / Certificates of Disposal — Disposal 5Y P 40 CFR 262.40, 8 CCR 2304(d)(1)(A), 22 CCR Receipts / Manifests 66262.40 Incidents CL CL +7Y GC §34090 et seq.; DP Theft, arson, vandalism, property damage or accidents Parking Citations / Permit Parking Citations 2Y 2Y GC §34090 Parking Lot Summary Sheets 2Y 5Y GC §34090 et seq.; DP Parking Permits / Hang Tags 2Y 2Y GC §34090 Parking Ticket Inventories 2Y 5Y GC §34090 et seq.; DP Partner Files: RFP, Agreement, Insurance Certificates, 2Y 5Y GC §34090 et seq.; DP Correspondence, etc. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CONVENTION, SPORTS & ENTERTAINMENT Page 4 of 4 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Personnel Files for Part-time Employees that are NOT 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) sent to Human Resources T+6Y T+6Y et seq., GC §§12946, 12960, (Applications, Backgrounds, Discipline, Performance 34090; 3105; LC §1198.5; 29 Evaluations, Reprimands, etc.) CFR 1602.14; DP 29 CFR 1627.3(b)(1)(v), GC Personnel Urinalysis / Drug & Alcohol Test Results that 5Y 5Y §§12946, 12960, 34090; 49 are NOT sent to Human Resources CFR 655.71 et seq.; 49 CFR 382.401 et seq.; DP Schedules — Events, Work Hours 2Y 2Y GC §34090 et seq.; DP Staff Meetings 2Y 2Y GC §34090 Minutes, Agendas Ticket Stock, Unused AV AV GC §34090 et seq.; DP Preliminary drafts Unused Ticket Log 2Y 2Y GC §34090 et seq. Visitors & Convention Bureau - Booking Sheets and 2Y 2Y GC §34090 Cancellations Billable Rent, Labor, & Services Information; Event Billings 5Y 5Y GC §34090; DP Service/Work orders; Invoices for damaged property Fixed Asset Additions Invoices from City Owned Venues 5Y 5Y GC §34090; DP Tenant and Receivable Reconciliations 5Y 5Y GC §34090; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Economic Development Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different es of individual documents. ................................................ ................................. :............................................................tY.P.................................................................................................................................................... _.................................................................................. _ _.................................................................... Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................,............................................................................ .................... ....... Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: ECONOMIC DEVELOPMENT Page 2 of 4 Resolution: 2025-067 Approved: July 15, 2025 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Property Management Case Files CL + 5Y CL + 5Y GC §34090 et seq.; DP 2 CFR 200.333; 24 CFR Real Estate Appraisal Reports (Acquisition or Sale, 2Y 5Y 91.105(h), 24 CFR 97.42(b), 24 CFR 570.502(a); Generally not a public record until purchase including tax -defaulted properties): Purchased 982.158, 884.214; 29 CFR completed 97.42, GC §34090 Real Estate Appraisal Reports: Not Purchased 2Y 2Y GC §§34090, 7928.705 Not public records/confidential Reconveyances (Paid Loans) 5Y 5Y GC §34090 et seq.; DP CCP §§ 337 et seq.; GC §§ Relocation Files CL + 1Y CL + 5Y 945, 34090, 34090.6; PC 832.5 2 CFR 200.334; 24 CFR Residential Rehabilitation Loans - No Recapture / CL + 5Y CL + 5Y 92.508(a)(c)(2) & 570.502(a), 982.158, Resale Restrictions 884.214; 29 CFR 97.42, GC 34090 2 CFR 200.334; 24 CFR, Residential Rehabilitation Loans - With Recapture / 92.508(a)(c)(2) & CL = After the Affordability Period terminates or Resale Restrictions CL + 5Y CL + 5Y 570.502(b), 982.158, the written agreement terminates, whichever is 884.214; 29 CFR 97.42, GC longer 34090 REDEVELOPMENT / SUCCESSOR AGENCY Economic Development where Redevelopment/Successor Agency is the Lead 2Y 2Y GC §34090 (Projects will vary over time - e.g. Proposed Hotels, etc.) Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: ECONOMIC DEVELOPMENT Page 3 of 4 Resolution: 2025-067 Approved: July 15, 2025 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Oversight Board of the Successor Agency 2Y 2Y GC §34090; DP AGENDAS, AGENDA PACKETS, STAFF REPORTS Oversight Board of the Successor Agency Appointed by Council; Retain until minutes have AUDIO RECORDINGS OF MEETINGS / AUDIO 30 days 30 Days GC §54953.5(b); DP been approved TAPES Oversight Board of the Successor Agency P P GC §34090(e) Appointed by Council MINUTES & BYLAWS Redevelopment / Capital Improvement Projects (CIP) Administration File; Ensure audit requirements are — Pre -Development, Construction, Administration & CL CL + 10Y GC §34090 et seq.; DP met Monitoring Redevelopment Construction Projects / Capital Permanent File: Plans, specifications, Improvement Projects (CIP) CL P GC §34090 et seq.; DP agreements, contracts, proposal, change orders, EIRs, Notice of Completion, etc. Redevelopment Plans / Successor Agency Property CL + 5Y P GC §34090; DP Management Plan Redevelopment/Successor Agency Project Files & Project Plans Including Environmental CL + 5Y P GC §34090; DP Documents, CIP Projects, Real Property records; Historically Significant Records Only Redevelopment/Successor Agency Project Files & Project Plans — OTHER THAN Environmental Documents, CIP 10Y 10Y GC §34090; DP Projects, Real Property records. Historically Significant Records Only Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: ECONOMIC DEVELOPMENT Page 4 of 4 Resolution: 2025-067 Approved: July 15, 2025 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Relocation Files Where Redevelopment/Successor CL + 1Y CL + 5Y CCP §§ 337 et seq.; GC §§ Agency is the Lead 945, 34090, 34090.6 Site Clearance / Soils Remediation / Mitigation P P GC §34090 et seq.; DP Statement of Indebtedness / Annual Report to State / Per requirements of AB-26, AB-1484, & State Controllers Report / Recognized Obligation 10Y 10Y GC §34090 subsequent related legislation Payment Schedules / Due Diligence Reviews Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Finance Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FINANCE Page 2 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION FINANCE / ADMINISTRATION Audit Committee See Citywide See Citywide See also City Administration / Audit. Boards and AUDIO RECORDINGS OF MEETINGS / AUDIO Retention Retention GC §54953.5(b); DP Commissions (created by City Council): See TAPES Citywide Retention Schedule Audit Committee See Citywide See Citywide GC §34090; DP Boards and Commissions (created by City Council): AGENDAS, AGENDA PACKETS Retention Retention See Citywide Retention Schedule Audit Committee See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City Council): MINUTES, BYLAWS Retention Retention See Citywide Retention Schedule Cost Allocation Report 2Y 7Y GC §34090 et seq.; DP External Audit Reports / Financial Reports, Annual / 5Y P GC §34090 et seq.; DP Annual Consolidated Financial Report (ACFR) External Audit Work Papers / Audit Schedules for 2Y 5Y GC §34090 et seq.; DP External Audits GC §34090 et seq.; Meets municipal government Financial Services Database (Min.110Y) (Min.110Y) auditing standards, and accommodates retention for Accounts Payable; DP FINANCE / ASSESSMENT DISTRICTS Acquisition Payment Files / Cost of Improvements / Improvement Purchases / Engineer's Reports for 2Y P GC §34090 et seq.; DP formation of CFDs Annual Assessments Transmitted to County Assessor 2Y 5Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FINANCE Page 3 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Assessment Districts / Maintenance Districts, CCP §§337. 337.1(a), Landscape & Lighting / Street Improvement District P P 337.15, 343; GC §34090; Projects / Community Facilities Districts DP Bonds: Debt Official Statements / Certificates of CCP §§336(a), 337.5(2); 26 Participations (COPs) CL CL + 10Y CFR 1.6001-1(e); GC Other City Financing & Work papers §43900 et seq.; DP Fiscal Agent Statements - Assessment Districts P P GC §34090 et seq.; DP FINANCE / BUDGET Budget Adjustments 3Y 5Y GC §34090 et seq.; DP Budget, Investment, and Technology Commission, etc. AUDIO RECORDINGS OF MEETINGS / AUDIO See Citywide See Citywide GC §54953.5(b); DP Boards and Commissions (created by City Council): TAPES Retention Retention See Citywide Retention Schedule Budget, Investment, and Technology Commission, etc. See Citywide See Citywide GC §§34090, 54960.1(c)(1); Boards and Commissions (created by City Council): AGENDAS, AGENDA PACKETS, STAFF REPORTS Retention Retention DP See Citywide Retention Schedule Budget, Investment, and Technology Commission, etc. See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City Council): MINUTES & BYLAWS Retention Retention See Citywide Retention Schedule Budgets - Adopted / Final P P GC §34090, 40802, 53901; DP Budgets - Proposed AV AV GC §34090 et seq.; DP Preliminary drafts Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FINANCE Page 4 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Budgets - Work Papers AV AV GC §34090 et seq.; DP Preliminary drafts FINANCE / ACCOUNTING 1099's / 1096, DE542 (California Report of 5Y 5Y 29 USC 436; 26 CFR 31.6001-1, R&T §19530, Independent Contractors) GC §34090; DP Accounts Payable Checks / Invoices and Backup 2Y 10Y GC §34090 et seq.; DP Monthly Accounts Payable Purchasing Card 2Y 5Y GC §34090 et seq.; DP Statements and Backup Accounts Receivable Invoices, Credit Card Slips for 1Y 5Y GC §34090 et seq.; DP Receivables - Includes DUI Invoices Bank Statements, Bank Reconciliations 2Y 5Y GC §34090, 26 CFR 31.6001-1; DP Cash Reconciliations: Adjustments, Receipts 1Y 5Y GC §34090 et seq.; DP Checks & Warrants, Includes Payroll 2Y 5Y GC §34090, CCP § 337; DP Depositor Trust Fund Receipts CL + 2Y CL + 5Y GC §34090 et seq.; DP Direct Deposits 5Y 5Y GC §34090 et seq.; DP Escheat 2Y 5Y CCP §§340(4); GC §34090; DP Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FINANCE Page 5 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Fixed Assets L + 2Y L + 5Y GC §34090 et seq.; DP Fixed Asset Working Papers 2Y 5Y GC §34090 et seq.; DP Journal Vouchers / Journal Entries 2Y 5Y GC §34090, CCP § 337; DP Management Reports / Measure "A" / GANN Limit 5Y 5Y GC §34090 et seq.; DP Notices to Bill 1Y 5Y GC §34090 et seq.; DP Reports: Annual State or Federal: State Controller's 10Y 10Y GC §34090 et seq.; DP Report, etc. Reports from Financial System: General Ledger AV AV GC §34090 et seq.; DP Preliminary drafts Reports, Trial Balance, Warrant Registers, etc. 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - Tax Returns - Except for Payroll 2Y 5Y 516.6, 29 USC 436, GC §34090; 26 CFR 31.6001-1; DP W-9s 2Y CL + 3Y GC §34090 et seq.; IRS Audit Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FINANCE Page 6 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION FINANCE / PAYROLL 26 CFR 31.6001-1, R&T Employee Payroll File (Includes W-4s) T + 2Y T + 5Y §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090; DP Garnishments CL + 5Y CL + 5Y GC §34090 et seq.; DP Labor Distribution Reports NR NR GC §34090 et seq.; DP Preliminary drafts 26 CFR 31.6001-1, R&T Payroll Adjustments 2Y 5Y §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 Payroll Check Register 2Y P GC §34090 et seq.; DP 26 CFR 31.6001-1, R&T PERS Summary, Annual / CalPERS Annual Report 2Y 15Y §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090; DP Reports: Employee Deductions, Payroll Reports AV AV GC §34090 et seq.; DP Preliminary drafts Salary Records AV AV GC §34090 Copies; See Human Resources Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FINANCE Page 7 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION 26 CFR 31.6001-1, R&T Taxes - Withholding, Per Pay Period, Monthly, §19530; 29 CFR 516.5 - Quarterly, Yearly Payroll Tax Reports, DE-6 & 941 2Y 5Y 516.6, 29 USC 436, GC Forms; IRS 5500 Forms (Employee Benefit Plans) §34090; 26 CFR 31.6001-1; DP 26 CFR 31.6001-1, R&T W-2's 2Y 5Y §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090; DP FINANCE / PURCHASING Equipment Leases L + 2Y L + 2Y GC §34090 et seq.; DP Excluding computer leases maintained by Information Technology Division Formal Bids - Successful 2Y 5Y GC §34090 et seq.; DP Formal Bids — Unsuccessful 2Y 2Y GC §34090 et seq. Purchase Orders & Master Agreements 2Y 5Y CCP §337 et. seq., GC §34090; DP FINANCE / INFORMATION SERVICES Used for Disaster Recovery Purposes only; Preliminary drafts; Data backups are taken at Computer Backups / Disaster Recovery Computer AV AV GC §34090 et seq. varying intervals depending on the defined server Backups data type and are for purposes of system restoration only, in the event of server failure (See AR 155) Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FINANCE Page 8 of 8 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Computer Leases L + 2Y L + 2Y GC §34090 et seq. See Citywide Retention Schedule; Some layers GIS Database / Data / Layers AV - P AV - P GC §34090 et seq. need to be retained Permanently; Preliminary drafts; Lead Departments maintain data IT Service Requests AV AV GC §34090 et seq. Preliminary drafts Network Configuration Maps & Plans AV AV GC §34090 et seq. Preliminary drafts Software Licenses, Warrantees, Installation Media AV AV GC §34090 et seq. Preliminary drafts Telephone Invoice Backup (not sent to Financial 2Y 5Y GC §34090 et seq.; DP Services) Video Recordings — Not Ongoing City Operations AV AV GC §34090 et seq. Preliminary drafts Video Recordings — Ongoing City Operations 1Y 1Y GC §34090.6(a) Retention Codes: AU = Audit; AV = Administrative Value: CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; NR = Non -Record; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Fire & Rescue Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 2 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION FIRE ADMINISTRATION Case Files / Claims: Office of Emergency Services / FEMA Reports / FEMA Reimbursements / EOC CL + 10Y CL + 10Y GC §34090 et seq.; DP Activations / Strike Team Reimbursements Public Information / Disaster Preparedness Public 2Y 2Y GC §34090 et seq.; DP Education Fire Incident Reports AV AV GC §34090 et seq.; DP Preliminary drafts GC §34090 et seq.; If used for Inspections, California Fire Code requires 5 years or Life of the Structure or Fire Incident RMS Database IND - P IND - P Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 — 104.6.4; DP Personnel Medical Files for Fire Employees — Includes 8 CCR §3204(d)(1) et seq., Respiratory Fit Tests (PPE Fit Tests), Medical T + 30Y T + 30Y 8 CCR 10102, 15400.2; GC §§12946, 12960, 34090 et Examinations, and Vaccination Consents seg.; DP Historical Fire Incidents P P GC §34090 et seq.; DP Homeland Security Clearances P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 3 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION ISO Insurance Ratings 15Y 15Y GC §34090 et seq.; DP Mutual Aid Agreements, Joint Power Authorities AV AV GC §34090.7 Copies; See also City Clerk Programs and Projects 2Y 2Y GC §34090 et seq.; DP Reports: Monthly (MetroNet) AV AV GC §34090 et seq.; DP Preliminary drafts Resources: All Subjects (Amateur Radio Members, Emergency Broadcast System, Law Enforcement, AV AV GC §34090 et seq.; DP Preliminary drafts Vendors, Schools, Shelters, etc.) CUPA / CaIARP Aboveground Storage Tank Verifications 5Y 5Y 27 CCR§15185 & 15280; GC §34090; DP Annual Waste Minimization Certification 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP Business Forms: Owner / Operator, Activities, HazMat 5Y 5Y 27 CCR §15185 & 15280; Disclosures, etc. GC §34090; DP Collection Call Reports 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP Complaint Files / Requests for Services 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 4 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Consolidated Contingency Plan / Business Emergency E + 2Y E + 2Y GC §34090 et seq.; DP Plan / Emergency Response Plans Correction Notice 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP Correspondence with Regulatory Agencies 5Y 5Y GC §34090 et seq.; DP CUPA Business Advisory Group 5Y 5Y GC §34090 et seq.; DP CUPA Consolidated Permits E + 5Y E + 5Y 27 CCR §15185 & 15280; GC §34090; DP CUPA Hazardous Waste Data Entry Form 5Y 5Y 27 CCR §15185 & 15280; GC §34090; DP 27 CCR §15185 & 15280; GC §34090; 19 CCR 5090.6, CUPA Self -Audit (City Facilities) 6Y 6Y 19 CCR 5100.8, 19 CCR Retain 2 most recent compliance audits, or 6 years 5090.7, 19 CCR 5100.8, 19 CCR 5100.6; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 5 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS FEP Facility File - 5 year forms: CalARP and CUPA: Inspections, Permits, Reports, Correspondence, Financial Assurance / Responsibility, Chain of Custody, Estimated Closure Costs, Facility Status Change Form, Final Demand for Payment, 23 CCR 2712(b); H&S Hazardous Materials Inspections, Lab Results, §25284.2(i);.27 CCR 15185 Monitoring System Certification, Remote Waste 5Y 5Y & 15280; GC §34090; 19 Consolidation, Tank Closure Certification, Integrity CCR 2775.1, 19 CCR Testing, Leak Detection, Notice of Violation, Prop 65 5090.7 DP Notification, Public Notice, Return to Compliance Certificates, Revised CUPS Consolidated Permit, Secondary Containment Testing, SPCC Plan Status Referral Form, Spill Bucket Testing, Tier II Inventory Forms, TP Inspections, UST Unauthorized Release (Leak) / Contamination Site Report, etc. FEP Facility File - Superseded + 5 year forms: CalARP and CUPA: Designated Operator Notification, and Agreement, Hazardous Materials Business Plan 23 CCR 2712(b); H&S Certification, Inventory Form, Determination Form, §25284.2(i); 19 CCR 2760 et Generator Application, Onsite hazardous Waste S + 5Y S + 5Y se'' 27 CCR15185 & Treatment Notification, Permit to Operate UST, Risk 2 19 CCR 2775.1, 19 Management Plan, Site Map, TP Process CCR 090.7 GC §34090; DP CCR 5 Combinations, TP Units Page, UST Facility Form / Facility Information, UST Installation Certificate, UST Monitoring Plan, UST Plot Plan, UST Response Plan, UST Tank Information, etc. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 6 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Hazardous Materials Area Plan S + 5Y S + 5Y GC §34090 et seq.; DP Hazardous Waste Transporter Registration 2Y 2Y GC §34090 HMS Income Statements / EPS Balance Sheets 5Y 5Y GC §34090 et seq.; DP Inspection and Enforcement Committee Meeting 5Y 5Y GC §34090 et seq.; DP 19 CCR 2755 et seq.; 19 CCR 2760 et seq.; 27 Investigations: Hazardous Materials CL + 5Y CL + 5Y CCR15185 & 15280; GC §34090; 19 CCR 2775.1, 19 CCR 5090.7 19 CCR 2755 et seq.; 19 Judgments / Legal Settlements (includes Small Claims 5Y 5Y CCR 2760 et seq.; 27 Court) CCR15185 & 15280; GC §34090 Plan Checks - CUPA (Facility Closures, USTs) AV AV GC §34090.7 Preliminary drafts SHARP Files (Pick Up, Work Forms) 5Y 5Y GC §34090 et seq.; DP Specifications / Requirements for Hazardous Materials S + 5Y S + 5Y GC §34090 et seq.; DP & USTs Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 7 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION EMERGENCY PREPAREDNESS Citizen's Emergency Response Training (CERT) / 10Y 10Y GC §34090 et seq.; DP Neighborhood Training EOC Activations & After Action Reports CL + 10Y CL + 10Y GC §34090 et seq.; DP FIRE MARSHAL / FIRE PREVENTION Building Occupancy Files L / 5Y L / 5Y CFC §§ 104.6 — 104.6.4, GC §34090 Life of building, with a minimum of 5 years Conditions of Approval AV AV GC §34090 et seq. Copies Fire Code Permits / Special Event Permits / Fire Works Permits / Explosives Permits / Pyrotechnic 2Y 2Y GC §34090; et seq. Permits Historical Records P P GC §34090 et seq., DP Inspections: Life Safety - ROUTINE 5Y 5Y CFC §§ 104.6 — 104.6.4, GC §34090 Inspections: Life Safety - STD 850 FORM (Healthcare P P CFC §§ 104.6 — 104.6.4, GC Providers, etc.) §34090; DP Investigation Reports - Capital Crimes & Suspected P P CFC §§ 104.6 — 104.6.4, GC Capital Crimes (Arson, etc.) §34090; DP Investigation Reports - Criminal & Citations CFC §§ 104.6 — 104.6.4, GC (Administrative, Infraction, or Misdemeanor), Service 5Y 5Y §34090; DP Requests Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 8of10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Juvenile Fire Setter MIN 5Y or 18 MIN 5Y orAge Age 18 GC §34090 et seq., DP Knox Box L L GC §34090 et seq.; DP GC §34090 et seq.; CFC Fire sprinkler, safety plans, construction Plans - Construction, Building Plans L L §106.4; DP documents are required to be retained for completion + 180 days. Weed Abatement 2Y 5Y GC §34090 et seq.; DP Apparatus & Equipment Records & Testing L + 2Y L + 2Y 8 CCR §3203(b)(1), CCP §340.5, GC §34090 8 CCR §3203 et seg29 CFR Personnel Training File T + 5Y T + 5Y 1602.31, LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b); 53237.2(b); DP Station Log Books 2Y P GC §34090 et seq.; DP Vehicle Safety Checks / Daily Vehicle Inspections / 2Y 2Y GC §34090 Daily Equipment Checks OPERATIONS / EMERGENCY MEDICAL SERVICES 21 CFR §1304.04, 1310.04; Controlled Substance Logs and Inventories 7Y 7Y 22 CCR 70263 and 71233; FA §32003(e), B&P 4081 3 years are required GC §34090.6, DP Dispatch Calls, Recordings 3Y 3Y 13 CCR 1100.7, GC §34090.6 Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 9of10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Employee Injury File / Industrial Accidents AV AV GC §34090 et seq.; DP Copies EMS Complaints / CQI (Continuous Quality 13 CCR 1100.7, CFC Improvement) / Quality Assurance 3Y 3Y §§104.6 - 104.6.4; CCP §340.5, GC §34090 HIPAA Policies and Procedures S + 6Y S + 6Y 24 CFR 164.5300) Mandated Reporting: Child Abuse, Elder Abuse, etc. 2Y 2Y GC §34090 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 22 Paramedic Training Files / Paramedic Certificates E + 4Y E + 4Y CCR 100395. 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090 et seq.; DP 13 CCR 1100.7, CCP §340.5, GC §34090; H&S §123145; 42 CFR 482.24(b); Patient Care Reports / PCRs / Paramedic Release 3Y 10Y 9 CCR 9444, 22 CCR Forms: ADULTS 70751(c) & 71551(c); 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 10 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 13 CCR 1100.7, CCP §340.5, GC §34090; H&S §123145; 42 CFR 482.24(b); Patient Care Reports / PCRs / Paramedic Release 3Y 20Y 9 CCR 9444, 22 CCR Forms: JUVENILES 70751(c) & 71551(c); 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; DP Vaccination Consent AV 10Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Housing & Community Development Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. ..................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different es of individual documents. ................................................ ................................. :............................................................tY.P.................................................................................................................................................... _.................................................................................. _ _.................................................................... Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................,............................................................................ .................... ....... Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HOUSING & COMMUNITY DEVELOPMENT Page 2 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION CDBG (COMMUNITY DEVELOPMENT BLOCK GRANTS) Applications - CDBG - Unsuccessful 2Y 2Y GC §34090 et seq. 2 CFR 200.334; 24 CFR, CDBG & Subrecipient Files 2Y 5Y 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; Ensure audit requirements are met prior to OMB Circular A-133.320(g); destruction. GC §34090; GC §8546.7 HOUSING / AFFORDABLE HOUSING 2 CFR 200.334; 24 CFR Affordable Housing Projects &Services -Loans or CL + 2Y CL + 5Y 92.508(a)(c)(2) & 570.502(b), 982.158, CL =After the Affordability Period terminates or the Grants 884.214; 29 CFR 97.42, GC written agreement terminates, whichever is longer §34090 Applications for Loans, Rejected (First Time Home 5Y 5Y GC §34090 et seq.; DP Buyers, Rehabilitation, etc.) Consolidated Action Plan E + 5Y E + 5Y 24 CFR 91.105(h) Consolidated Annual Performance and Evaluation E + 5Y E + 5Y 24 CFR 91.105(h) Review (CAPER) Emergency Shelter Grants (ESG), Environmental P P GC §34090 et seq.; DP Remediation Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HOUSING & COMMUNITY DEVELOPMENT Page 3 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & Emergency Shelter Grants (ESG) / Emergency 2Y 5Y 570.502(a), 982.158, Ensure audit requirements are met prior to Rental Assistance Program (ERAP) 884.214 OMB Circular A- destruction. 133.320(g); GC §34090; GC §8546.7 General Plan - Housing Element P P GC §34090 et seq.; DP HAP —Housing Assistance Payments 13Y 13Y GC §34090 et seq.; DP Housing and Community Development Commission See Citywide See Citywide Boards and Commissions (created by City AUDIO RECORDINGS OF MEETINGS / AUDIO Retention Retention GC §54953.5(b); DP Council): See Citywide Retention Schedule TAPES Housing and Community Development Commission See Citywide See Citywide GC §34090(e) Boards and Commissions (created by City MINUTES & BYLAWS Retention Retention Council): See Citywide Retention Schedule Housing and Community Development Commission See Citywide See Citywide GC §§34090, 54960.1(c)(1); Boards and Commissions (created by City AGENDAS, AGENDA PACKETS, STAFF REPORTS Retention Retention DP Council): See Citywide Retention Schedule Housing / Capital Improvement Projects (CIP) — Pre- Administration File; Ensure audit requirements are Development, Construction, Administration & CL CL + 10Y GC §34090 et seq.; DP met. Monitoring Housing / Construction Projects / Capital Permanent File: Plans, specifications, agreements, Improvement Projects (CIP) CL P GC §34090 et seq.; DP contracts, proposal, change orders, EIRs, Notice of Completion, etc. 2 CFR 200.333; 24 CFR HUD Annual Reports (e.g., CAPER, HOME Match 5Y 5Y 570.502(a), 982.158, Report, etc.) 884.214; 29 CFR 97.42; GC §34090 Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HOUSING & COMMUNITY DEVELOPMENT Page 4 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION HUD Programs and Reports (HAP -Housing 2 CFR 200.333; 24 CFR 92.508 )(a c)(2) & Assistance Payments, Minority Business Enterprise, 2Y 5Y 570.50()( ), 982.158, Neighborhood Councils, Neighborhood Preservation, 884.214; CFR 97.42, GC etc.) §34090 2 CFR 200.333; 24 CFR Neighborhood Preservation: Deferred Payment CL + 2Y CL + 5Y 92.508(a)(c)(2) & 570.502(a), 982.158, Program 884.214; 29 CFR 97.42, GC §34090 Property Management Case Files CL + 5Y CL + 5Y GC §34090 et seq.; DP 2 CFR 200.333; 24 CFR 85.42(b), 24 CFR 91.105(h), Real Estate Appraisal Reports (Acquisition or Sale, 2Y 5Y 24 CFR 97.42(b), 24 CFR Generally not a public record until purchase including tax -defaulted properties): Purchased 570.502(ab); 982.158, completed 884.214; 29 CFR 97.42, GC §34090 Real Estate Appraisal Reports: Not Purchased 2Y 2Y GC §§34090, 6254(h) 7928.705 Not public records/confidential Reconveyances (Paid Loans) 5Y 5Y GC §34090 et seq.; DP CCP §§ 337 et seq.; GC §§ Relocation Files CL + 1Y CL + 5Y 945, 34090, 34090.6; PC 832.5 Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HOUSING & COMMUNITY DEVELOPMENT Page 5 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION 2 CFR 200.334; 24 CFR Residential Rehabilitation Loans - No Recapture / CL + 5Y CL + 5Y 92.508(a)(c)(2) & 570.502(b), 982.158, Resale Restrictions 884.214; 29 CFR 97.42, GC §34090 2 CFR 200.334; 24 CFR Residential Rehabilitation Loans -With Recapture / CL + 5Y CL + 5Y 85.508(a)(c)(2) & 92 42, . 570.502(b), 982.158, CL =After the Affordability Period terminates or the Resale Restrictions 884.214; 29 CFR 97.42, GC written agreement terminates, whichever is longer §34090 2 CFR 200.334; 24 CFR Section 8 Administrative Records 7Y 7Y 982.158; 884.214; 29 CFR 97.42; HUD Notice PIH 98- 48, 99-49; GC §34090 Section 8 Applications for Program — Disqualified or 3Y 3Y 2 CFR 200.334; 24 CFR not placed 982.158, GC §34090 D7Y) D7Y) GC §34090; HUD Notice Section 8 Database (Min (Min PIH 98-48, 99-49; GC Minimum 7Y §34090 2 CFR 200.334; 24 Section 8 Funding Applications 7Y 7Y CFR982.158; 29 CFR 97.42; HUD Notice PIH 98- 48, 99-49; GC §34090 Section 8 Public Housing Agency Plans P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HOUSING & COMMUNITY DEVELOPMENT Page 6 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION 2 CFR 200.334; 24 CFR Section 8 Tenant Files - WITH Unpaid Balances CL + 2Y P 982.158; 29 CFR 97.42; HUD Notice PIH 98-48, 99- 49; GC §34090 2 CFR 200.334; 24 CFR Section 8 Tenant Files - WITHOUT Unpaid Balances CL CL + 3Y 982.158; 29 CFR 97.42; HUD Notice PIH 98-48, 99- 49; GC §34090 2 CFR 200.334; 24 CFR Section 8 Voucher Management System (VMS) 7Y 7Y 982.158; 29 CFR 97.42; Report HUD Notice PIH 98-48, 99- 49; GC §34090 Section 8 Waiting List 3Y 3Y 24 CFR 982.158, GC §34090 Housing Programs: Affordable Housing Projects, 2 CFR 200.334; 24 CFR, CL = After the Affordability Period terminates or the Rehabilitation, First Time Home Buyers, Community CL + 5Y CL + 5Y 92.508(a)(c)(2) & written agreement terminates, whichever is longer Housing Development Organizations, CDBG & 570.502(a), 29 CFR 97.42, HOME, etc. GC §34090 Deeds and Insurance are sent to City Clerk. Site Clearance / Soils Remediation / Mitigation P P GC §34090 et seq.; DP WORKFORCE DEVELOPMENT Workforce Development Five-year Strategic Plan E + 5Y E + 5Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HOUSING & COMMUNITY DEVELOPMENT Page 7 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & Workforce Development Grants / Program Files 1403.42(b); 24 CFR (Records include, but are not limited to, Master 91.105(h), 92.505, & Ensure audit requirements are met prior to Subgrant Agreement, Monitoring Reports 2Y 5Y 570.502(a), 28 CFR 66.42; destruction. (Program/EEO/Fiscal/Procurement/Training 29 CFR 97.42; 40 CFR providers), County of Orange CalWORKs 31.42; 44 CFR 13.42; 45 Agreement) CFR 92.42; OMB Circular A-133.320(g); GC §34090; 31 USC 7502 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 91.105(h), 92.505, & Workforce Development Participant Case Files, 2Y 5Y 570.502(a), 28 CFR 66.42; Procurement Records, Property Inventory 29 CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB Circular A-133.320(g); GC §34090; 31 USC 7502 Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Human Resources Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HUMAN RESOURCES Page 2 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION HUMAN RESOURCES 1095-C, 1094-C (Employer -Provided Health Insurance 5Y 5Y Form Instructions; GC Offer and Coverage & Transmittal Form) §34090 et seq. Affirmative Action / Equal Opportunity Employment - 3Y 3Y 29 CFR 1602.30; 29 CFR EEOC Reports (EEO-4 Reports) 1602.32 29 CFR 1602.31 & Classification / Reorganization Studies 3Y 3Y 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; DP COBRA Participant Files CL + 5Y CL + 5Y GC §34090 et seq.; DP 29 CFR 1602.31 & Compensation Surveys & Studies 3Y 3Y 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; DP 29 CFR 1602 et seq. & 1627.3(a)(5) and (6), 2 CCR Eligibility Lists 4Y 4Y 11013(c)), 8 CCR §11040.7(7).(C)), GC §§12946, 12960, 34090;DP 9 CFR 1627.3(b)(2); 29 USC Employee Benefit Plans / Insurance Policies CL + 2Y CL + 2Y 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §34090; DP Equal Opportunity Employment - Complaints / California Civil Rights Department (CRD) /_Department T + 4Y T + 4Y 2 CCR 11013(c); GC of Fair Employment & Housing (DFEH or EEOC) §§12946, 12960, 34090; DP Claims / Harassment Claims —Employees Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HUMAN RESOURCES Page 3 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Equal Opportunity Employment - Complaints / California Civil Rights Department (CRD) / Department CL + 4Y CL + 4Y 2 CCR 11013(c); GC of Fair Employment & Housing (DFEH or EEOC) §§12946, 12960, 34090; DP Claims / Harassment Claims —Non-Employees 29 CFR 1602.31 & Grievances / Employee Rights / Arbitration / T + 4Y T + 4Y 1627.3(b)(ii), GC §§12946, Investigations 12960, 34090; 29 USC 1113, LC 1174; DP Health Council 2Y 2Y GC §34090 IND IND Matches retention for Human Resources Management Database (Min. T + (Min. T + Personnel files; GC §34090 30Y) 30Y) et seq.; DP 29 CFR 1602.31 & Job Descriptions / Job Classifications / Job 1627.3(b)(2), 8 CCR Specifications 5Y 5Y §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113; DP Labor Relations 10Y 10Y GC §34090 et seq.; 29 CFR 405.9; DP MOUs / Memoranda of Understanding AV AV GC §34090.7 Copies Negotiation Binders - Notes, Side Letters, P P GC §34090 et seq.; 29 CFR Correspondence, Interpretations, etc. 405.9; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HUMAN RESOURCES Page 4 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION 29 CFR 1602.14 1627.3(b)(2), 8 CCR Personnel Files - All City Employees T + 5Y T + 30Y §3204(d)(1) et seq., GC See Citywide Retention Schedule for retention of §§12946, 12960, 34090; department -level personnel files. 53235.2(b); 29 USC 1113; LC §1198.5 DP 8 CCR 5144, 8 CCR Personnel Files - Medical Records (all City employees) 15400.2; 8 CCR §3204(d)(1) Breathing Apparatus Fit Tests may also be FMLA / Disability Accommodations / Requests T + 5Y T + 30Y et seq., GC §§12946, 12960, retained in Fire's Medical File. Leaves 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP IND IND Matches retention for Personnel Management / Benefits Database (Min. T + (Min. T + Personnel files; GC §34090 30Y) 30Y) et seq.; DP Personnel MAPS documentation (Performance See Citywide See Citywide GC §34090 et seq.; DP See Citywide Retention Schedule; Preliminary Evaluations) Retention Retention drafts 8 CCR §3204(d)(1) et seq., Pre -Employment Physicals, DOT Physicals T + 1Y T + 30Y GC §§12946, 12960, 34090; DP 29 CFR 1602 et seq & D4Y) D4Y) 1627.3(a)(5) and (6), 2 CCR Recruitment / Applicant Tracking Database (NeoGov) (MIN (MIN 11013(c,) 8 CCR §11040.7(C), GC §§12946, 12960, 34090; DP 29 CFR 1602 et seq & Recruitment Files 1627.3(a)(5) and (6), 2 CCR (Includes Applications, Advertisements, Job Brochures, 4Y 4Y 11013(c),8 CCR Test Data, Rating Sheets, Questions, etc.) §11040.7(7(C)), GC 12946, 12960, 34090; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HUMAN RESOURCES Page 5 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Retirement Program (PERS) - Contract Administration 10Y 10Y CCP §337 et. seq., GC Files §34090; DP Studies & Surveys Conducted on Behalf of the City 3Y 3Y GC §34090 et seq.; DP (Attrition, Benefits, Succession Planning, etc.) Workplace Violence Incident Logs / Workplace LC §6401.9(f); GC §34090 Violence Plans, Training 5Y 5Y DEFERRED COMPENSATION Deferred Compensation Action Reports 2Y 5Y GC §34090 et seq.; DP Deferred Compensation Committee: Agendas, Agenda P P GC §34090 et seq.; DP Packets, Minutes Deferred Compensation Committee: Correspondence 2Y 2Y GC §34090 Deferred Compensation Participant Files - Retired CL + 4Y CL + 4Y GC §§12946, 12960, 34090; CL = Zero Balance Employees DP Deferred Compensation Participant Files - Separated CL + 3Y CL + 7Y 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, CL = Zero Balance Employees 12960, 30490 DP Deferred Compensation Plan T + 5Y T + 5Y 29 CFR 1627.3(b)(2); GC §§12946, 12960, 34090; DP Deferred Compensation Quarterly Rate Sheets AV AV Not City Records Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HUMAN RESOURCES Page 6 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Deferred Compensation Reports AV AV GC §34090 et seq.; DP Preliminary drafts Deferred Compensation Wire / ACH Receipt 2Y 2Y GC §34090 Confirmations RISK MANAGEMENT Accident Reports That Do Not Result in a Claim / 2Y 2Y GC §34090 Patron Injury Reports Actuarials 10Y 10Y GC §34090 et seq.; DP CCP §§ 337 et seq.; GC §§ Claims - Liability CL + 1Y CL + 5Y 911.2, 34090, 34090.6; PC §832.5; DP DMV - Employee Certification Form T T GC §34090 et seq.; DP Drug Testing Program / DOT Testing - Eligible Pool 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 Lists, Drug & Alcohol Test Results, Training, BIT 5Y 5Y CFR 655.71 et seq.; 49 CFR Inspections, etc. 382.401 et seq.; DP Fire Inspection & Facility Safety Inspection Reports 5Y 5Y GC §34090 et seq.; DP Insurance Policies, City: General Liability, Property, GC §§36507, 34090; PC Public Employee Bonds / Fidelity Bonds / Dishonesty, P P §§801.5, 803(c); DP etc. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: HUMAN RESOURCES Page 7 of 7 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION OSHA Inspections & Citations, Log 200 and Log 300, 2Y 5Y 8 CCR §3203(b)(1), GC 301, 301A, etc. §34090; LC §6429(c); DP Risk Management Database IND (Min. CL + IND (Min. CL + Matches Claims retention; 5Y) 5Y) GC §34090 et seq.; DP Unemployment Insurance Claims 2Y 5Y GC §34090 et seq.; DP 8 CCR 5144, 8 CCR Workers' Compensation / Employee Accident Reports CL P 15400.2; 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, — Future Medical Awards 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP 8 CCR 5144, 8 CCR Workers' Compensation / Employee Accident Reports CL T + 30Y 15400.2; 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, — No Future Medical Award 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Planning Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PLANNING Page 2 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION BUILDING SERVICES Building Inspection Activity Reports 2Y 2Y GC §34090 Inspector Log GC §34090 et seq.; Building Building Permit Database IND - P IND - P Permits are required for the Life of the Building; H&S 19850; DP Building Permits / Building Address Files 1Y P GC §34090; H&S §19850; DP Sub Contractors / Professional Services List (Business 2Y 2Y GC §34090 License Division) Structural Calculation for Low -Rise Structures 2Y 2Y GC §34090; H&S §19850 Structural Calculation for High -Rise Structures (4+ 2Y P GC §34090; H&S §19850; stories) DP Soils Reports 1Y P GC §34090 et seq.; DP Title 24 Energy Forms AV AV GC §34090 et seq.; DP Preliminary drafts Building Plan Checks — Not approved AV AV GC §34090 et seq.; DP Preliminary drafts Issued Building Plans - Void or Withdrawn AV AV GC §34090 et seq.; DP Preliminary drafts Building Plans - Industrial, Commercial, Multi -Family and Single -Family Residential Dwellings and CBC §§104.7 & 107.5, H&S Appurtenances, Places of Public Accommodation, CL + 6M P §19850, GC §34090 Tenant Improvements, Production Homes, Title 24 Energy Calculations and Modification Requests Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PLANNING Page 3 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Certificates of Occupancy P P GC §34090 et seq.; DP Requests & Permissions to Receive Copies of Plans 2Y 2Y GC §34090 Uniform Building Codes / California Building Code P P GC §50022.6; DP Books COMMUNITY PRESERVATION AND LICENSING (CODE ENFORCEMENT AND BUSINESS LICENSES) Business License Database IND (Min. 2Y) IND (Min. 2Y) GC §34090 et seq.; DP Business Licenses Renewals 2Y 2Y GC §34090 et seq.; DP Code Enforcement / Abatement Case Files CL + 2Y CL + 2Y , GC §34090; DP Code Enforcement Database IND (Min. 2Y) IND (Min. 2Y) GC §34090 et seq.; DP Graffiti Removal Consent Forms / Authorizations 2Y 2Y GC §34090 Parking Citations 2Y 2Y GC §34090 Regulatory Permits (Business License) CL + 2Y CL + 2Y GC §34090 et seq.; DP Bingo, Peddlers, Solicitors, Operations, and Short -Term Rentals (STR), etc. Taxi Company / Cab Permits L L + 5Y GC §34090 et seq.; DP 10-Year Franchises Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PLANNING Page 4 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Transient Occupancy Tax / TOT CL + 2Y CL + 5Y GC §34090 et seq.; DP PLANNING SERVICES Annexations / Boundaries / Consolidations / LAFCO 2Y P GC §34090 et seq.; DP Census, Demographics AV AV Not City records Enterprise Zone Applications and Voucher Records 5Y 5Y 25 CCR §8463(a)(3) Golden Door Properties, LLC v. Superior Court of San Environmental Impact Reports (EIRs), Negative Project Project Diego County (County of Declarations, etc. / CEQA Approval or Approval San Diego, et al., Real Correspondence and staff notes that provide insight Denial + 2 Denial + 2 2 Parties in Interest) into the project or the agency's CEQA compliance with (D076605, DO76924, respect to the project years years D076993) (4th Dist. 2020); 53 Cal.App.5t" 733; PRC 21167,6; GC §34090 Environmental Impact Reports (EIRs), Negative P P 14 CCR §15095(c); GC Declarations, etc. §34090; DP General Plan Working Papers AV AV GC §34090 et seq.; DP Preliminary drafts General Plan, Elements and Amendments P P GC §34090.7; DP Copies; See City Clerk Master Plans, Area Development Plans, Specific Plans, P P GC §34090 et seq.; DP etc. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PLANNING Page 5 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Planning Commission ACTION AGENDAS P P GC §34090 et seq.; Records Prior to August 1, 2011 Planning Commission P P GC §34090(e), GC Meetings of legislative bodies ACTION AGENDAS WITH EMBEDDED AUDIO §54953.5(b) Planning Commission P P GC §34090 AGENDA PACKETS Planning Commission P P GC §34090(e) MINUTES & BYLAWS Planning Commission AUDIO RECORDINGS OF MEETINGS / AUDIO 5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies TAPES Planning Commission P P GC §34090(e) RESOLUTIONS Planning Project Files / Case Files - Incomplete or AV AV GC §34090 et seq.; DP Preliminary drafts Withdrawn Planning Project Files / Case Files — Approved, Denied, P P 14 CCR §15095(c); or Expired GC§§34090, 34090; DP GC §34090 et seq.; Planning Planning Services Database IND - P IND - P Permits & Entitlements are Permanent; DP Conceptual Development Review File ( No Final AV AV GC §34090 et seq.; DP Preliminary drafts Application) Project Log Index / Spreadsheet / Binders of Historic P P GC §34090 et seq.; DP Actions Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PLANNING Page 6 of 6 Resolution: 2025-067 Approved: July 15, 2025 Previous approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Regional Organizational Studies & Programs where other Agencies are the Lead (e.g. Air Quality Studies, etc.) AV AV Not City records Regulatory Permits (Land Use) P P GC§34090; DP Special Event Permits CL + 2Y CL + 2Y GC§34090 Special Studies (Not related to a specific project) 2Y 2Y GC §34090 et seq.; DP Time Tracking Reports & Certifications 2Y 2Y GC §34090 et seq.; DP Zoning Administrator Decisions / Resolutions P P GC §34090(e) Zoning Verification Letter P P GC §34090 et seq.; DP Zoning Maps P P GC §34090; DP PLANNING TECHNOLOGY SYSTEMS GIS - Address Assignments P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Police Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 2 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION CHIEF OF POLICE / INTEL & JTTF / PIO / SB1421 / PROFESSIONAL STANDARDS Claims - Liability AV AV GC §§ 911.2, 34090, Official copy at Human Resources / Risk 34090.6; PC §832.5; DP Management and City Clerk Telephone Invoice Backup / Cell Phone Detail 2Y 10Y GC §34090 et seq.; DP Not sent to Finance Department 29 CFR 1602.31 & Grievances AV AV 1627.3(b)(ii), GC §§12946, Official copy at Human Resources (T + 3Y) 12960, 34090, LC 1174; DP Reports and Studies Regarding Police Operations 2Y 2Y GC §34090 et seq. STOP Source Data, Audit Log / Racial and Identity 3Y 3Y 11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, Profiling Act (RIPA) Annual Report 34090 et seq. Report to the State Commission on Peace Officer Standards and Training (POST Commission) of peace 2Y 2Y GC §34090 et seq. officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9 Officer Recordings: Body -Worn Cameras — Homicide, IND IND PC§ 832.18(b)(5)(E); GC Orange County DA recommendation Officer -Involved Shootings, Sexual Assault §34090.6 et seq. Officer Recordings: Body -Worn Cameras — Domestic Violence, DUI, Gang — FI / STEP Notices, Shootings & As Long As As Long As PC§ 832.18(b)(5)(E); GC Orange County DA recommendation Stabbings, Prosecution, Life Sentences, Appeals & Possible Possible §34090.6 et seq. Habeas Corpus Petitions, No Category Officer Recordings: Body -Worn Cameras — LOGS of P P PC§ 832.18(b)(5)(E); GC Access or Deletion of Data §34090.6 et seq. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 3 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Follows Follows Officer Recordings: Body -Worn Cameras - that ARE Statute of Statute of PC§ 832.18(b)(5)(B)&(C); Orange County DA recommendation evidence in a Crime Limitations Limitations for GC §34090.6 et seq. for Crime Crime Officer Recordings: Body -Worn Cameras - that are NOT 60 das yys 60 da PC§ 832.18(b)(5)(A); GC evidence §34090.6 et seq. Chief of Police / Professional Standards - Internal Affairs Internal Affairs Investigations / Disciplinary Files / Complaints / In -Custody Deaths, Major Incident EVC 1045 b 1 , GC Response Team (MIRT), and Officer Involved Shootings CL + 5Y CL + 5Y §§12946, 12960, 34090, PC WITHOUT Sustained Finding of Misconduct as §§801.5, 803(c), 832.5(b), VC §2547; DP defined in PC §832.7 Internal Affairs Investigations / Disciplinary Files / Complaints / In -Custody Deaths, Major Incident PC §§832.5(b), 832.7; GC Response Team (MIRT), and Officer Involved Shootings CL + 15Y CL + 15Y §34090 §3 WITH Sustained Finding of Misconduct as defined in PC §832.7 Ride -A -Long Waiver Form 2Y 2Y GC §34090 et seq. COMMUNITY POLICING (DISTRICTS / YOUTH ENGAGEMENT / RESORT, SPORTS, ENTERTAINMENT / VICE) Crime Prevention Programs 2Y 2Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 4 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Programs (Cops 4 Kids, APAL, DARE, COPS, etc.) 2Y 2Y GC §34090 Uniform Vouchers 2Y 2Y GC §34090 et seq. Community Policing / Vice / Narcotics Alcohol Beverage Control - Licenses (ABC License AV AV Not a City record Applications) Per Federal DOJ Asset Forfeiture Files 5Y 5Y requirements jEquitable Sharing Guide); GC §34090 et seg. Business License Review Board - Administrative 2Y 2Y GC §34090 et seq. Police / Special Ops Narcotics Destruction Log / Report P P GC §34090 et seq.; DP Vice / Narcotics Complaints 2Y 2Y GC §34090 et seq. Auto delete INVESTIGATIONS (MAJOR CRIMES, CRIMINAL INVESTIGATIONS, OCFJC) Automated License Plate Readers (ALPR) Data 1Y 1Y GC §34090 et seq.; DP If evidence, segment to follow Evidence/Property Files retention Drone (Unmanned Aerial Vehicle) Recordings and Flight AV AV GC §34090.6 et seq. If evidence, segment to follow Evidence/Property Logs Files retention Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 5 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION GC §34090 et seq.; some Case Management Database Legacy RMS IND - P IND - P crimes have no statute of limitations — homicide, etc.; DP Criminal Intelligence Files 5Y 5Y 28 CFR 23.20(h); GC §34090; DP Digital Lab Records / Analysis IND IND GC §34090 et seq.; DP Any physical files/drives/etc. booked into Property follows Evidence/Property Files retention. Gang Books 5Y 5Y GC §34090 et seq.; DP Gang Files 5Y 5Y GC §34090 et seq.; DP Guns: Dealers Record of Sale (DROS) 2Y 2Y GC §34090 Housing — Backgrounds (Intake and Add -on) / Complaint CL + 2Y CL + 2Y GC §34090 et seq.; DP CL = notification from CommDev/Housing of no Investigations Housing granted / no more assistance Informant Files 2Y 2Y GC §34090 et seq. Investigation Files and Arrest Files / Detective's Files / Analysis - ALL INVESTIGATIONS AV AV GC §34090 et seq.; DP Originals Transferred into Records Files or RMS (Family Justice, Persons, Property) Missing Persons Investigations AV AV GC §34090 et seq.; DP Originals Transferred into Records Files or RMS Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 6 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Pawn Slips 2Y 2Y GC §34090 et seq. Permits: Pawn Shop, Second Hand CL + 2Y CL + 2Y GC §34090 et seq.; DP Video Recordings - Surveillance AV AV GC §34090 et seq.; DP Warrants - all, including Burglary (Felony) L + 1Y L + 1Y GC §34090 et seq. Warrants to be retained for L + 1Y or 2Y, whichever (MIN 2Y) (MIN 2Y) is longer Warrants - all, including Burglary (Misdemeanor) L + 1Y L + 1Y GC §34090 et seq. Warrants to be retained for L + 1Y or 2Y, whichever (MIN 2Y) (MIN 2Y) is longer Investigations / Forensics Calls for Service (Service Log) 11Y 11Y GC §34090 et seq.; DP GC §34090 et seq.; some DIMS - Digital Image Management System Database IND - P IND - P crimes have no statute of limitations — homicide, etc.; DP Latent Prints (Crime Scene — Miscellaneous) 11Y 11Y GC §34090 et seq.; DP Mug Shots P P GC §34090 et seq.; DP Photos, Negatives - Crime Scene (Major) P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 7 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Photos, Negatives — Crime Scene (Miscellaneous) 11Y 11Y GC §34090 et seq.; DP Work Request Log 11Y 11Y GC §34090 et seq.; DP PATROL (AIR SUPPORT, JAIL, K9, UNIFORMED PATROL) Canine Use Reports 2Y 2Y GC §34090 Canine (Police Dogs) Training & Service Records T + 2Y T + 2Y GC §34090 et seq.; DP Helicopter Flight Logs, Maintenance History L + 2Y L + 2Y GC §34090 et seq.; DP Monthly Statistics / Helicopter Tally 2Y 2Y GC §34090 et seq.; DP Preliminary drafts Logs (Case Assignment, Daily Activity, etc.) AV AV GC §34090 et seq.; DP Preliminary drafts Investigation Files and Arrest Files / Detective's Files / Analysis - ALL INVESTIGATIONS AV AV GC §34090 et seq.; DP Originals Transferred into Records Files CHP 180 Reports - Abandoned, Impounded, Stored AV AV GC §34090 Originals Transferred into Records Files Logs: Watch Commander Logs, Officer Watches, etc. AV AV GC §34090 et seq.; DP Preliminary drafts Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 8of19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Officer Recordings 2Y 2Y GC §34090 If evidence, to follow Evidence/Property Files retention Problem Oriented Policing (POP) Projects 5Y 5Y GC §34090 et seq.; DP Auto -delete Pursuit Critiques 2Y 2Y GC §34090 Taser Use Reports 2Y 2Y GC §34090 Unusual Occurrence 2Y 2Y GC §34090 Patrol / Detention (Jail) Arrest / Bookings (Bail Receipts, INS Holds, Jail Incident P P GC §34090 et seq.; DP Reports, etc.) Bail 2Y 2Y GC §34090 Hard Copy prior to July 2011 INS Holds 2Y 2Y GC §34090 Hard Copy prior to July 2011 In -Custody Medical CL + 7Y CL + 7Y 22 CCR 70751(c); GC §34090 et seq.; DP Jail Booking Recovery Receipts 2Y 2Y GC §34090 Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 9of19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Jail Incidents 5Y 5Y GC §34090 Hard Copy prior to July 2011 Jail In -Custody Rosters 2Y 2Y GC §34090 Jail Inspections - All 2Y 2Y GC §34090 Logs: Detention, Juvenile, Holding Cells, etc. 2Y 2Y GC §34090 Self -Pay Prisoners / Private Jail Contracts CL CL + 5Y CCP §§336(a), 337 et. seq.; GC §34090; DP Video Recordings - Detention Facility 1Y 1Y GC §34090.6(a) Auto re -write OPERATIONS (EMERGENCY MANAGEMENT, PERSONNEL, TRAINING, CRIME ANALYSIS, RTCC, TRAFFIC) Emergency Action Plan (EAP) 5Y 5Y FGC §34090 et seq.; DP Unless part of criminal investigation, then in Investigation file Operations / Personnel Carry Concealed Weapon Permits (CCW) E + 2Y E + 2Y GC §34090 et seq.; DP Personnel Background Packet - Unsuccessful - 4Y 4Y 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, Employees, Reservists, Volunteers 12960, 34090; Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 10 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Personnel Background Packets for Employees, 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, Reservists, Volunteers - Conclusions and Medical T + 4Y T + 4Y 12960, GC §34090 et seq.; Records DP Operations / Training Bulletins — Law Enforcement and Training 9Y 9Y GC §34090; DP Department Training Records - Course Records 5Y 5Y 29 CFR 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC Attendance rosters, outlines & materials, use of §§12946, 12960, 34090; DP force training, etc. Emergency Management 2Y 2Y GC §34090 et seq.; DP. General Orders / Policies & Procedures / Operation S + 5Y S + 5Y GC §34090 et seq.; DP Directives 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR Personnel Training File - Tests, Bulletins, Certificates, 1627.3(b)(2), 29 CFR Range Files, Program Information, Needs Assessment, T + 1Y T + 5Y 1904.33, 29 CFR 1904.44; Field Training LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b); DP Reserve Hours - Monthly Summary 2Y 2Y GC §34090 et seq. Silencer Control Permits (for guns) P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 11 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Special Events (logs, deployments) 2Y 2Y GC §34090 et seq. OSHA requires 5 years for safety training; 8 CCR IND §3203 et seq., 29 CFR Training Database (Min. 5Y) (Min 5Y) 1627.3(b)(ii), LC §6429(c); GC §§12946, 53235.2(b), 53237.2(b); GC §34090 et seq.; DP Training Requests & Approvals 2Y 2Y GC §34090 et seq. Training - Historical Awards, Videos P P GC §34090 et seq.; DP Legal Updates 9Y 9Y GC §34090; DP Course of Fire - Range P P GC §34090; DP Lesson Plans - Range L + 15Y L + 15Y GC §34090; DP Weapons Inventory IND IND GC §34090 et seq.; DP Weapons List / Department Weapons (Range master) IND IND GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 12 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Operations / Traffic Accident Reports / Collision Reports AV AV GC §34090 et seq. Originals transferred into Records files or RMS Accident Reports / Collision Reports - Fatalities AV AV GC §34090 et seq.; DP Originals transferred into Records files or RMS Arresting Agency Notice Report 2Y 2Y GC §34090 et seq. Blood Alcohol Results / Reports AV AV GC §34090 et seq. Originals transferred into Records files or RMS Certified Receipts — Follow-up Hit & Run Letters / Notice of Filing 3Y 3Y GC §34090 et seq. Cash Register Receipts 4Y 4Y GC §34090 et seq. Citation Logs 7Y 7Y GC §34090 et seq.; DP Citations - Administrative Initial Reviews, Refunds 2Y 2Y GC §34090 et seq. Citations — Parking 2Y 2Y GC §34090 et seq. Includes Corrections & Voids Citation Log Books (numbers / ranges) - Parking, Traffic 2Y 2Y GC §34090 et seq. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 13 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Citations —Traffic (Notice to Appear) 7Y 7Y GC §34090 et seq.; DP Collection Officer Receipts 2Y 2Y GC §34090 et seq. Court Dispositions (Non -Report Related) 2Y 2Y GC §34090 et seq. Crossing Guard Company Reports 3Y 3Y GC §34090 et seq.; DP Includes schedules, incident reports, and correspondence Emergency Cost Recovery / DUI Claims 7Y 7Y GC §34090 et seq.; DP Includes Notice to Bill, Finance Dept. has original invoice Notice to Defendant (Owner's Responsibility) 2Y 2Y GC §34090 et seq. PAS Device Calibration Logs 2Y 2Y GC §34090 et seq. Permits, Parades & Special Events (including payroll 2Y 2Y GC §34090 et seq. event sign -in sheet, schedules, billings, assignments) Preliminary Alcohol Screening Device Records 2Y 2Y GC §34090 et seq. Radar Calibration Records L L GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 14 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Suspension Notices (Non -Report Related) 2Y 2Y GC §34090 et seq. Traffic Complaints 5Y 5Y GC §34090 et seq.; DP Auto delete Traffic Hearing Officer Records 2Y 2Y GC §34090 Traffic Statistics 2Y 2Y GC §34090 et seq. Verbal Notice by Peace Officer, DMV or Court Employee 2Y 2Y GC §34090 et seq. Vehicle Abatement 2Y 2Y GC §34090 et seq. SUPPORT SERVICES (BUDGET, COMMUNICATIONS, INFORMATION TECHNOLOGY, PROPERTY AND EVIDENCE, RECORDS) Support Services / Budget (See Citywide Schedule for Records Not Listed Here) Overtime Slips / Time Off Slips (Police Only) 2Y 5Y GC §34090 et seq.; DP Time Sheets / Timecards 2Y 10Y GC §34090.7 Maintained at APD, not sent to Finance Support Services / Communications Alarm Records 2Y 2Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 15 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Computer Aided Dispatch (Unit & Call Histories) 5Y 5Y GC §34090 et seq.; DP Crime Tips (Text Messages) 2Y 2Y GC §34090 et seq. Dispatch Tapes / Recordings (Police CAD) / Recordings 2Y 2Y GC §§34090, 34090.6; DP Auto re -write of Communications Dispatch Billing & Reports - False Alarm, 911 Incidents AV AV GC §34090.7 Copies Dispatch - Manual Cards 2Y 2Y GC §§34090, 34090.6; DP Support Services / Information Technology (Police) For Disaster Recovery purposes only; Preliminary drafts; Data backups are taken at varying intervals Computer Backups AV AV GC §34090 et seq.; DP depending on the defined server data type and are for purposes of system restoration only, in the event of server failure (See AR 155) Mobile Data Terminal (MDT) Messages 2Y 2Y GC §34090 et seq.; DP Software Licenses, Warrantees, Installation Media AV AV GC §34090 et seq.; DP Preliminary drafts Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 16 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Support Services / Property & Evidence Auctions 5Y 5Y GC §34090 et seq.; DP GC §34090 et seq.; some Evidence / Property Database IND - P IND - P crimes have no statute of limitations — homicide, etc.; DP Evidence / Property Files, including Interview Audio CL CL GC se et 34090 § q• DP CL — — Final after appeals, adjudication Recordings, Photographs, all evidence Evidence / Property Reports AV AV GC §34090 et seq.; DP Preliminary drafts Gun and Weapons Destruction Log / Report P P GC §34090 et seq.; DP Property Owner's Notifications P P GC §34090 et seq.; DP Support Services / Records Audits - CJIS, CORI 2Y 2Y GC §34090 Clearance Letters 2Y 2Y PC 11105.3, 136300(c)(8), Local record review for visa, immigration, foreign and 13321 adoption, housing authority, persons of record Court Calendar 2Y 2Y GC §34090 et seq. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 17 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION C.A. Worksheet (Criminal Citations) 2Y 2Y GC §34090 et seq. Factually Innocent (Adult Sealings) CL + 3Y CL + 3Y GC §34090; PC §851.8(a) CL= Date of Arrest Field Investigation Cards (Fls) AV AV GC §34090 et seq.; DP Originals transferred into RMS Investigation Files and Arrest Files / Detective's Files / AV AV GC §34090 et seq.; DP Originals transferred into RMS Analysis - ALL INVESTIGATIONS Juvenile Sealings / Ward Cases - Except those with Child Abuse or Severe Neglect, (Substantiated), CL + 5Y CL + 5Y CCP §§340.1, GC §34090; CL= Sealing Date outstanding stolen property, including firearms, or lost W&I §§389(a), 781(d) firearms LiveScan Applications 2Y 2Y GC §34090 et seq. Misdemeanor or Infraction — Marijuana / Cannabis CL + 2Y CL + 2Y H&S § 11361.5 et seq., GC CL= Conviction or Arrest (if no Conviction); Auto §68152(e)(8) delete Applications: Massage Technicians, Bingo Licenses, Business Licenses, Taxi Cab Drivers, Escorts, Sex 2Y 2Y GC §34090 et seq. Business License (Planning) is office of record for Oriented Businesses, Dancers, Fortune Tellers, licenses. Solicitors and Vendors Private Party Impound (PPI) & Repossessed Vehicles AV AV GC §34090 et seq.; DP Originals transferred into RMS Registrants: Arson - Adults 5Y P W&I §781; GC §34090 Originals transferred into RMS Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 18 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Registrants: Arson - Juveniles released from Division of CL + 5Y CL + 5Y W&I §781; GC §34090 CL= Age 25 or Sealing Date Juvenile Justice Registrants: Gang Registrations: Adults 5Y 5Y PC § 186.3(a); GC § 34090 Originals transferred into RMS Registrants: Gang Registrations: Juveniles CL + 5Y CL + 5Y W&I § 781; PC 186.3(a); GC § 34090 Originals transferred into RMS Registrants: Narcotic 5Y 5Y GC §34090, H&S §11590 et seq., H&S §11594(a); DP Originals transferred into RMS Registrants: Sex Offenders - Adults P P PC §290 et seq. Originals transferred into RMS Registrants: Sex Offenders - Juveniles P P DP §290 et seq.; W&I §781; Originals transferred into RMS Reports: Crime Statistics / Hate Crimes / Monthly Arrest & Citation Register (MACR) / Uniform Crime Reports 2Y 2Y GC §34090 Entered directly into DOJ's portal (a State record) (UCR) - Summaries (BCS) / National Incident -Based Reporting System (NIBRS) some crimes have no statute of limitations — homicide, etc.; PC §§ 261, 286, 288, 288a, 288.5, 289, Includes all Crime, Incident & Traffic Reports, RMS Database IND — P IND - P 289.5, 290, and 799; PC Scanned Supplemental Documents, Fls & Booking §802, PC §§187, 800 et Records seq.; GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 19 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175,5/19/15 RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Subpoenas (Duces Tecum & Officer Appearance) 2Y 2Y GC §34090 Validation List, DOJ, NCIC Validation 2Y 2Y GC §34090 Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Public Works Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 2 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION ENGINEERING Abandonments / Vacations (Streets) / Survey File P P GC §34090(a) Applications and associated records for any project 2Y 2Y GC §34090 et seq. that is Cancelled, Withdrawn, or Expired Assessment District / Maintenance District / CCP §§337. 337.1(a), Landscape & Lighting / Street Improvement District P P 337.15, 343; GC §34090 et Projects / Community Facilities Districts seq.; DP Benchmarks / Center Line Ties P P GC §34090 et seq.; DP Bonds: Construction Bonds / Subdivision Bonds L L GC §34090 et seq.; DP Capital Improvement Projects (CIP) — Permanent CL P GC §34090 et seq.; DP File Capital Improvement Projects (CIP) —Administrative / CL CL + 10Y CCP §337 et. seq., GC Construction File (State & Federal Funds) §34090 et seq; DP Capital Improvement Projects (CIP) —Administrative / CL CL + 5Y CCP §337 et. seq., GC Construction File (No State & Federal Funds) §34090 et seq; DP Capital Improvement Projects (CIP), Unsuccessful 2Y 2Y GC §34090 Proposals Certificates of Compliance P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 3 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Design & Construction Standards P P GC §34090 et seq.; DP Survey Record Maps, Final Parcel Maps, Final Tract P P GC §34090 et seq.; DP Maps Encroachment Licenses - Permanent P P GC §34090 et seq.; DP Encroachments Engineering Studies / Surveys (Cancelled, 2Y 2Y GC §34090 et seq. Withdrawn, or Expired) Engineering Studies / Surveys / Plans / Reports P P GC §34090 et seq.; DP Includes water quality management plans, etc. Exception to Accessibility Design Standards P P GC §34090 et seq.; DP Flow Measurements AV AV GC §34090 et seq.; DP Copies Geotechnical and Soils Reports; Hydrology Reports P P GC §34090 et seq.; DP Grading Permits / Plans P P GC §34090 et seq.; DP Lot Line Adjustment P P GC §34090 et seq. Master Plans (Transportation, Sewer, Water, Storm P P GC §34090 et seq.; DP Drain, etc.) Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 4 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION NPDES Monitoring — Stormwater 3Y 3Y 40 C F R §§122.21, 122.41, 122.44; CCP §337 et seq. 40 C F R §§122.21, 122.41, NPDES Permits — Stormwater E + 3Y E + 3Y 122.44; CCP §337 et seq.; DP Private Development Projects — Permanent File CL P GC §34090 et seq.; DP Private Development Projects — Administrative File CL CL + 10Y CCP §337 et. seq., GC §34090 et seq; DP Railroad Correspondence P P GC §34090 et seq.; DP Real Property Acquisitions / Sale Case Files CL CL + 10Y CCP §337 et. seq GC §34090 et seq.; DP See also City Clerk Right of Way Permits (Temporary) - RCP, Street 5Y 5Y GC §34090 et seq.; DP Temporary in nature (for construction, etc.) Permits, Temporary Construction, Utility Cuts, etc. Right of Way Permits / Plans (Permanent) P P GC §34090 et seq.; DP Rights of way that do not expire Traffic Complaints 2Y 2Y GC §34090 et seq.; DP Traffic Signal Inventory AV AV GC §34090 et seq.; DP Traffic Signals P P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 5 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Traffic Speed Surveys 10Y 10Y GC §34090 et seq.; DP Traffic Studies / Traffic Counts / Traffic Calming 2Y 2Y GC §34090 et seq.; DP Requests Transportation Permits - Wide Load Permits, Debris 2Y 2Y GC §34090 Boxes, etc. FINANCIAL & ADMINISTRATIVE SERVICES Rideshare / AQMD Reports 3Y 3Y AQMD Rule 2201(j)(7); GC §§12946, 12960, 34090 FLEET & FACILITY SERVICES Aboveground Petroleum Storage Tanks 20Y P GC §34090 et seq.; DP AQMD Permits, ARB Reports (Fleet Average, CU + 2Y CU + 5Y 40 CFR 70.6; GC §34090 et DOORS) seq.; Backflows, Fire Sprinklers 2Y 2Y GC §34090 Certifications: Overhead Crane, Vehicles, etc. 5Y 5Y 8 CCR 14300.33(a); GC §60201 et seq.; LC §6429c Disposal Receipts / Manifests - Hazardous Waste / 5Y P 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR Certificates of Disposal 66262.40 DMV Weight Tickets - Residential and Commercial 2Y 2Y GC §34090 Vehicles Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 6 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Employee Badges / Access to City Facilities IND IND GC §34090 et seq.; DP Fuel and Gas Usage 5Y 5Y GC §34090 et seq.; DP AQMD Rule 1470; Form Generator Operation Logs / Inspections 5Y 5Y 400—E-13a instructions GC §34090 et seq.; DP Operations & Maintenance Manuals L L GC §34090 et seq.; DP Pressure Vessel Certifications or Permits (Air CU + 2Y CU + 2Y GC §34090 et seq.; DP Compressors, CNG Tank, Propane, etc.) Pre -Trip Inspections / DOT Program / CHP 13 CCR 1234(c); VC Inspections / Vehicle Safety Checks / Daily Vehicle 2Y 2Y 34505.5(c); 49 CFR 396.11; Inspections / Daily Equipment Checks GC §34090 Surveys Issued by US Department of Energy for 2Y 2Y GC §34090 Alternative Fuel Vehicles Tire Recycling Permits & Manifests 5Y P GC §34090 et seq.; 14 CCR 18459.3(b); DP Underground Storage Tanks UST Monitoring, Inspections and Maintenance, 7Y 7Y 23 CCR 2712(b); H&S Release Detection Systems, Cathodic Protection §25284.2(i) Maintenance Records Underground Storage Tanks L L 23 CCR 2712(b), H&S Repairs, Lining, Upgrades §25284.2(i) Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 7 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Underground Storage Tanks 23 CCR 2712(b), H&S Location, Removal, Soil Remediation, Monitoring 10Y P §25284.2(i); GC §34090 et. Well Records seq.; DP 22 CCR 66266.130(c)(5), Used Oil Disposal 3Y 3Y H&S §25250.18(b), 25250.19(a)(3) et seq. Vehicle & Equipment Database (MINDY) (MINDY) GC §34090 et seq.; DP Vehicle Accident Report CU + 2Y CU + 2Y GC §34090 et seq.; DP Vehicle Registration 2Y 2Y GC §34090 8 CCR § 3203(b)(1); 49 Vehicle, Equipment & Radio History Files L + 2Y L + 2Y CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., GC §34090 Work Orders / Service Requests Database (MIN DY) (MIN DY) GC §34090 et seq.; DP OPERATIONS Pre -Trip Inspections / DOT Program / CHP 13 CCR 1234(c); VC Inspections / Vehicle Safety Checks / Daily Vehicle 2Y 2Y 34505.5(c); 49 CFR 396.11; Inspections / Daily Equipment Checks GC §34090 Sidewalks: Notification of Liability for Hazardous 10Y 10Y GC §34090 et seq.; DP Conditions Traffic Complaints 2Y 2Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 8of10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Traffic Signal Outages 2Y 2Y GC §34090 Trees - Inventory 2Y P GC §34090 et seq.; DP OPERATIONS — SOLID WASTE Annual Report - HHW (Household Hazardous 5Y P GC §34090 et seq.; H&S §25160.8(c)(3)(D); 14 CCR Waste) 18812.4; DP Base Year Change 10Y P GC §34090 et seq.; DP Cal -EPA ID Number 5Y P GC §34090 et seq.; DP. Compliance Orders (e.g. 25% Diversion, etc.) / AB 14 CCR § 18995;.2 H&S 939 / SB 1383 Compliance (Organic Waste E + 5Y E + 5Y §39730.7;GC §34090 et Collection and Recycling) seq Electronic Waste / e-waste / Covered Electronic Waste (CEW) Net Cost Reports (to State), 5Y 5Y GC §34090 et seq.; DP Recertifications Electronic Waste / e-waste / Covered Electronic 5Y P GC §34090 et seq.; DP. Waste (CEW) Permits Recycling Events 2Y 2Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 9of10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Reports: Solid Waste - Recycling 10Y 10Y GC §34090 et seq.; DP Scheduling & Routes AV AV GC §34090 et seq.; DP Source Reduction and Recycling Element (SRRE) 10Y P GC §34090 et seq.; DP State Operating Permit (County on City Property) 5Y P GC §34090 et seq.; DP Time Extension or Alternative Diversion E + 2Y E + 2Y GC §34090 et seq.; DP Requirement (ADR) - SB1066 Extensions Waste Disposal Contract Administration CL CL + 5Y CCP §§336(a), 337 et. seq., GC §34090; DP OPERATIONS — WASTEWATER COLLECTION CCTV Collection Line Inspection Tapes / Video 10Y 10Y GC §34090 et seq.; DP Inspections / Video Tapes or Digital Recordings Complaints 2Y 2Y GC §34090 et seq.; DP 8 CCR 5157(d)(14) & (e)(6); Confined Space Entries 3Y 3Y 29 CFR 1910.146(e)(6); GC §34090 Correspondence - Regulatory Agencies 10Y 10Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 10 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 ACTIVE / TOTAL RECORD SERIES AUTHORITY COMMENTS IN OFFICE RETENTION Lift Station - Inspections, Maintenance, Repairs, WC §13263.2(b) et seq.; 40 Service Requests, Alarm Recording, Logs, Charts, 10Y 10Y CFR 122.410)(2)GC Flow Monitoring, Voltage Readings, Permits §34090; DP Public Works Operations Database IND IND WC §13263.2(b) et seq.; 40 CFR 122.410)(2)GC Maintenance, Cleaning, Repairs, Stoppage Calls, (Min. 5Y) (Min. 5Y) §34090; DP Spills, Line Replacement Operations & Maintenance Manuals L L GC §34090 et seq.; DP 40 CFR 122.410)(2); Sanitary Spills and Overflows (SSOs) 5Y 5Y SWRCB General Order 2006-03; & 2022-0103- DWQ; GC §34090 et seq. 40 CFR 122.410)(2); Sewer System Management Plan / Sanitary Spills SWRCB General Order Overflow Prevention Plan (SSOPP) and Sanitary S + 5Y S + 5Y 2006-03; & 2022-0103- Sewer Overflow Response Plan DWQ; GC §34090 et seq.; DP Waste Discharge Monitoring Reports 5Y 5Y 40 CFR §§122.21, 122.41; DP Wastewater / Sewer System Management Plans (SSMP) and Audits, Sanitary Sewer Overflows 5Y 5Y GC §34090; DP (SSOs) Work Orders / Service Requests Database (Min. 6Y) (MININ 6Y) GC §34090 et seq.; DP Work Orders / Service Requests - NOT entered in 5Y 5Y CCP §§338 et seq., 340 et Database seq., 342, GC §34090; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code RECORD RETENTION SCHEDULE Public Utilities Department The Citywide Retention Schedule should be referenced for those city records commonly prepared, owned, used, or retained by any or all departments. To maintain the integrity of those records unique to each department, refer to the Department -level retention schedule to identify and determine the appropriate record series and required retention. Definitions (not all-inclusive): Please also refer to the Anaheim Municipal Code (AMC) for additional definitions. • Record: generally any writing containing information relating to the conduct of the public's business that is prepared, owned, used or retained by the city, regardless of physical form or characteristic. Paper and electronic records have the same retention period unless otherwise noted. • Administrative Value (AV): document shall be retained while useful and until no longer required. Includes non -record material that does not relate directly to the functioning of the organization and/or is not produced by or specifically for the organization. • Indefinite (IND): databases where data fields are interrelated and have no fixed retention period. • Permanent (P): record is retained permanently and may never be destroyed. Each schedule will include the following columns: Office of Record For Citywide Retention Schedule Only. Department responsible for maintaining the original record. Departments not listed under "Office of Record" are deemed to have a duplicate copy of such record and may destroy the copy at any time. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Record Series Groups of records which deal with a record subject, result from the same activity, or have a special form. Such records are generally maintained under a single filing system, may be treated as a unit, and may contain only one or several different types of individual documents. .................................................................................:............................................................................................................................................................................................................................................................................................................................................................................................................. Active/In Office Recommended timeframe that department should maintain records onsite. Discretion rests with Department Head. Total Retention The minimum length of time a record shall be maintained by the City to fulfill its administrative, fiscal and/or legal function. The retention periods are expressed in years, unless otherwise noted. .................................................................................:....................................................................................................................................................................................................................................................................................................................................................................................................................., Authority Legal basis for the identified total retention period. If more than one citation is listed, the citation requiring the longest retention period applies. CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 2 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION ADMINISTRATIVE SERVICES Annual Report for the Utility P P GC §34090 et seq.; DP Bond Covenants P P GC §34090 et seq.; DP CCP §§336(a)(1) & (2), Bonds & Bond Financing MA MA + 10Y 337.5(2); GC §43900 et seq.; DP Department Policies, Department Orders, Advanced S P GC §34090 et seq. Planning 18 C F R §125.3, GC §34090 IPA, San Juan, SONGS, SCPPA, PCC & any RTO Joint Power Authorities P P et seq. (Regional Transmission Organizations): Agendas, Agenda Packets, Staff Reports, Minutes Member Agencies, Municipal Associations P P GC §34090 et seq. Ex. CMUA, MWD, MWDOC, OCWD, etc. Public Utilities Board (PUB) — Audio Recordings of Meetings / Audio Tapes 30 days 30 days GC §54953.5(b) Retain until minutes have been approved. Public Utilities Board (PUB) - Minutes 10Y P GC §34090(e) Public Utilities Board (PUB) - Agendas, Agenda 10Y P GC §§34090, Packets 54960.1(c)(1); DP Public Utilities Board (PUB) -Transcripts of Rate 10Y P GC §34090 et seq.; DP Hearings Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 3 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Rates, Rules & Regulations S P 18 CFR §125.3, GC §34090 et seq.; DP Accommodates records Records Management System Database IND - P IND - P With Permanent retention; 18 CFR §125.3; GC §34090 et seq. ADMINISTRATIVE SERVICES - SAFETY Lockout-Blockout / Lockout-Tagout 2Y 2Y GC §34090 OSHA Inspections & Citations, Log 200 and Log 2Y 5Y 8 CCR §3203(b)(1), GC §34090; 8 CCR 14300.33, 300, 301, 301 A, etc. LC §6429(c); DP Safety Inspections 1Y 5Y 8 CCR §3203; DP Safety Program Administration - Subject Files 2Y 5Y 8 CCR §3203; DP 8 CCR §3203 et seq., 29 Safety Training Records 7Y 7Y CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090, 53235.2(b); DP BUSINESS & COMMUNITY PROGRAMS Audits (Customer Programs) 5Y 5Y GC §34090 et seq.; DP Customer Conservation & Rebate Programs 5Y 5Y GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 4 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Public Benefit Programs (State & Federal) 2Y P GC §34090 et seq.; DP CUSTOMER SERVICE Bankruptcy Case Files CL CL + 5Y GC §34090 et seq.; DP Customer Information System Database (CIS) IND IND Meets municipal government auditing (Account Maintenance, Call Center, Credit & (Min 5 Y) (Min 5 Y) standards; GC §34090 et Collections, Field Services) seq. Meter Reading Cards 2Y 2Y GC §34090 et seq. Payment Collection Cards / Stubs Customer 120 days 120 days AMC §1.10.080 Account Records CIS - Revenue Protection 7Y 7Y GC §34090 et seq. Anaheim Public Utilities Rates, Rules and Regulations (includes Policy on Discontinuation of S + 2Y S + 2Y GC §34090; H&S §116908 Residential Service for Nonpayment) ELECTRIC SERVICES Construction Standards / Specifications S P GC §34090 et seq.; DP 8 CCR 5157(d)(14) & (e)(6); Confined Space Entry Forms 5Y 5Y 29 CFR 1910.146(d)(14) & (e)(6); GC §34090; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 5 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Critical Infrastructure Information Management P P 18 CFR §125.3; GC §34090 Program et seq.; DP Electric Field Document Management Program 2Y 5Y GC §34090 et seq.; DP Customer Plan Check 2Y 7Y GC §34090 et seq.; DP GIS Inventory Maps (Electrical) 2Y 2Y GC §34090 et seq. Electric Project Files / Case Files - Incomplete or AV AV GC §34090 et seq.: DP Preliminary drafts Withdrawn Electric System Operations - Dispatch Tapes 1Y 1Y GC §34090.6 CCP §§338 et seq., 340 et Electric System Operations - Dispatch Orders 7Y 7Y seq., 342, GC §§945.6, GC §34090; DP Electrical Underground Subcommittee 10Y P GC §34090(e) Approved Minutes (Signed), Agendas Electric Service Databases: Matches FERC Work Order FEI (Field Equipment Inventory), Outage IND IND retention requirements; 18 Management System (OMS), Supervisory Control & (Min 5Y) (Min 5Y) CFR §125.3; GC §34090 et Data Acquisition (SCADA) seq. Generation Facilities Document Management P P 18 CFR §125.3; GC §34090 Program (CTG, Canyon Power Plant) et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 6 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Medical Necessity Customers (Emergencies / Shut- offs - Customers who must have electricity for critical S + 2Y S + 2Y GC §34090 et seq.; DP medical equipment) Substations Document Management Program 10Y 10Y GC §34090 et seq.; DP Project Files (Electric) CL P 18 CFR §125.3; GC §34090 et seq. Safety Inspections 2Y 3Y GC §34090; 8 CCR 3203; DP GC §34090 et seq.; GC Underground Service Alerts (USA's) 3Y 3Y §§4216.2(f) & 4216.3(d), DP Warehouse Document Management Program 5Y 5Y GC §34090 et seq.; DP ENERGY RISK & COMPLIANCE Asbestos Monitoring Compliance Program P P GC §34090 et seq.; DP CEQA Compliance Documentation Program P P PRC §21000 et seq.; DP Energy Risk Compliance Document Management 5Y 10Y GC §34090 et seq.; DP Program Environmental Compliance & Groundwater P P GC §34090 et seq.; DP Protection Program Environmental Permits & Compliance Documentation 5Y 5Y GC §34090 et seq.; DP Air, Water, Waste, Transport, Sewer, etc. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 7 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Environmental Audits 5Y 5Y GC §34090 et seq.; DP Waste Treatment & APUD Disposal Facilities, APUD Facilities Hazardous Waste, Communication, Disposal, P P GC §34090 et seq.; DP Inspection Documentation Program Hearing Conservation Program 2Y 30Y 8 CCR §5095; GC §34090 et seq.; DP Legislative and Regulatory Affairs Document 2Y 2Y GC §34090 Management Program SDS (Safety Data Sheets) / MSDS (Material Safety Data Sheets) / Chemical Use Report Form / records 30Y 30Y 8 CCR 3204(d)(1)(B)(2) and of the chemical / substance / agent, where & when it (3), GC §34090 was used NERC Compliance Document Management 10Y 10Y GC §34090 et seq.; DP Program SF6 Compliance Documentation Program P P GC §34090 et seq.; DP CARB & US EPA Greenhouse Gas Regulations Matches FERC Work Order ERTMS (SoftSmiths) Information System Database IND IND retention requirements; 18 (Min. 5Y) (Min. 5Y) CFR §125.3; GC §34090 et seg. PCB Compliance Documentation Program 30Y 30Y GC §34090 et seq.; DP Respiratory Protection Program 2Y 30Y 8 CCR §5144; GC §34090 et seq. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 8of12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION 40 CFR 141 et seq.; 22 Water System Permit and Compliance CCR §64001 et seq.; 22 Documentation Program / Water Quality Report 12Y P CCR 64470; 22 CCR (Consumer Confidence Report) §64483, 40 CFR 141.33(a); 40 CFR 141.155. DP Wholesale Settlement / Reconciliations 4Y 7Y GC §34090 et seq.; DP FINANCIAL SERVICES Financial Management & Accounting Document 5Y 7Y GC §34090 et seq.; DP Management Program Department of Energy (DOE) Document 5Y 5Y GC §34090 et seq.; DP Management Program Financial Management & Accounting Reports AV AV GC §34090 et seq.; DP Preliminary drafts; Finance Department = Office of Record INTEGRATED RESOURCES Audio Recordings - Power Resources Scheduling 7Y 7Y GC §34090 et seq.; DP FERC (Federal Energy Regulatory Commission) 5Y 5Y 18 CFR §125.3; GC §34090 FERC Regulatory Proceeding Documents related to Dockets et seq.; DP APUD NERC Compliance Document Management 10Y 10Y GC §34090 et seq.; DP Program Power Contracts & Operations CL +10Y CL + 10Y 18 CFR §125.3; GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 9of12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Power Production Operating Data Logs 10Y 10Y 18 CFR §125.3; GC §34090 et seq.; DP Regulatory Agency Licenses & Permits P P 18 CFR §125.3; GC §34090 et seq.; DP Regulatory Filings & Audits (FERC, CEC, NERC, 10Y 10Y 18 CFR §125.3; GC §34090 WECC, CAISO, etc.) et seq.; DP Resource Planning & Regulatory Compliance P P GC §34090 et seq.; DP Program Technology Development Databases: IND IND Matches FERC Revenue retention requirements; 18 Customer Information System Database (CIS), (Min. 5Y) (Min. 5Y) CFR §125.3; GC §34090 et Oracle (WAMS) Information System Database seq. Technology Development Document Management L + 10Y L + 10Y 18 CFR §125.3; GC §34090 Program et seq.; DP WATER SERVICES Construction Standards / Specifications S P GC §34090 et seq.; DP Cross -Connection Control Policy Handbook Section Cross Connection Testing / Backflow Testing 3Y 3Y 3.5.1 requires records be retained for the previous three calendar years; GC §34090 Private Development Files (Water) CL P GC §34090 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 10 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Water Operations - Production Program 3Y P GC §34090 et seq.; DP Maps (Rule 15 (b)) 10Y P GC §34090 et seq.; Rule 15 of RR&R (APUD-Water) Critical Infrastructure Information Management P P GC §34090 et seq.; DP Program Project Files (Water) CL P GC §34090 et seq.; DP Audio Recordings - Water Operations 1Y 1Y GC §§34090, 34090.6 8 CCR 5157(d)(14) & (e)(6); Confined Space Entry Forms 5Y 5Y 29 CFR 1910.146(e)(6); GC §34090 DP Water Complaints: Odor / Taste / Visual Complaints 40 CFR 122.410)(2) & 40 5Y 5Y CFR 141.33(b); 22 CCR 64470 GIS Inventory Maps (Water District Maps) 2Y 2Y GC §34090 et seq. Member Agency Water District Programs - Subject 10Y P GC §34090 et seq.; DP Files Public Notices - Potable Water (Tier 1, 2, or 3) 3Y 3Y 22 CCR §64470; GC §34090 SCADA Database (Water) (MIN 6Y) (MIN 6Y) GC §34090 et seq. Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 11 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Reservoirs: Dive Videos 10Y 10Y GC §34090 et seq. Reservoirs: Flushing, Disinfection and Cleaning 3Y 3Y 22 CCR §64604(c); GC §34090 Reservoirs / Tanks - Inspection Reports, P P GC §34090 et seq. Maintenance Records Underground Service Alerts (USA's) 3Y 3Y 4216.2(f) AND 4216.3( e ); GC §34090 et seq.; Vulnerability Assessment / Emergency Response 42 USC 300i-2(c); GC Plan / Risk & Resiliency Assessment / Hazard P P §34090 et seq.; DP Mitigation Plan Water Conservation Compliance Documentation - 2Y P 18 CFR §125.3; GC §34090 Subject Files et seq.; DP Water Project Files / Case Files - Incomplete or AV AV GC §34090 et seq.; DP Preliminary drafts Withdrawn 40 CFR 122.410)(2) & 40 CFR 141.33(a); 22 CCR Water Quality Lab Document Management Program 5Y 12Y 64470(a); 22 CCR 64815; 22 CCR 64400.25; 40 CFR 141.91; DP Water System Security P P 18 CFR §125.3; GC §34090 et seq. CCP §§338 et seq., 340 et Water Dispatch Orders 7Y 7Y seq., 342, GC §§945.6, GC §34090; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 12 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 ACTIVE / TOTAL AUTHORITY COMMENTS RECORD SERIES IN OFFICE RETENTION Water System Operations Document Management 5Y P 18 CFR §125.3; 22 CCR Program §600001 et seq.; DP Retention Codes: AU = Audit; AV = Administrative Value; CL = Closed/CL; CU = Current Year; DP = Department Preference; E = Expiration; ET = End of Term/Expiration of Term; IND = Indefinite; L = Life of contract, building or equipment; M=Months; MA = Maturity; P = Permanent; S = Superseded; T = Termination; Y = Years Citation Codes: AQMD = Air Quality Management District; CAC = California Administrative Code; CBC = CA Building Code; CCP = Code of Civil Procedures; CCR = CA Code of Regulations; CFC = CA Fire Code: CFR = Code of Federal Regulations; EC=Elections Code; EVC = CA Evidence Code; FPPC = Fair Political Practice Commission; GC = Government Code; H&S = CA Health & Safety Code; HUD = Dept. of Housing & Urban Development; LC = CA Labor Code; OMB = Office of Management & Budget; OSHA = Occupational Safety & Health Act; PC = CA Penal Code; R&T = CA Revenue & Taxation Code; SEC = Security Exchange Commission; UFC = Uniform Fire Code; USC = United States Code; VC = Vehicle Code; W&I = Welfare & Institutions Code CLERK'S CERTIFICATE STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF ANAHEIM ) I, THERESA BASS, City Clerk of the City of Anaheim, do hereby certify that the foregoing is the original Resolution No. 2025-067 adopted at a regular meeting provided by law, of the Anaheim City Council held on the 15th day of July. 2025 by the following vote of the members thereof: AYES: Mayor Aitken and Council Members Meeks, Balius, Leon, Rubalcava, Kurtz and Maahs NOES: None ABSTAIN: None ABSENT: None IN WITNESS WHEREOF, I have hereunto set my hand this 161h day of July, 2025. } CI CLERK OF THE CITY OF ANAHEIM (SEAL)