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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 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. RECORD RETENTION SCHEDULE Citywide ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. Accident Reports: Public or City Property 2Y 2Y GC §34090 et seq. Send Employee Reports to Personnel / Human Resources. Finance Accounts Payable, Invoices, Petty Cash, Warrant Requests, etc. AV AV GC §34090.7 Finance Dept. has originals; All others = copies Lead Dept. Accounts Payable, Invoices: Backup (if not forwarded to Finance Department) 2Y 10Y GC §34090 et seq.; DP 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) Self Evaluations 3Y 3Y 28 CFR 35.105 – 35.107, 35.150(c) and Lead Dept. Billing: Billing, Fringe Billing 2Y 5Y GC §34090; DP Lead Dept. Boards, Commissions, & Committees: Audio Recordings of Meetings / Audio Tapes 30 days 30 days GC §54953.5(b); DP Appointed by Council; Retain until minutes have been approved. Lead Dept. Boards, Commissions, & Committees: Agendas, Agenda Packets 2Y 2Y GC §34090; DP Appointed by Council Lead Dept. Boards, Commissions, & Committees: Minutes, Bylaws P P GC §34090(e) Appointed by Council ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 / Risk Manag. Claims AV AV GC §§34090.7, 34090.6 Originals with Risk Management / City Clerk; all others = copies Lead Dept. Committees, Ad Hoc / Internal (employees) 2Y 2Y GC §34090 Includes collective work (agenda, minutes, 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 - Administration Files CL CL + 10Y CCP §337 et. seq., GC §34090 et seq; DP Lead Dept. Contracts & Agreements – Approved By Department Heads – Non-Infrastructure CL CL + 10Y CCP §337 et. seq., GC §34090 et seq; DP If not filed with the City Clerk City Clerk Contracts & Agreements Approved by the City Council or City Manager AV AV GC §34090.7 City Clerk has originals; All others = copies ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. Copies AV AV GC §34090.7 Copies Lead Dept. Correspondence and Communication 2Y 2Y GC §34090; City of San Jose v. Superior Court (2017) 2 Cal.5th 608 Includes letters, memos, emails, and text messages IF the Content relates in a substantive way to the conduct of the public's business Lead Dept. Correspondence and Communication - Preliminary Drafts, Interagency and Intraagency Memoranda not retained in the ordinary course of business AV AV GC §§34090 et seq., 7927.500, City of San Jose v. Superior Court (2017) 2 Cal.5th 608 Includes staff videoconference chats, notes and recordings IF the Content DOES NOT relate in a substantive way to the conduct of the public's business Lead Dept. Daily Vehicle Inspections / Daily Equipment Checks 2Y 2Y GC §34090 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 Notices S S GC §34090 et seq; DP Lead Dept. FPPC Form 801 (Gift to Agency Report) 7Y 7Y GC §81009(e); FPPC Regulation 18944 Dept. that completes the form maintains original ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. FPPC Form 802 / Tickets (Tickets Provided by Agency Report) 7Y 7Y GC §81009(e); FPPC Regulation 18944.1 Dept. that completes the form maintains 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 Lead Dept. Grants / CDBG (SUCCESSFUL) 2Y 5Y 2 CFR 200.334 24 CFR 91.105(h), 92.505, & 570.502(a), OMB Circular A- 133.320(g); GC §34090; GC §8546.7; DP Ensure audit requirements are met prior to destruction. Human Resources Grievances AV AV 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174; DP Lead Dept. Insurance Certificates (not tied to contracts) 5Y 5Y GC §34090.7; DP 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 ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. LiveScan Response Analysis Sheets – Employees, Includes subsequent arrest notifications 50Y 50Y GC §34090 et seq.; DP Lead Dept. LiveScan Response Analysis Sheets - Not Hired / Unsuccessful Volunteers 3Y 3Y 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174; DP Lead Dept. LiveScan Response Analysis Sheets - Volunteers 10Y 10Y GC§ 34090 et seq.; DP Lead Dept. Logs, Checklists AV AV GC §§34090 et seq., Preliminary drafts City Clerk Minutes - City Council, CRA (Community Redevelopment Agency / Successor Agency), Finance Authority, etc. AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. MSDS (Material Data Safety Sheets) / Chemical Use Report Form 30Y 30Y 8 CCR 3204(d)(1)(B)(2 and GC §34090 City Clerk Municipal Code AV AV GC §34090.7 City Clerk has originals; All others = copies ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. Newspaper Clippings AV AV Not City records Lead Dept. Notices: Meeting, Adjourned Meeting, Special Meeting, etc. 2Y 2Y CCP 337 et seq., 349.4; GC §§34090, 54960.1(c)(1) City Clerk Ordinances / Resolutions AV AV GC §34090.7 City Clerk has originals; All others = copies Lead Dept. Personnel Files - Department-Level Copies T + 3Y T + 3Y 29 CFR 1602 et seq & 1627.3(a)(5) and 2 CCR 11013(c); 8 CCR §11040.7(c), GC §§12946, 12960, 34090.7; DP Originals are retained by Human Resources. Lead Dept. Personnel Files - Department-Level Medical Records T + 5Y T + 30Y 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; DP Lead Dept. Personnel Leave, Vacation, Overtime Requests (Except for Police) AV AV GC §34090 et seq. Preliminary drafts Lead Dept. Personnel MAPS documentation (Performance Evaluations) AV AV GC §34090 et seq. Preliminary drafts; Evaluation in Personnel File = record Lead Dept. Personnel Supervisory Files (Supervisor's Notes) AV AV GC §34090 et seq. Preliminary drafts ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 8 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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. Proposals, Bid Responses (Successful) 5Y 5Y CCP §337, GC §34090 Lead Dept. Proposals, Bid Responses (Unsuccessful) 2Y 2Y GC §34090 Lead Dept. Prop. 218 / Assessment Districts Fees & Charges: Ballots and/or protest letters; Final Tabulation 2Y 2Y GC §34090.7, §53753(e)(2), §53755(d) Lead Dept. Prop. 218 / Assessment Districts Fees & Charges: Master Mailing List 2Y 2Y GC §34090 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) ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: CITYWIDE Page 9 of 11 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. Public Records Act Requests 2Y 2Y GC §34090 et seq. Includes original request and response; Responsive documents follow retention of record series. Lead Dept. Real Estate Appraisal Reports (Acquisition or Sale, including tax- defaulted properties): Purchased 2Y 5Y 2 CFR 200.334; 24 CFR 91.105(h), 24 CFR 97.42(b), 24 CFR 570.502(a); 29 CFR 97.42, GC §34090 Not public records until purchase completed 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 (RFPs, RFQs), Bid Specifications 5Y 5Y CCP §337, GC §34090, DP 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, Installation Media AV AV GC §34090 et seq. ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. Speaker Cards (submitted at public meetings) AV AV GC §§34090 et seq. 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. Lead Dept. Timecards / Time Sheets / Timecard Entry 2Y 10Y 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090; DP Ensure audit requirements (including grant audits) are met prior to destruction. Lead Dept. Training 2Y 7Y 8 CCR §3203 et seq., 29 CFR 1602.31, LC §6429(c); 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 ---PAGE BREAK--- 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 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 OFFICE OF RECORD RECORD SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lead Dept. Video Recordings – Ongoing City Operations 1Y 1Y GC §34090.6(a) Lead Dept. Video Recordings – Not Ongoing City Operations AV AV GC §34090 et seq. Lead Dept. Volunteers & Reserves - Successful Applicants T + 3Y T + 3Y 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§34090 Lead Dept. Volunteers & Reserves - Unsuccessful Applicants 3Y 3Y 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§34090 ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE City Administration ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS AUDIT Audit Committee AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Also see Finance Department. Boards and Commissions (created by City Council): See Citywide Retention Schedule Audit Committee AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Audit Committee MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City 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 a Subsequent Audit is Performed Within Five Years 2Y 2Y GC §34090; DP Audits - Internal Audits - Final Audit Reports & General Files 10Y 10Y GC §34090; DP CITY ADMINISTRATION Project Files / Subject Files 2Y 2Y GC §34090; DP Includes Ticket Requests Public Calendars AV AV GC §34090; DP Public Calendars of Mayor, City Councilmembers, City Manager, Assistant City Manager, and Deputy City Manager published on City’s website; Preliminary drafts Sister City Commission, Police Review Board, etc.: AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Sister City Commission, Police Review Board, , etc.: AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Sister City Commission, Police Review Board, Sesquicentennial Commission, etc.: MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090 Boards and Commissions (created by City Council): See Citywide Retention Schedule CITY COUNCIL City Council / Mayor Correspondence and Communication 2Y 2Y GC §34090 et seq.; DP Includes letters, memos, emails, and text messages IF the Content relates in a substantive way to the conduct of the public's business Proclamations / Commendations / Certificates / Recognitions 2Y 2Y GC §34090 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 ---PAGE BREAK--- 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 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 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 ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE City Attorney’s Office ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Accounts Payable: General and Outside Counsel - Litigation T + 3Y 10Y GC §34090 et seq.; DP General Files CU+3Y CU + 3Y GC §34090 et seq.; DP Claims CL CL + 5Y CCP 337 et seq.; GC 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 Subrogation CL CL + 10Y CCP 337 et seq.; GC 911.2, 34090, 34090.6; PC §832.5; DP ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE City Clerk’s Office ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Abandonments and Vacations 7Y P GC §34090 et seq. Streets and alleys Action Agendas City Council, Redevelopment Agency / Successor Agency, Housing Authority, Public Financing Authority, Public Improvement Corporation, Industrial Development Authority 2Y 2Y GC §34090 et seq.; DP Meetings of Legislative body Agenda Packets City Council, Redevelopment Agency / Successor Agency, Housing Authority, Public Financing Authority, Public Improvement Corporation, Industrial Development Authority 5Y 5Y GC §34090 et seq.; DP Meetings of Legislative body (Documentation received, created for and/or submitted to the Legislative body in relation to a public meeting: agendas, staff reports and attachments, items submitted after agenda posting & at meetings, etc. Americans with Disabilities (ADA) Transition Plan P P 28 CFR 35.105 – 35.107, 35.150(c) and DP Applications for Boards, Commissions or Committees (Appointed) ET + 2Y ET + 2Y GC §34090 et seq.; DP Applications for Boards, Commissions or Committees (Not Appointed) 2Y 2Y GC §34090 et seq. Articles of Incorporation P P GC §34090 et seq. Assessment Districts / Underground Districts / Landscape and Maintenance Districts, etc. P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Audio Recordings 5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies Bonds, Revenue, Certificates of Participation MA + 10Y MA + 10Y CCP §§336(a), 337.5(2); 26 CFR 1.6001-1(e); GC §34090 et seq.; DP Charter and Amendments P P GC §34090 et seq. Claims CL + 1Y CL + 5Y CCP § 337 et seq.; GC 911.2, 34090, 34090.6; PC §832.5; DP Condemnations P P GC §34090 et seq.; DP Contracts / Agreements - Affordable Housing - No Recapture / Resale Restrictions CL + 5Y CL + 5Y 24 CFR 92.508(a)(c)(2) & 570.502(b), 29 CFR 97.42, GC §34090 et seq. CL=Paid Contracts / Agreements - Affordable Housing - With Recapture / Resale Restrictions CL + 5Y CL + 5Y 24 CFR 92.508(a)(c)(2) & 570.502(b), 29 CFR 97.42, GC §34090 et seq. CL=After the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer Contracts / Agreements - Infrastructure / Capital Improvement, Cooperation, Covenants / Hold Harmless, Development, DDAs, OPAs, MOUs, MOAs, Subdivision CL P CCP §§337. 337.1(a), 337.15, 343; GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Contracts / Agreements - Non-Infrastructure / General CL CL + 10Y CCP §§337. 337.1(a), 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 Training Prevention 5Y 5Y GC §53235.2(b); GC §53237.2(b) Lobbyist Filings / Reporting Forms 5Y 5Y GC §34090 et seq. Registration, Amendments, Termination, 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 Appointments) 7Y 7Y GC §34090; GC §81009(e) 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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. Minutes (Legislative Body) P P GC §34090(e) City Council, Redevelopment 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, Unscheduled Vacancies, etc. 2Y 2Y GC §§34090, 54960.1(c)(1) Oaths of Office ET + 6Y ET + 6Y GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113; DP Copies; Original with oath-taker Ordinances P P GC §34090(e) Passport Transmittals 24M 24M GC §34090 et seq.; DP Per Passport Agent’s Reference Guide (PARG): “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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Public Records Act Requests 2Y 2Y GC §34090 et seq.; DP Includes original request and response; 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, Notice, etc.) 10Y 10Y EC §21160(i); GC §34090 Resolutions (Legislative Body) P P GC §34090(e) City Council, Redevelopment Agency / 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: ELECTRONICALLY FILED 10Y 10Y GC §81009(f)(g); GC §84615 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Statement of Economic Interests / Filings: Designated Employees (specified in the City’s Conflict of Interest code) 4Y 7Y GC §81009(e)&(g) Statement of Economic Interests / Filings: Public Officials (Form 87200 Filers: City Council Members, Planning Commission, City Manager, City Treasurer, City Attorney) 4Y ET + 7Y GC §81009(e)&(g); DP Originals filed with FPPC 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) Ballots and Envelopes – Mail Ballot Election (Creation/Formation of CFD, Annexation, Representation, etc.) 6M 6M EC §17302, EC §15551 Voted, contested, surrendered (unused), spoiled, overvoted, undervoted and cancelled ballots Identification Envelope with the voter’s certificate that is signed by the mail ballot elector; Also includes any mail ballot envelopes marked as rejected or cancelled For property-related fees, see Proposition 218 on Citywide schedule. ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Campaign Statements: Successful Candidates (FPPC or City Forms) 10Y P GC §81009(b)&(g); GC §84615(i) Includes all pre-election statements, semi- annual, and statements of termination, whether the forms are required by State or Local Ordinance; Retention based on e-filing requirements Campaign Statements: Unsuccessful Candidates (FPPC or City Forms) 5Y 10Y GC §81009(b)&(g); GC §84615(i) Includes all pre-election statements, semi- annual, and statements of termination, whether the forms are required by State or Local Ordinance; Retention based on e-filing requirements Campaign Statements: Those Not Required To File Original With City Clerk (FPPC or City Forms) 4Y 10Y GC §81009(b)&(g); GC §84615(i) Retention based on e-filing requirements Campaign Statements: Other Committees (FPPC or City Forms) 7Y 10Y GC §81009(c)&(g); GC §84615(i) Retention based on e-filing requirements Candidate File: Nomination Papers, Candidate Statements, etc. - Successful Candidates 8Y 8Y EC §17100; DP Candidate File: Nomination Papers, Candidate Statements, etc. - Unsuccessful Candidates 4Y 4Y EC §17100; DP 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Elections - Petitions (Initiative, Recall or Referendum) – After Election, or if petition is not sufficient, and proponents do NOT examine the petition 8M 8M EC §§17200, 17400(b)(3) The 8-month retention applies after election results, or declaration of insufficiency and the proponents do NOT examine the petition; if no election, unless there is a legal or FPPC proceeding. Elections - Petitions (Initiative, Recall or Referendum) – Petition is not sufficient, and proponents DO examine the petition 1Y 1Y EC §§17200, 17400(b)(3) IF Insufficient, and IF proponents examine petition ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE City Treasurer’s Office ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS CITY TREASURER Arbitrage Rebate Annual Calculations CL CL + 10Y CCP §§336(a)(1) & 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 Analysis Statements 3Y 5Y GC §34090 et seq.; DP Bank Statements 3Y 5Y GC §34090 et seq.; DP Bonds & Certificates of Participation (COPs) MA MA + 10Y CCP §§336(a)(1) & 337.5(2); GC §43900 et seq.; DP Broker / Dealer Files AV AV GC §34090 Cash Bonds - Letters of Credit / Deposit Certificates / Subdivision Bonds CL + 2Y CL + 2Y GC §34090 et seq.; DP Custodial Safekeeping Statements / Investments AU + 2Y AU + 2Y GC §34090 et seq.; DP Custodial Safekeeping Statements / Trustee Bonds CL CL + 10Y CCP §§336(a)(1) & 337.5(2); GC §43900 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Fund Accounting Reports AV AV GC §34090 Preliminary drafts Interdepartmental Charges 2Y 5Y GC §34090 et seq.; DP Investment Advisory Commission AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090(a) Boards and Commissions (created by City Council): See Citywide Retention Schedule Investment Advisory Commission MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City 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 Investment Services Database IND (Min. 5Y) IND (Min. 5Y) Meets municipal government 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: Daily Packet / Moneymax 5Y 5Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Portfolio Management Program: Database IND (Min. 5Y) IND (Min. 5Y) Meets municipal government 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 / Quarterly Detail Disbursement Report, etc. 5Y 5Y GC §34090 et seq.; DP Reconciliations: Bank Reconciliation Report, Interest Reconciliations, etc. 3Y 5Y GC §34090 et seq.; DP 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 Council) AV AV GC §34090.7 Copies Trust Account Registers AV AV GC §34090.7 Preliminary drafts Trustee Statements 5Y 5Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS CITY TREASURER / COLLECTIONS & CASHIERING Accounts Receivable - Loan Invoices 1Y 5Y GC §34090 et seq.; DP Accounts Receivable Invoices, Credit Card Slips for Receivables 1Y 5Y GC §34090 et seq.; DP 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 Posting, etc. AV AV GC §34090 et seq. Preliminary drafts Cashiering Database IND (Min. 5Y) IND (Min. 5Y) Meets municipal government auditing standards; GC §34090 et seq.; 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 Revenue Billing Database IND (Min. 5Y) IND (Min. 5Y) Meets municipal government auditing standards; GC §34090 et seq.; DP Weight Tickets (From Parks & Maintenance) 1Y 5Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Community Services Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS GOLF OPERATIONS Golf Commission Recordings / Tapes AUDIO RECORDINGS / TAPES OR DVDS See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Golf Commission AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Golf Commission MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule Golf Course Development Master Files (Plans, etc.) P P GC §34090 et seq.; DP Maintenance History Equipment Sheet - Minor Equipment (Lawnmowers, etc.) 2Y 2Y GC § 34090 Maintenance, Landscaping, Golf Cart Reports 2Y 2Y GC § 34090 Pesticide and Herbicide Permits, Application Records 2Y 2Y 3 CCR 6623, 40 CFR 110.3(d) GC § 34090 Repair Requests / Maintenance Records (Golf Course) 2Y 2Y GC § 34090 Tee Time Reservations 2Y 2Y GC § 34090 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS LIBRARY SERVICES Detail Cash Receipt (not submitted to Finance - register tapes, etc.) 5Y 5Y GC §34090 et seq.; DP 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 AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Library Board MINUTES See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule Library Management System / Database IND (Min 2Y) IND (Min 2Y) GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Mother Colony House Advisory Committee MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule Neighborhood Preservation: Mills Act Properties P P 24 CFR 85.42, 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 Proposals 2Y 2Y GC §34090 Inspections: Park Bicycle Ways, Curbs, Playgrounds, Sidewalks, etc. 10Y 10Y CCP §337 et. seq., GC §34090 et seq.; DP Maintenance Pruning 5Y 5Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Parks & Recreation Commission Committee AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Parks & Recreation Commission AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Parks & Recreation Commission MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City 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, BYLAWS, AND INCORPORATION PAPERS P P GC §34090 et seq.; DP Anaheim Public Information, Inc. – AGENDAS, AGENDA PACKETS 2Y 2Y GC §34090; DP Case Management Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Class (Registration) Database IND (Min 2Y) IND (Min 2Y) GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Community Services Board AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Community Services Board MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule Community Services Board AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Cultural & Heritage Commission AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Cultural & Heritage Commission MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090 Boards and Commissions (created by City Council): See Citywide Retention Schedule Cultural & Heritage Commission AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Day Trips (One Day Excursions & Waivers) 2Y 2Y GC §34090 Facility Use Permits and Equipment Applications, Books, Waivers 2Y 2Y GC §34090 Incident Reports 2Y 2Y GC §34090 Parking Permits 2Y 2Y GC §34090 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Personnel Files for Part-time Employees that are NOT sent to Human Resources (Applications, Backgrounds, Discipline, Performance Evaluations, Reprimands, etc.) T+6Y T+6Y 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP Personnel Urinalysis / Drug & Alcohol Test Results that are NOT sent to Human Resources 5Y 5Y 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 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 AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Senior Citizen Commission / Older Adults Commission MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Senior Citizen Commission / Older Adults Commission AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Sign-In Sheets 2Y 2Y GC §34090 Special Events / Special Event Contracts CL + 2Y CL + 2Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Swimming Pool Chemicals / Additions 2Y 2Y GC §34090; 22 CCR 65523; DP ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Convention, Sports & Entertainment Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 event) AV AV GC §34090 et seq.; DP Preliminary drafts Community Center Authority (CCA) AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Community Center Authority (CCA) AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090 et seq.; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Community Center Authority (CCA) MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City 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 Walk-throughs AV AV GC §34090 et seq.; DP Event Business Management Reports AV AV GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 Receipts / Manifests 5Y P 40 CFR 262.40, 8 CCR 2304(d)(1)(A), 22 CCR 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, Correspondence, etc. 2Y 5Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Personnel Files for Part-time Employees that are NOT sent to Human Resources (Applications, Backgrounds, Discipline, Performance Evaluations, Reprimands, etc.) T+6Y T+6Y 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP Personnel Urinalysis / Drug & Alcohol Test Results that are NOT sent to Human Resources 5Y 5Y 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 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 Cancellations 2Y 2Y GC §34090 Event Billings 5Y 5Y GC §34090; DP Billable Rent, Labor, & Services Information; 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 ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Economic Development Department ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: ECONOMIC DEVELOPMENT Page 2 of 4 Resolution: 2025-067 Approved: July 15, 2025 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Property Management Case Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Real Estate Appraisal Reports (Acquisition or Sale, including tax-defaulted properties): Purchased 2Y 5Y 2 CFR 200.333; 24 CFR 91.105(h), 24 CFR 97.42(b), 24 CFR 570.502(a); 982.158, 884.214; 29 CFR 97.42, GC §34090 Generally not a public record until purchase completed 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 Relocation Files CL + 1Y CL + 5Y CCP 337 et seq.; GC 945, 34090, 34090.6; PC §832.5 Residential Rehabilitation Loans - No Recapture / Resale Restrictions CL + 5Y CL + 5Y 2 CFR 200.334; 24 CFR 92.508(a)(c)(2) & 570.502(a), 982.158, 884.214; 29 CFR 97.42, GC §34090 Residential Rehabilitation Loans - With Recapture / Resale Restrictions CL + 5Y CL + 5Y 2 CFR 200.334; 24 CFR, 92.508(a)(c)(2) & 570.502(b), 982.158, 884.214; 29 CFR 97.42, GC §34090 CL = After the Affordability Period terminates or the written agreement terminates, whichever is longer REDEVELOPMENT / SUCCESSOR AGENCY Economic Development where Redevelopment/Successor Agency is the Lead (Projects will vary over time - e.g. Proposed Hotels, etc.) 2Y 2Y GC §34090 ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: ECONOMIC DEVELOPMENT Page 3 of 4 Resolution: 2025-067 Approved: July 15, 2025 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Oversight Board of the Successor Agency AGENDAS, AGENDA PACKETS, STAFF REPORTS 2Y 2Y GC §34090; DP Oversight Board of the Successor Agency AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES 30 days 30 Days GC §54953.5(b); DP Appointed by Council; Retain until minutes have been approved Oversight Board of the Successor Agency MINUTES & BYLAWS P P GC §34090(e) Appointed by Council Redevelopment / Capital Improvement Projects (CIP) – Pre-Development, Construction, Administration & Monitoring CL CL + 10Y GC §34090 et seq.; DP Administration File; Ensure audit requirements are met Redevelopment Construction Projects / Capital Improvement Projects (CIP) CL P GC §34090 et seq.; DP Permanent File: Plans, specifications, agreements, contracts, proposal, change orders, EIRs, Notice of Completion, etc. Redevelopment Plans / Successor Agency Property Management Plan CL + 5Y P GC §34090; DP Redevelopment/Successor Agency Project Files & Project Plans Including Environmental Documents, CIP Projects, Real Property records; Historically Significant Records Only CL + 5Y P GC §34090; DP Redevelopment/Successor Agency Project Files & Project Plans – OTHER THAN Environmental Documents, CIP Projects, Real Property records. Historically Significant Records Only 10Y 10Y GC §34090; DP ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: ECONOMIC DEVELOPMENT Page 4 of 4 Resolution: 2025-067 Approved: July 15, 2025 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Relocation Files Where Redevelopment/Successor Agency is the Lead CL + 1Y CL + 5Y CCP 337 et seq.; GC 945, 34090, 34090.6 Site Clearance / Soils Remediation / Mitigation P P GC §34090 et seq.; DP Statement of Indebtedness / Annual Report to State / State Controllers Report / Recognized Obligation Payment Schedules / Due Diligence Reviews 10Y 10Y GC §34090 Per requirements of AB-26, AB-1484, & subsequent related legislation ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Finance Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS FINANCE / ADMINISTRATION Audit Committee AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP See also City Administration / Audit. Boards and Commissions (created by City Council): See Citywide Retention Schedule Audit Committee AGENDAS, AGENDA PACKETS See Citywide Retention See Citywide Retention GC §34090; DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Audit Committee MINUTES, BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule Cost Allocation Report 2Y 7Y GC §34090 et seq.; DP External Audit Reports / Financial Reports, Annual / Annual Consolidated Financial Report (ACFR) 5Y P GC §34090 et seq.; DP External Audit Work Papers / Audit Schedules for External Audits 2Y 5Y GC §34090 et seq.; DP Financial Services Database IND (Min. 10Y) IND (Min. 10Y) GC §34090 et seq.; Meets municipal government auditing standards, and accommodates retention for Accounts Payable; DP FINANCE / ASSESSMENT DISTRICTS Acquisition Payment Files / Cost of Improvements / Improvement Purchases / Engineer's Reports for formation of CFDs 2Y P GC §34090 et seq.; DP Annual Assessments Transmitted to County Assessor 2Y 5Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Assessment Districts / Maintenance Districts, Landscape & Lighting / Street Improvement District Projects / Community Facilities Districts P P CCP §§337. 337.1(a), 337.15, 343; GC §34090; DP Bonds: Debt Official Statements / Certificates of Participations (COPs) Other City Financing & Work papers CL CL + 10Y CCP §§336(a), 337.5(2); 26 CFR 1.6001-1(e); GC §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 TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Budget, Investment, and Technology Commission, etc. AGENDAS, AGENDA PACKETS, STAFF REPORTS See Citywide Retention See Citywide Retention GC §§34090, 54960.1(c)(1); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Budget, Investment, and Technology Commission, etc. MINUTES & BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City Council): 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Budgets - Work Papers AV AV GC §34090 et seq.; DP Preliminary drafts FINANCE / ACCOUNTING 1099's / 1096, DE542 (California Report of Independent Contractors) 5Y 5Y 29 USC 436; 26 CFR 31.6001-1, R&T §19530, GC §34090; DP Accounts Payable Checks / Invoices and Backup 2Y 10Y GC §34090 et seq.; DP Accounts Payable Purchasing Card Statements and Backup 2Y 5Y GC §34090 et seq.; DP Accounts Receivable Invoices, Credit Card Slips for Receivables - Includes DUI Invoices 1Y 5Y GC §34090 et seq.; DP 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 / 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 Report, etc. 10Y 10Y GC §34090 et seq.; DP Reports from Financial System: General Ledger Reports, Trial Balance, Warrant Registers, etc. AV AV GC §34090 et seq.; DP Preliminary drafts Tax Returns - Except for Payroll 2Y 5Y 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090; 26 CFR 31.6001-1; DP W-9s 2Y CL + 3Y GC §34090 et seq.; IRS Audit ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS FINANCE / PAYROLL Employee Payroll File (Includes W-4s) T + 2Y T + 5Y 26 CFR 31.6001-1, R&T §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 Payroll Adjustments 2Y 5Y 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090 Payroll Check Register 2Y P GC §34090 et seq.; DP PERS Summary, Annual / CalPERS Annual Report 2Y 15Y 26 CFR 31.6001-1, R&T §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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Taxes - Withholding, Per Pay Period, Quarterly, Yearly Payroll Tax Reports, DE-6 & 941 Forms; IRS 5500 Forms (Employee Benefit Plans) 2Y 5Y 26 CFR 31.6001-1, R&T §19530; 29 CFR 516.5 - 516.6, 29 USC 436, GC §34090; 26 CFR 31.6001-1; DP W-2's 2Y 5Y 26 CFR 31.6001-1, R&T §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 Computer Backups / Disaster Recovery Computer Backups AV AV GC §34090 et seq. Used for Disaster Recovery Purposes only; Preliminary drafts; Data backups are taken at varying intervals depending on the defined server data type and are for purposes of system restoration only, in the event of server failure (See AR 155) ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Computer Leases L + 2Y L + 2Y GC §34090 et seq. GIS Database / Data / Layers AV - P AV - P GC §34090 et seq. See Citywide Retention Schedule; Some layers 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 Services) 2Y 5Y GC §34090 et seq.; DP 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) ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Fire & Rescue Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS FIRE ADMINISTRATION Case Files / Claims: Office of Emergency Services / FEMA Reports / FEMA Reimbursements / EOC Activations / Strike Team Reimbursements CL + 10Y CL + 10Y GC §34090 et seq.; DP Public Information / Disaster Preparedness Public Education 2Y 2Y GC §34090 et seq.; DP Fire Incident Reports AV AV GC §34090 et seq.; DP Preliminary drafts Fire Incident RMS Database IND - P IND - P GC §34090 et seq.; If used for Inspections, California Fire Code requires 5 years or Life of the Structure or Activity for Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC 104.6 – 104.6.4; DP Personnel Medical Files for Fire Employees – Includes Respiratory Fit Tests (PPE Fit Tests), Medical Examinations, and Vaccination Consents T + 30Y T + 30Y 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2; GC §§12946, 12960, 34090 et seq.; DP Historical Fire Incidents P P GC §34090 et seq.; DP Homeland Security Clearances P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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: (MetroNet) AV AV GC §34090 et seq.; DP Preliminary drafts Resources: All Subjects (Amateur Radio Members, Emergency Broadcast System, Law Enforcement, Vendors, Schools, Shelters, etc.) AV AV GC §34090 et seq.; DP Preliminary drafts CUPA / CalARP 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 Disclosures, etc. 5Y 5Y 27 CCR §15185 & 15280; 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Consolidated Contingency Plan / Business Emergency Plan / Emergency Response Plans E + 2Y E + 2Y GC §34090 et seq.; DP 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 CUPA Self-Audit (City Facilities) 6Y 6Y 27 CCR §15185 & 15280; GC §34090; 19 CCR 5090.6, 19 CCR 5100.8, 19 CCR 5090.7, 19 CCR 5100.8, 19 CCR 5100.6; DP Retain 2 most recent compliance audits, or 6 years ---PAGE BREAK--- 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 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 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, Hazardous Materials Inspections, Lab Results, Monitoring System Certification, Remote Waste Consolidation, Tank Closure Certification, Integrity Testing, Leak Detection, Notice of Violation, Prop 65 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. 5Y 5Y 23 CCR 2712(b); H&S §25284.2(i);.27 CCR 15185 & 15280; GC §34090; 19 CCR 2775.1, 19 CCR 5090.7 DP FEP Facility File - Superseded + 5 year forms: CalARP and CUPA: Designated Operator Notification, and Agreement, Hazardous Materials Business Plan Certification, Inventory Form, Determination Form, Generator Application, Onsite hazardous Waste Treatment Notification, Permit to Operate UST, Risk Management Plan, Site Map, TP Process 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. S + 5Y S + 5Y 23 CCR 2712(b); H&S §25284.2(i); 19 CCR 2760 et seq.; 27 CCR15185 & 15280; 19 CCR 2775.1, 19 CCR 5090.7 GC §34090; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 Investigations: Hazardous Materials CL + 5Y CL + 5Y 19 CCR 2755 et seq.;19 CCR 2760 et seq.; 27 CCR15185 & 15280; GC §34090; 19 CCR 2775.1, 19 CCR 5090.7 Judgments / Legal Settlements (includes Small Claims Court) 5Y 5Y 19 CCR 2755 et seq.;19 CCR 2760 et seq.; 27 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 & USTs S + 5Y S + 5Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS EMERGENCY PREPAREDNESS Citizen's Emergency Response Training (CERT) / Neighborhood Training 10Y 10Y GC §34090 et seq.; DP 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 Permits 2Y 2Y GC §34090; et seq. 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 Providers, etc.) P P CFC 104.6 – 104.6.4, GC §34090; DP Investigation Reports - Capital Crimes & Suspected Capital Crimes (Arson, etc.) P P CFC 104.6 – 104.6.4, GC §34090; DP Investigation Reports - Criminal & Citations (Administrative, Infraction, or Misdemeanor), Service Requests 5Y 5Y CFC 104.6 – 104.6.4, GC §34090; DP ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 8 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Juvenile Fire Setter MIN 5Y or Age 18 MIN 5Y or Age 18 GC §34090 et seq., DP Knox Box L L GC §34090 et seq.; DP Plans - Construction, Building Plans L L GC §34090 et seq.; CFC §106.4; DP Fire sprinkler, safety plans, construction 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 Personnel Training File T + 5Y T + 5Y 8 CCR §3203 et seq29 CFR 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 / Daily Equipment Checks 2Y 2Y GC §34090 OPERATIONS / EMERGENCY MEDICAL SERVICES Controlled Substance Logs and Inventories 7Y 7Y 21 CFR §1304.04, 1310.04; 22 CCR 70263 and 71233; FA §32003(e), B&P 4081 GC §34090.6, DP 3 years are required Dispatch Calls, Recordings 3Y 3Y 13 CCR 1100.7, GC §34090.6 ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: FIRE & RESCUE Page 9 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Employee Injury File / Industrial Accidents AV AV GC §34090 et seq.; DP Copies EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3Y 3Y 13 CCR 1100.7, CFC §§104.6 - 104.6.4; CCP §340.5, GC §34090 HIPAA Policies and Procedures S + 6Y S + 6Y 24 CFR 164.530(j) Mandated Reporting: Child Abuse, Elder Abuse, etc. 2Y 2Y GC §34090 Paramedic Training Files / Paramedic Certificates E + 4Y E + 4Y 8 CCR §3204(d)(1) et seq., 8 CCR §3203 et seq., 22 CCR 100395. 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090 et seq.; DP Patient Care Reports / PCRs / Paramedic Release Forms: ADULTS 3Y 10Y 13 CCR 1100.7, CCP §340.5, GC §34090; H&S §123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c); 73543(a), 74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Patient Care Reports / PCRs / Paramedic Release Forms: JUVENILES 3Y 20Y 13 CCR 1100.7, CCP §340.5, GC §34090; H&S §123145; 42 CFR 482.24(b); 9 CCR 9444, 22 CCR 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 ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Housing & Community Development Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS CDBG (COMMUNITY DEVELOPMENT BLOCK GRANTS) Applications - CDBG - Unsuccessful 2Y 2Y GC §34090 et seq. CDBG & Subrecipient Files 2Y 5Y 2 CFR 200.334; 24 CFR, 91.105(h), 92.505, & 570.502(a), 29 CFR 97.42; OMB Circular A-133.320(g); GC §34090; GC §8546.7 Ensure audit requirements are met prior to destruction. HOUSING / AFFORDABLE HOUSING Affordable Housing Projects & Services - Loans or Grants CL + 2Y CL + 5Y 2 CFR 200.334; 24 CFR 92.508(a)(c)(2) & 570.502(b), 982.158, 884.214; 29 CFR 97.42, GC §34090 CL = After the Affordability Period terminates or the written agreement terminates, whichever is longer Applications for Loans, Rejected (First Time Home Buyers, Rehabilitation, etc.) 5Y 5Y GC §34090 et seq.; DP Consolidated Action Plan E + 5Y E + 5Y 24 CFR 91.105(h) Consolidated Annual Performance and Evaluation Review (CAPER) E + 5Y E + 5Y 24 CFR 91.105(h) Emergency Shelter Grants (ESG), Environmental Remediation P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Emergency Shelter Grants (ESG) / Emergency Rental Assistance Program (ERAP) 2Y 5Y 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(a), 982.158, 884.214 OMB Circular A- 133.320(g); GC §34090; GC §8546.7 Ensure audit requirements are met prior to destruction. 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 AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES See Citywide Retention See Citywide Retention GC §54953.5(b); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Housing and Community Development Commission MINUTES & BYLAWS See Citywide Retention See Citywide Retention GC §34090(e) Boards and Commissions (created by City Council): See Citywide Retention Schedule Housing and Community Development Commission AGENDAS, AGENDA PACKETS, STAFF REPORTS See Citywide Retention See Citywide Retention GC §§34090, 54960.1(c)(1); DP Boards and Commissions (created by City Council): See Citywide Retention Schedule Housing / Capital Improvement Projects (CIP) – Pre- Development, Construction, Administration & Monitoring CL CL + 10Y GC §34090 et seq.; DP Administration File; Ensure audit requirements are met. Housing / Construction Projects / Capital Improvement Projects (CIP) CL P GC §34090 et seq.; DP Permanent File: Plans, specifications, agreements, contracts, proposal, change orders, EIRs, Notice of Completion, etc. HUD Annual Reports CAPER, HOME Match Report, etc.) 5Y 5Y 2 CFR 200.333; 24 CFR 570.502(a), 982.158, 884.214; 29 CFR 97.42; GC §34090 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS HUD Programs and Reports (HAP - Housing Assistance Payments, Minority Business Enterprise, Neighborhood Councils, Neighborhood Preservation, etc.) 2Y 5Y 2 CFR 200.333; 24 CFR 92.508(a)(c)(2) & 570.502(a), 982.158, 884.214; 29 CFR 97.42, GC §34090 Neighborhood Preservation: Deferred Payment Program CL + 2Y CL + 5Y 2 CFR 200.333; 24 CFR 92.508(a)(c)(2) & 570.502(a), 982.158, 884.214; 29 CFR 97.42, GC §34090 Property Management Case Files CL + 5Y CL + 5Y GC §34090 et seq.; DP Real Estate Appraisal Reports (Acquisition or Sale, including tax-defaulted properties): Purchased 2Y 5Y 2 CFR 200.333; 24 CFR 85.42(b), 24 CFR 91.105(h), 24 CFR 97.42(b), 24 CFR 570.502(ab); 982.158, 884.214; 29 CFR 97.42, GC §34090 Generally not a public record until purchase completed 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 Relocation Files CL + 1Y CL + 5Y CCP 337 et seq.; GC 945, 34090, 34090.6; PC §832.5 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Residential Rehabilitation Loans - No Recapture / Resale Restrictions CL + 5Y CL + 5Y 2 CFR 200.334; 24 CFR 92.508(a)(c)(2) & 570.502(b), 982.158, 884.214; 29 CFR 97.42, GC §34090 Residential Rehabilitation Loans - With Recapture / Resale Restrictions CL + 5Y CL + 5Y 2 CFR 200.334; 24 CFR 85.42, 92.508(a)(c)(2) & 570.502(b), 982.158, 884.214; 29 CFR 97.42, GC §34090 CL = After the Affordability Period terminates or the written agreement terminates, whichever is longer Section 8 Administrative Records 7Y 7Y 2 CFR 200.334; 24 CFR 982.158; 884.214; 29 CFR 97.42; HUD Notice PIH 98- 48, 99-49; GC §34090 Section 8 Applications for Program – Disqualified or not placed 3Y 3Y 2 CFR 200.334; 24 CFR 982.158, GC §34090 Section 8 Database IND (Min. 7Y) IND (Min. 7Y) GC §34090; HUD Notice PIH 98-48, 99-49; GC §34090 Minimum 7Y Section 8 Funding Applications 7Y 7Y 2 CFR 200.334; 24 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Section 8 Tenant Files - WITH Unpaid Balances CL + 2Y P 2 CFR 200.334; 24 CFR 982.158; 29 CFR 97.42; HUD Notice PIH 98-48, 99- 49; GC §34090 Section 8 Tenant Files - WITHOUT Unpaid Balances CL CL + 3Y 2 CFR 200.334; 24 CFR 982.158; 29 CFR 97.42; HUD Notice PIH 98-48, 99- 49; GC §34090 Section 8 Voucher Management System (VMS) Report 7Y 7Y 2 CFR 200.334; 24 CFR 982.158; 29 CFR 97.42; 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, Rehabilitation, First Time Home Buyers, Community Housing Development Organizations, CDBG & HOME, etc. CL + 5Y CL + 5Y 2 CFR 200.334; 24 CFR, 92.508(a)(c)(2) & 570.502(a), 29 CFR 97.42, GC §34090 CL = After the Affordability Period terminates or the written agreement terminates, whichever is longer 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Workforce Development Grants / Program Files (Records include, but are not limited to, Master Subgrant Agreement, Monitoring Reports (Program/EEO/Fiscal/Procurement/Training providers), County of Orange CalWORKs Agreement) 2Y 5Y 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 91.105(h), 92.505, & 570.502(a), 28 CFR 66.42; 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 Ensure audit requirements are met prior to destruction. Workforce Development Participant Case Files, Procurement Records, Property Inventory 2Y 5Y 2 CFR 200.333; 7 CFR 3016.42; 21 CFR 1403.36 & 1403.42(b); 24 CFR 91.105(h), 92.505, & 570.502(a), 28 CFR 66.42; 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 ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Human Resources Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS HUMAN RESOURCES 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form) 5Y 5Y Form Instructions; GC §34090 et seq. Affirmative Action / Equal Opportunity Employment - EEOC Reports (EEO-4 Reports) 3Y 3Y 29 CFR 1602.30; 29 CFR 1602.32 Classification / Reorganization Studies 3Y 3Y 29 CFR 1602.31 & 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 Compensation Surveys & Studies 3Y 3Y 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; DP Eligibility Lists 4Y 4Y 29 CFR 1602 et seq. & 1627.3(a)(5) and 2 CCR 11013(c)), 8 CCR §11040.7(7).(C)), GC §§12946, 12960, 34090;DP Employee Benefit Plans / Insurance Policies CL + 2Y CL + 2Y 9 CFR 1627.3(b)(2); 29 USC 1027; 11 CCR 560; 28 CCR 1300.85.1; GC §34090; DP Equal Opportunity Employment - Complaints / California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims –Employees T + 4Y T + 4Y 2 CCR 11013(c); GC §§12946, 12960, 34090; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Equal Opportunity Employment - Complaints / California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims –Non-Employees CL + 4Y CL + 4Y 2 CCR 11013(c); GC §§12946, 12960, 34090; DP Grievances / Employee Rights / Arbitration / Investigations T + 4Y T + 4Y 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174; DP Health Council 2Y 2Y GC §34090 Human Resources Management Database IND (Min. T + 30Y) IND (Min. T + 30Y) Matches retention for Personnel files; GC §34090 et seq.; DP Job Descriptions / Job Classifications / Job Specifications 5Y 5Y 29 CFR 1602.31 & 1627.3(b)(2), 8 CCR §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, Correspondence, Interpretations, etc. P P GC §34090 et seq.; 29 CFR 405.9; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Personnel Files - All City Employees T + 5Y T + 30Y 29 CFR 1602.14 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 53235.2(b); 29 USC 1113; LC §1198.5 DP See Citywide Retention Schedule for retention of department-level personnel files. Personnel Files - Medical Records (all City employees) FMLA / Disability Accommodations / Requests Leaves T + 5Y T + 30Y 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP Breathing Apparatus Fit Tests may also be retained in Fire's Medical File. Personnel Management / Benefits Database IND (Min. T + 30Y) IND (Min. T + 30Y) Matches retention for Personnel files; GC §34090 et seq.; DP Personnel MAPS documentation (Performance Evaluations) See Citywide Retention See Citywide Retention GC §34090 et seq.; DP See Citywide Retention Schedule; Preliminary drafts Pre-Employment Physicals, DOT Physicals T + 1Y T + 30Y 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; DP Recruitment / Applicant Tracking Database (NeoGov) IND (MIN 4Y) IND (MIN 4Y) 29 CFR 1602 et seq & 1627.3(a)(5) and 2 CCR 11013(c,) 8 CCR §11040.7(C), GC §§12946, 12960, 34090; DP Recruitment Files (Includes Applications, Advertisements, Job Brochures, Test Data, Rating Sheets, Questions, etc.) 4Y 4Y 29 CFR 1602 et seq & 1627.3(a)(5) and 2 CCR 11013(c),8 CCR §11040.7(7(C)), GC §§12946, 12960, 34090; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Retirement Program (PERS) - Contract Administration Files 10Y 10Y CCP §337 et. seq., GC §34090; DP Studies & Surveys Conducted on Behalf of the City (Attrition, Benefits, Succession Planning, etc.) 3Y 3Y GC §34090 et seq.; DP Workplace Violence Incident Logs / Workplace Violence Plans, Training 5Y 5Y LC §6401.9(f); GC §34090 DEFERRED COMPENSATION Deferred Compensation Action Reports 2Y 5Y GC §34090 et seq.; DP Deferred Compensation Committee: Agendas, Agenda Packets, Minutes P P GC §34090 et seq.; DP Deferred Compensation Committee: Correspondence 2Y 2Y GC §34090 Deferred Compensation Participant Files - Retired Employees CL + 4Y CL + 4Y GC §§12946, 12960, 34090; DP CL = Zero Balance Deferred Compensation Participant Files - Separated Employees CL + 3Y CL + 7Y 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 30490 DP CL = Zero Balance 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Deferred Compensation Reports AV AV GC §34090 et seq.; DP Preliminary drafts Deferred Compensation Wire / ACH Receipt Confirmations 2Y 2Y GC §34090 RISK MANAGEMENT Accident Reports That Do Not Result in a Claim / Patron Injury Reports 2Y 2Y GC §34090 Actuarials 10Y 10Y GC §34090 et seq.; DP Claims - Liability CL + 1Y CL + 5Y CCP 337 et seq.; GC 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 Lists, Drug & Alcohol Test Results, Training, BIT Inspections, etc. 5Y 5Y 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq.; DP Fire Inspection & Facility Safety Inspection Reports 5Y 5Y GC §34090 et seq.; DP Insurance Policies, City: General Liability, Property, Public Employee Bonds / Fidelity Bonds / Dishonesty, etc. P P GC §§36507, 34090; PC §§801.5, 803(c); DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A, etc. 2Y 5Y 8 CCR §3203(b)(1), GC §34090; LC §6429(c); DP Risk Management Database IND (Min. CL + 5Y) IND (Min. CL + 5Y) Matches Claims retention; GC §34090 et seq.; DP Unemployment Insurance Claims 2Y 5Y GC §34090 et seq.; DP Workers' Compensation / Employee Accident Reports – Future Medical Awards CL P 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP Workers' Compensation / Employee Accident Reports – No Future Medical Award CL T + 30Y 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 3105; LC §1198.5; 29 CFR 1602.14; DP ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Planning Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS BUILDING SERVICES Building Inspection Activity Reports 2Y 2Y GC §34090 Inspector Log Building Permit Database IND - P IND - P GC §34090 et seq.; Building 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 License Division) 2Y 2Y GC §34090 Structural Calculation for Low-Rise Structures 2Y 2Y GC §34090; H&S §19850 Structural Calculation for High-Rise Structures stories) 2Y P GC §34090; H&S §19850; 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 Appurtenances, Places of Public Accommodation, Tenant Improvements, Production Homes, Title 24 Energy Calculations and Modification Requests CL + 6M P CBC §§104.7 & 107.5, H&S §19850, GC §34090 ---PAGE BREAK--- 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 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 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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) Environmental Impact Reports (EIRs), Negative Declarations, etc. / CEQA Correspondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project Approval or Denial + 2 years Project Approval or Denial + 2 years Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (D076605, D076924, D076993) (4th Dist. 2020); 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Environmental Impact Reports (EIRs), Negative Declarations, etc. P P 14 CCR §15095(c); GC §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, etc. P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Planning Commission ACTION AGENDAS P P GC §34090 et seq.; Records Prior to August 1, 2011 Planning Commission ACTION AGENDAS WITH EMBEDDED AUDIO P P GC §34090(e), GC §54953.5(b) Meetings of legislative bodies Planning Commission AGENDA PACKETS P P GC §34090 Planning Commission MINUTES & BYLAWS P P GC §34090(e) Planning Commission AUDIO RECORDINGS OF MEETINGS / AUDIO TAPES 5Y 5Y GC §54953.5(b); DP Meetings of legislative bodies Planning Commission RESOLUTIONS P P GC §34090(e) Planning Project Files / Case Files - Incomplete or Withdrawn AV AV GC §34090 et seq.; DP Preliminary drafts Planning Project Files / Case Files – Approved, Denied, or Expired P P 14 CCR §15095(c); GC§§34090, 34090; DP Planning Services Database IND - P IND - P GC §34090 et seq.; Planning Permits & Entitlements are Permanent; DP Conceptual Development Review File ( No Final Application) AV AV GC §34090 et seq.; DP Preliminary drafts Project Log Index / Spreadsheet / Binders of Historic Actions P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 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 ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Police Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS CHIEF OF POLICE / INTEL & JTTF / PIO / SB1421 / PROFESSIONAL STANDARDS Claims - Liability AV AV GC 911.2, 34090, 34090.6; PC §832.5; DP Official copy at Human Resources / Risk Management and City Clerk Telephone Invoice Backup / Cell Phone Detail 2Y 10Y GC §34090 et seq.; DP Not sent to Finance Department Grievances AV AV 29 CFR 1602.31 & 1627.3(b)(ii), GC §§12946, 12960, 34090, LC 1174; DP Official copy at Human Resources (T + 3Y) Reports and Studies Regarding Police Operations 2Y 2Y GC §34090 et seq. STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3Y 3Y 11 CCR 999.228; 11 CCR 999.229; GC §§12525.5, 34090 et seq. Report to the State Commission on Peace Officer Standards and Training (POST Commission) of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9 2Y 2Y GC §34090 et seq. Officer Recordings: Body-Worn Cameras – Homicide, Officer-Involved Shootings, Sexual Assault IND IND PC§ 832.18(b)(5)(E); GC §34090.6 et seq. Orange County DA recommendation Officer Recordings: Body-Worn Cameras – Domestic Violence, DUI, Gang – FI / STEP Notices, Shootings & Stabbings, Prosecution, Life Sentences, Appeals & Habeas Corpus Petitions, No Category As Long As Possible As Long As Possible PC§ 832.18(b)(5)(E); GC §34090.6 et seq. Orange County DA recommendation Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P P PC§ 832.18(b)(5)(E); GC §34090.6 et seq. ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Officer Recordings: Body-Worn Cameras - that ARE evidence in a Crime Follows Statute of Limitations for Crime Follows Statute of Limitations for Crime PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq. Orange County DA recommendation Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days 60 days PC§ 832.18(b)(5)(A); GC §34090.6 et seq. Chief of Police / Professional Standards - Internal Affairs Internal Affairs Investigations / Disciplinary Files / Complaints / In-Custody Deaths, Major Incident Response Team (MIRT), and Officer Involved Shootings WITHOUT Sustained Finding of Misconduct as defined in PC §832.7 CL + 5Y CL + 5Y EVC §1045(b)(1), GC §§12946, 12960, 34090, PC §§801.5, 803(c), 832.5(b), VC §2547; DP Internal Affairs Investigations / Disciplinary Files / Complaints / In-Custody Deaths, Major Incident Response Team (MIRT), and Officer Involved Shootings WITH Sustained Finding of Misconduct as defined in PC §832.7 CL + 15Y CL + 15Y PC §§832.5(b), 832.7; GC §34090 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 Applications) AV AV Not a City record Asset Forfeiture Files 5Y 5Y Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 et seq. 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 Logs AV AV GC §34090.6 et seq. If evidence, segment to follow Evidence/Property Files retention ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Case Management Database Legacy RMS IND - P IND - P GC §34090 et seq.; some 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 Investigations CL + 2Y CL + 2Y GC §34090 et seq.; DP CL = notification from CommDev/Housing of no Housing granted / no more assistance Informant Files 2Y 2Y GC §34090 et seq. Investigation Files and Arrest Files / Detective's Files / Analysis - ALL INVESTIGATIONS (Family Justice, Persons, Property) AV AV GC §34090 et seq.; DP Originals Transferred into Records Files or RMS Missing Persons Investigations AV AV GC §34090 et seq.; DP Originals Transferred into Records Files or RMS ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 (MIN 2Y) L + 1Y (MIN 2Y) GC §34090 et seq. Warrants to be retained for L + 1Y or 2Y, whichever is longer Warrants - all, including Burglary (Misdemeanor) L + 1Y (MIN 2Y) L + 1Y (MIN 2Y) GC §34090 et seq. Warrants to be retained for L + 1Y or 2Y, whichever is longer Investigations / Forensics Calls for Service (Service Log) 11Y 11Y GC §34090 et seq.; DP DIMS - Digital Image Management System Database IND - P IND - P GC §34090 et seq.; some 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 ---PAGE BREAK--- 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 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 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 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 ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 8 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175, 5/19/15 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 Reports, etc.) P P GC §34090 et seq.; DP 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 ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: POLICE Page 9 of 19 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 RES-2015-175, 5/19/15 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 GC §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 - Employees, Reservists, Volunteers 4Y 4Y 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, 12960, 34090; ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Personnel Background Packets for Employees, Reservists, Volunteers - Conclusions and Medical Records T + 4Y T + 4Y 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, 12960, GC §34090 et seq.; 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 §§12946, 12960, 34090; DP Attendance rosters, outlines & materials, use of force training, etc. Emergency Management 2Y 2Y GC §34090 et seq.; DP. General Orders / Policies & Procedures / Operation Directives S + 5Y S + 5Y GC §34090 et seq.; DP Personnel Training File - Tests, Bulletins, Certificates, Range Files, Program Information, Needs Assessment, Field Training T + 1Y T + 5Y 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(2), 29 CFR 1904.33, 29 CFR 1904.44; LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b); DP Reserve Hours - Summary 2Y 2Y GC §34090 et seq. Silencer Control Permits (for guns) P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Special Events (logs, deployments) 2Y 2Y GC §34090 et seq. Training Database IND (Min. 5Y) IND (Min. 5Y) OSHA requires 5 years for safety training; 8 CCR §3203 et seq., 29 CFR 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 ---PAGE BREAK--- 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 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 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. ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 event sign-in sheet, schedules, billings, assignments) 2Y 2Y GC §34090 et seq. Preliminary Alcohol Screening Device Records 2Y 2Y GC §34090 et seq. Radar Calibration Records L L GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 of Communications Dispatch 2Y 2Y GC §§34090, 34090.6; DP Auto re-write 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) Computer Backups AV AV GC §34090 et seq.; DP For Disaster Recovery purposes only; Preliminary drafts; Data backups are taken at varying intervals 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Support Services / Property & Evidence Auctions 5Y 5Y GC §34090 et seq.; DP Evidence / Property Database IND - P IND - P GC §34090 et seq.; some crimes have no statute of limitations – homicide, etc.; DP Evidence / Property Files, including Interview Audio Recordings, Photographs, all evidence CL CL GC §34090 et seq.; DP CL = Final after appeals, adjudication 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), and 13321 Local record review for visa, immigration, foreign adoption, housing authority, persons of record Court Calendar 2Y 2Y GC §34090 et seq. ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 (FIs) AV AV GC §34090 et seq.; DP Originals transferred into RMS Investigation Files and Arrest Files / Detective's Files / Analysis - ALL INVESTIGATIONS AV AV GC §34090 et seq.; DP Originals transferred into RMS Juvenile Sealings / Ward Cases - Except those with Child Abuse or Severe Neglect, (Substantiated), outstanding stolen property, including firearms, or lost firearms CL + 5Y CL + 5Y CCP §§340.1, GC §34090; W&I §§389(a), 781(d) CL= Sealing Date LiveScan Applications 2Y 2Y GC §34090 et seq. Misdemeanor or Infraction – Marijuana / Cannabis CL + 2Y CL + 2Y H&S § 11361.5 et seq., GC §68152(e)(8) CL= Conviction or Arrest (if no Conviction); Auto delete Applications: Massage Technicians, Bingo Licenses, Business Licenses, Taxi Cab Drivers, Escorts, Sex Oriented Businesses, Dancers, Fortune Tellers, Solicitors and Vendors 2Y 2Y GC §34090 et seq. Business License (Planning) is office of record for licenses. 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Registrants: Arson - Juveniles released from Division of Juvenile Justice CL + 5Y CL + 5Y W&I §781; GC §34090 CL= Age 25 or Sealing Date 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 PC §290 et seq.; W&I §781; DP Originals transferred into RMS Reports: Crime Statistics / Hate Crimes / Arrest & Citation Register (MACR) / Uniform Crime Reports (UCR) - Summaries (BCS) / National Incident-Based Reporting System (NIBRS) 2Y 2Y GC §34090 Entered directly into DOJ’s portal (a State record) RMS Database IND – P IND - P some crimes have no statute of limitations – homicide, etc.; PC 261, 286, 288, 288a, 288.5, 289, 289.5, 290, and 799; PC §802, PC §§187, 800 et seq.; GC §34090 et seq.; DP Includes all Crime, Incident & Traffic Reports, Scanned Supplemental Documents, FIs & Booking Records ---PAGE BREAK--- 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 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 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 ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Public Works Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS ENGINEERING Abandonments / Vacations (Streets) / Survey File P P GC §34090(a) Applications and associated records for any project that is Cancelled, Withdrawn, or Expired 2Y 2Y GC §34090 et seq. Assessment District / Maintenance District / Landscape & Lighting / Street Improvement District Projects / Community Facilities Districts P P CCP §§337. 337.1(a), 337.15, 343; GC §34090 et 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 File CL P GC §34090 et seq.; DP Capital Improvement Projects (CIP) –Administrative / Construction File (State & Federal Funds) CL CL + 10Y CCP §337 et. seq., GC §34090 et seq; DP Capital Improvement Projects (CIP) –Administrative / Construction File (No State & Federal Funds) CL CL + 5Y CCP §337 et. seq., GC §34090 et seq; DP Capital Improvement Projects (CIP), Unsuccessful Proposals 2Y 2Y GC §34090 Certificates of Compliance P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Design & Construction Standards P P GC §34090 et seq.; DP Survey Record Maps, Final Parcel Maps, Final Tract Maps P P GC §34090 et seq.; DP Encroachment Licenses - Permanent Encroachments P P GC §34090 et seq.; DP Engineering Studies / Surveys (Cancelled, Withdrawn, or Expired) 2Y 2Y GC §34090 et seq. 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 Drain, etc.) P P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS NPDES Monitoring – Stormwater 3Y 3Y 40 CFR §§122.21, 122.41, 122.44; CCP §337 et seq. NPDES Permits – Stormwater E + 3Y E + 3Y 40 CFR §§122.21, 122.41, 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 Permits, Temporary Construction, Utility Cuts, etc. 5Y 5Y GC §34090 et seq.; DP Temporary in nature (for construction, 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Traffic Speed Surveys 10Y 10Y GC §34090 et seq.; DP Traffic Studies / Traffic Counts / Traffic Calming Requests 2Y 2Y GC §34090 et seq.; DP Transportation Permits - Wide Load Permits, Debris Boxes, etc. 2Y 2Y GC §34090 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, DOORS) CU + 2Y CU + 5Y 40 CFR 70.6; GC §34090 et 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 / Certificates of Disposal 5Y P 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 DMV Weight Tickets - Residential and Commercial Vehicles 2Y 2Y GC §34090 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Employee Badges / Access to City Facilities IND IND GC §34090 et seq.; DP Fuel and Gas Usage 5Y 5Y GC §34090 et seq.; DP Generator Operation Logs / Inspections 5Y 5Y AQMD Rule 1470; Form 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 Compressors, CNG Tank, Propane, etc.) CU + 2Y CU + 2Y GC §34090 et seq.; DP Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2Y 2Y 13 CCR 1234(c); VC 34505.5(c); 49 CFR 396.11; GC §34090 Surveys Issued by US Department of Energy for Alternative Fuel Vehicles 2Y 2Y GC §34090 Tire Recycling Permits & Manifests 5Y P GC §34090 et seq.; 14 CCR 18459.3(b); DP Underground Storage Tanks UST Monitoring, Inspections and Maintenance, Release Detection Systems, Cathodic Protection Maintenance Records 7Y 7Y 23 CCR 2712(b); H&S §25284.2(i) Underground Storage Tanks Repairs, Lining, Upgrades L L 23 CCR 2712(b), H&S §25284.2(i) ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Underground Storage Tanks Location, Removal, Soil Remediation, Monitoring Well Records 10Y P 23 CCR 2712(b), H&S §25284.2(i); GC §34090 et. seq.; DP Used Oil Disposal 3Y 3Y 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Vehicle & Equipment Database IND (Min. 2Y) IND (Min. 2Y) GC §34090 et seq.; DP Vehicle Accident Report CU + 2Y CU + 2Y GC §34090 et seq.; DP Vehicle Registration 2Y 2Y GC §34090 Vehicle, Equipment & Radio History Files L + 2Y L + 2Y 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., GC §34090 Work Orders / Service Requests Database IND (Min. 5Y) IND (Min. 5Y) GC §34090 et seq.; DP OPERATIONS Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2Y 2Y 13 CCR 1234(c); VC 34505.5(c); 49 CFR 396.11; GC §34090 Sidewalks: Notification of Liability for Hazardous Conditions 10Y 10Y GC §34090 et seq.; DP Traffic Complaints 2Y 2Y GC §34090 et seq.; DP ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 8 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Traffic Signal Outages 2Y 2Y GC §34090 Trees - Inventory 2Y P GC §34090 et seq.; DP OPERATIONS – SOLID WASTE Annual Report - HHW (Household Hazardous Waste) 5Y P GC §34090 et seq.; H&S §25160.8(c)(3)(D); 14 CCR 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 939 / SB 1383 Compliance (Organic Waste Collection and Recycling) E + 5Y E + 5Y 14 CCR § 18995;.2 H&S §39730.7;GC §34090 et seq Electronic Waste / e-waste / Covered Electronic Waste (CEW) Net Cost Reports (to State), Recertifications 5Y 5Y GC §34090 et seq.; DP Electronic Waste / e-waste / Covered Electronic Waste (CEW) Permits 5Y P GC §34090 et seq.; DP. Recycling Events 2Y 2Y GC §34090 et seq.; DP ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC WORKS Page 9 of 10 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/13 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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 Requirement (ADR) - SB1066 Extensions E + 2Y E + 2Y GC §34090 et seq.; DP 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 Inspections / Video Tapes or Digital Recordings 10Y 10Y GC §34090 et seq.; DP Complaints 2Y 2Y GC §34090 et seq.; DP Confined Space Entries 3Y 3Y 8 CCR 5157(d)(14) & 29 CFR 1910.146(e)(6); GC §34090 Correspondence - Regulatory Agencies 10Y 10Y GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Lift Station - Inspections, Maintenance, Repairs, Service Requests, Alarm Recording, Logs, Charts, Flow Monitoring, Voltage Readings, Permits 10Y 10Y WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2)GC §34090; DP Public Works Operations Database IND (Min. 5Y) IND (Min. 5Y) WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2)GC §34090; DP Maintenance, Cleaning, Repairs, Stoppage Calls, Spills, Line Replacement Operations & Maintenance Manuals L L GC §34090 et seq.; DP Sanitary Spills and Overflows (SSOs) 5Y 5Y 40 CFR 122.41(j)(2); General Order 2006-03; & 2022-0103- DWQ; GC §34090 et seq. Sewer System Management Plan / Sanitary Spills Overflow Prevention Plan (SSOPP) and Sanitary Sewer Overflow Response Plan S + 5Y S + 5Y 40 CFR 122.41(j)(2); General Order 2006-03; & 2022-0103- 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 (SSOs) 5Y 5Y GC §34090; DP Work Orders / Service Requests Database IND (Min. 5Y) IND (Min. 5Y) GC §34090 et seq.; DP Work Orders / Service Requests - NOT entered in Database 5Y 5Y CCP §§338 et seq., 340 et seq., 342, GC §34090; DP ---PAGE BREAK--- 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 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. RECORD RETENTION SCHEDULE Public Utilities Department ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS ADMINISTRATIVE SERVICES Annual Report for the Utility P P GC §34090 et seq.; DP Bond Covenants P P GC §34090 et seq.; DP Bonds & Bond Financing MA MA + 10Y CCP §§336(a)(1) & 337.5(2); GC §43900 et seq.; DP Department Policies, Department Orders, Advanced Planning S P GC §34090 et seq. Joint Power Authorities P P 18 CFR §125.3, GC §34090 et seq. IPA, San Juan, SONGS, SCPPA, PCC & any RTO (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 Packets 10Y P GC §§34090, 54960.1(c)(1); DP Public Utilities Board (PUB) -Transcripts of Rate Hearings 10Y P GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Rates, Rules & Regulations S P 18 CFR §125.3, GC §34090 et seq.; DP Records Management System Database IND - P IND - P Accommodates records 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 300, 301, 301A, etc. 2Y 5Y 8 CCR §3203(b)(1), GC §34090; 8 CCR 14300.33, LC §6429(c); DP Safety Inspections 1Y 5Y 8 CCR §3203; DP Safety Program Administration - Subject Files 2Y 5Y 8 CCR §3203; DP Safety Training Records 7Y 7Y 8 CCR §3203 et seq., 29 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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) (Account Maintenance, Call Center, Credit & Collections, Field Services) IND (Min 5 Y) IND (Min 5 Y) Meets municipal government auditing standards; GC §34090 et seq. Meter Reading Cards 2Y 2Y GC §34090 et seq. Payment Collection Cards / Stubs Customer Account Records 120 days 120 days AMC §1.10.080 CIS - Revenue Protection 7Y 7Y GC §34090 et seq. Anaheim Public Utilities Rates, Rules and Regulations (includes Policy on Discontinuation of Residential Service for Nonpayment) S + 2Y S + 2Y GC §34090; H&S §116908 ELECTRIC SERVICES Construction Standards / Specifications S P GC §34090 et seq.; DP Confined Space Entry Forms 5Y 5Y 8 CCR 5157(d)(14) & 29 CFR 1910.146(d)(14) & GC §34090; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Critical Infrastructure Information Management Program P P 18 CFR §125.3; GC §34090 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 Withdrawn AV AV GC §34090 et seq.: DP Preliminary drafts Electric System Operations - Dispatch Tapes 1Y 1Y GC §34090.6 Electric System Operations - Dispatch Orders 7Y 7Y CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090; DP Electrical Underground Subcommittee 10Y P GC §34090(e) Approved Minutes (Signed), Agendas Electric Service Databases: FEI (Field Equipment Inventory), Outage Management System (OMS), Supervisory Control & Data Acquisition (SCADA) IND (Min 5Y) IND (Min 5Y) Matches FERC Work Order retention requirements; 18 CFR §125.3; GC §34090 et seq. Generation Facilities Document Management Program (CTG, Canyon Power Plant) P P 18 CFR §125.3; GC §34090 et seq.; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Medical Necessity Customers (Emergencies / Shut- offs - Customers who must have electricity for critical medical equipment) S + 2Y S + 2Y GC §34090 et seq.; DP 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 Underground Service Alerts (USA's) 3Y 3Y GC §34090 et seq.; GC §§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 Program 5Y 10Y GC §34090 et seq.; DP Environmental Compliance & Groundwater Protection Program P P GC §34090 et seq.; DP Environmental Permits & Compliance Documentation 5Y 5Y GC §34090 et seq.; DP Air, Water, Waste, Transport, Sewer, etc. ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Environmental Audits 5Y 5Y GC §34090 et seq.; DP Waste Treatment & APUD Disposal Facilities, APUD Facilities Hazardous Waste, Communication, Disposal, Inspection Documentation Program P P GC §34090 et seq.; DP Hearing Conservation Program 2Y 30Y 8 CCR §5095; GC §34090 et seq.; DP Legislative and Regulatory Affairs Document Management Program 2Y 2Y GC §34090 SDS (Safety Data Sheets) / MSDS (Material Safety Data Sheets) / Chemical Use Report Form / records of the chemical / substance / agent, where & when it was used 30Y 30Y 8 CCR 3204(d)(1)(B)(2) and GC §34090 NERC Compliance Document Management Program 10Y 10Y GC §34090 et seq.; DP SF6 Compliance Documentation Program P P GC §34090 et seq.; DP CARB & US EPA Greenhouse Gas Regulations ERTMS (SoftSmiths) Information System Database IND (Min. 5Y) IND (Min. 5Y) Matches FERC Work Order retention requirements; 18 CFR §125.3; GC §34090 et seq. PCB Compliance Documentation Program 30Y 30Y GC §34090 et seq.; DP Respiratory Protection Program 2Y 30Y 8 CCR §5144; GC §34090 et seq. ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 8 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Water System Permit and Compliance Documentation Program / Water Quality Report (Consumer Confidence Report) 12Y P 40 CFR 141 et seq.; 22 CCR §64001 et seq.; 22 CCR 64470; 22 CCR §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 Management Program 5Y 7Y GC §34090 et seq.; DP Department of Energy (DOE) Document Management Program 5Y 5Y GC §34090 et seq.; DP 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) Dockets 5Y 5Y 18 CFR §125.3; GC §34090 et seq.; DP FERC Regulatory Proceeding Documents related to APUD NERC Compliance Document Management Program 10Y 10Y GC §34090 et seq.; DP Power Contracts & Operations CL +10Y CL + 10Y 18 CFR §125.3; GC §34090 et seq.; DP ---PAGE BREAK--- CITY OF ANAHEIM RECORD RETENTION SCHEDULE DEPARTMENT: PUBLIC UTILITIES Page 9 of 12 Resolution: 2025-067 Approved: July 15, 2025 Previous Approval: RES-2013-089, 6/18/2013 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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, WECC, CAISO, etc.) 10Y 10Y 18 CFR §125.3; GC §34090 et seq.; DP Resource Planning & Regulatory Compliance Program P P GC §34090 et seq.; DP Technology Development Databases: Customer Information System Database (CIS), Oracle (WAMS) Information System Database IND (Min. 5Y) IND (Min. 5Y) Matches FERC Revenue retention requirements; 18 CFR §125.3; GC §34090 et seq. Technology Development Document Management Program L + 10Y L + 10Y 18 CFR §125.3; GC §34090 et seq.; DP WATER SERVICES Construction Standards / Specifications S P GC §34090 et seq.; DP Cross Connection Testing / Backflow Testing 3Y 3Y Cross-Connection Control Policy Handbook Section 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 ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Water Operations - Production Program 3Y P GC §34090 et seq.; DP Maps (Rule 15 10Y P GC §34090 et seq.; Rule 15 of RR&R (APUD-Water) Critical Infrastructure Information Management Program P P GC §34090 et seq.; DP Project Files (Water) CL P GC §34090 et seq.; DP Audio Recordings - Water Operations 1Y 1Y GC §§34090, 34090.6 Confined Space Entry Forms 5Y 5Y 8 CCR 5157(d)(14) & 29 CFR 1910.146(e)(6); GC §34090 DP Water Complaints: Odor / Taste / Visual Complaints 5Y 5Y 40 CFR 122.41(j)(2) & 40 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 Files 10Y P GC §34090 et seq.; DP Public Notices - Potable Water (Tier 1, 2, or 3) 3Y 3Y 22 CCR §64470; GC §34090 SCADA Database (Water) IND (Min. 5Y) IND (Min. 5Y) GC §34090 et seq. ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS 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, Maintenance Records P P GC §34090 et seq. Underground Service Alerts (USA’s) 3Y 3Y 4216.2(f) AND 4216.3( e GC §34090 et seq.; Vulnerability Assessment / Emergency Response Plan / Risk & Resiliency Assessment / Hazard Mitigation Plan P P 42 USC 300i-2(c); GC §34090 et seq.; DP Water Conservation Compliance Documentation - Subject Files 2Y P 18 CFR §125.3; GC §34090 et seq.; DP Water Project Files / Case Files - Incomplete or Withdrawn AV AV GC §34090 et seq.; DP Preliminary drafts Water Quality Lab Document Management Program 5Y 12Y 40 CFR 122.41(j)(2) & 40 CFR 141.33(a); 22 CCR 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. Water Dispatch Orders 7Y 7Y CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090; DP ---PAGE BREAK--- 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 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 SERIES ACTIVE / IN OFFICE TOTAL RETENTION AUTHORITY COMMENTS Water System Operations Document Management Program 5Y P 18 CFR §125.3; 22 CCR §600001 et seq.; DP