HomeMy WebLinkAboutCity Records Retention ScheduleCITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
001 Community Outreach, Media and Public Relations
Records and information regarding external-facing communications, advertising and
press relations materials, including documentation of outreach activities/events held in
cooperation or for the benefit of the local community.
Brochures, Flyers
Correspondence
City FAQs
Growing Strong Neighborhoods
Mailers
Marketing Plans
Media Packets, Releases, Kits
PowerPoint Presentations for Council Members
Public / Media Inquiries
Public Information / Outreach / Education
Publications Produced by the City (newsletter, visitors guide )
Publicity Files
Seasonal Brochures
Social Media Documentation
Special Events
Surveys
Waivers of Liability
All Departments 2Y CA - GOV 34090 - (2Y)
002 Department Administration
General internal administrative records of City departments, including:
- Documentation of department activities
- Routine reports generated by the City
- Information captured on a log or a list
- Correspondence, memos, notes and emails that do not require acknowledgment
and do not pertain to another category
- Department projects
Certificate of Life Attestations
City Generated Routine Studies / Reports
Department Administrative Documents (calendars, committees,
goals, objectives, meeting agendas, meeting minutes, meeting
tapes/recording, plans)
Employee Communication Letters (announcements, new programs,
notices)
In-House Committees / Employee Committees
Log Books and Lists
Office Files, Office Manager Files
Routine Correspondence
Statistical Reporting
Supplies Management (stationery, maintenance)
Volunteer Programs and Schedules (SHARPs, CAMPRS)
Unsuccessful Grant Funding Applications
Workpapers, Working Files
All Departments 2Y CA - GOV 34090 - (2Y)
003 Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting,
and status of grants and other funding sources in which a local government entity is the
recipient, grantor, allocator, or administrator. Includes:
- Community Development Block Grant (CDBG)
- Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
Applications (including project proposals)
Award Notification
Grant Administration
Grant Evaluations
Program Rules, Regulations, Procedures
Property Taxes Funding
Reports to Funding Agencies
All Departments While Active+5Y CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (LA4Y) -
Unsuccessful applications are retained for 2
years.
NOTE: If a grant requires longer retention,
its specific requirements will take
precedence.
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
Page 1 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
004 Historical Documents, Events, Memorabilia, Collections, Artifacts
Records and information documenting the history and significant milestones of the City
as determined by the City Manager or City Clerk
Biographies of City Officials
Census Information
City Seal and Logo
City Generated Historical Studies / Reports
City Incorporation
City Publications
Demographics
Elections (historic, significant)
Executive, City Official Communications, Speeches, Videos
Historic Districts
Historical Events, Artifacts, Architecture, Designations, Projects
Memorial Programs
News, Press Releases
Newspaper Clippings
Picture Collections
Publicity Photographs
Redistricting
Registered Logos
Significant News Clippings, Releases
Sister City Program(s)
All Departments Permanent CA - GOV 34090 - (2Y)
005 Legislative Records - Audio/Video Records
Audio and video recordings of City Council, Commissions, Boards, City Committees
and Redevelopment Successor Agency and their governing boards.
Audio and Video Recordings All Departments 2Y CA GOV 54953.5(b) - (30D)
DP (2Y)
006 Organization Charts
Documents that depict the departmental and reporting structure of the City
government.
Org Charts
Organization Trees
Reporting Structure
All Departments 2Y CA - GOV 34090 - (2Y)
007 Policies, Procedures and Plans
All administrative documentation of City-wide and department policies and procedures.
City Regulations
Directives
General Orders
Guidelines
Five-Year Plans
Handbooks
Manuals
Policies
Procedures
Program / Initiative Plans
Retention Schedule
Standards
All Departments While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) - CA -
GOV 34090 - (2Y)
US - 45 CFR 164.530 - (6Y)
Page 2 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
008 Procurement - Agreements and Contracts Not Awarded
Records and information utilized in solicitation of goods and services where the
purchase order, contract or agreement was not awarded.
Bids, Awards, Exhibits (unaccepted, rejected)
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP)
Requests for Quote (RFQ)
Scorecards
Specifications
All Departments 2Y CA - GOV 34090 - (2Y)
009 Procurement - Purchasing and Requisitioning
Records and information created during the process of gathering information and
awarding purchase orders or contracts for goods and services, including the terms and
conditions under which vendors will provide those goods or services.
Bids, Awards
Bonds
Change Orders
Evaluation Sheets
Exhibits
Notices of Intent (to award, to bid)
Price Lists
Proof of Insurance Certificates
Proposals
Purchase Orders
Quotations
Receiving Reports
Requisitions
Requests for Proposal (RFP)
Requests for Qualifications (RFQ)
Specifications
All Departments 4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.5 - (3Y)
010 Service Issues, Complaints
Documentation regarding department complaints and related requests for service.
Complaints and Inquiries
Follow-up Investigations
Issues Log
Trouble Reports
All Departments 2Y CA - GOV 34090 - (2Y)
011 Animal Care - Tracking System
Reports generated by the animal tracking system used to microchip and track animals.
Reports Animal Care 2Y CA - GOV 34090 - (2Y)
012 Animal Care - Care and Service of Animals
Records that document the care, feeding, adoption, fostering or destruction of animals
living in the City's Animal Care Facility.
Adoption Contracts
Animal Licenses
Animal Registration Report
Animal Trap Deposits
Bite Reports/Rabies Control Records
Clinics: Spay and Neuter, Rabies Vaccinations
Impound Records/Impound Cards/Relinquishments
Notices to Comply/Warning Letters/Notices/Citation Books
Rabies Vaccination Clinics
Surgical Records
Training Records
Animal Care
Police
4Y CA - CCP 340(c) - (LA1Y)
CA - CCP 337 - (LA4Y)
CA - FAC 32003 - (3Y)
CA - GOV 34090 - (2Y)
CA - HSC 122331 - (MAINT)
CA - PEN 597.1(d) - (3Y)
Page 3 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
013 Legal Advice and Opinions
Memoranda containing legal advice prepared by the City Attorney.
Legal Memorandum
Attorney Opinions
City Attorney 10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
DP
014 Legal Operations
Records received or created for the daily operations of the City Attorney.
Pitchess Motion Requests
Standard Work - City Attorney proceses
Staff Assignments/Identified Back-Up
City Attorney 2Y CA - GOV 34090 - (2Y)
015 Risk Management Insurance Coverage
Records detailing the City's general coverage against property damage and liability,
including renewal submission information, insurance quotes, & broker correspondence.
City Attorney While Active+4Y CA - 22 CCR 3267-2 - (MAINT)
CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
016 Routine Litigation and Third Party Claims
Records generated for or related to routine cases or action before a judicial, arbitral, or
administrative officer or body.
Claims
Complaints
Court Orders
Discovery
Exhibits
Judgments
Pleadings
Related Correspondence
Settlement Agreements
Subpoenas (for civil subpoenas and criminal subpoenas)
Third Party Claims
City Attorney Final Resolution+10Y CA - 2 CCR 11013 - (FR+2Y)
CA - 8 CCR 10102 - (5Y; CL+1Y)
CA - 22 CCR 1085-2 - (CU+4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D)
US - 42 USC 2000e-5(f) - (LA180D)
Page 4 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
017 Significant Litigation and Third Party Claims
Records generated for or related to significant cases or action before a judicial,
arbitral, or administrative officer or body.
Claims
Complaints
Court Orders
Discovery
Exhibits
Judgments
Pleadings
Related Correspondence
Settlement Agreements
Subpoenas (for civil subpoenas and criminal subpoenas)
Third Party Claims
City Attorney Permanent CA - 2 CCR 11013 - (FR+2Y)
CA - 8 CCR 10102 - (5Y; CL+1Y)
CA - 22 CCR 1085-2 - (CU+4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D)
US - 42 USC 2000e-5(f) - (LA180D)
018 Agreements, Contracts and Leases - Construction and Real Property
Executed agreements and contracts for acquisition of, modifications to, or disposal of
real property, including construction services, as well as associated ancillary
documents, between the City and other parties. Examples include:
- Acquisition Agreements
- Contractor Construction Agreements
- Professional Services Agreements
- Property Improvement Contracts
- Property Sales Agreements
- Subdivision Improvement Agreements (SIAs)
- Water Agreements
Addendums and Amendments
Attachments / Exhibits
Awarded Bids
Development Agreements
Grant of Easement Licenses and Maintenance Agreements
(GELMAs)
Performance Bonds
Certificates of Insurance
Connecting Waters Agreements (annually)
Disclosures
Letters of Intent
Private Land Development Bond
Purchase Orders
Statements of Work (SOWs)
Storm Water Maintenance Agreements (SWMAs)
Supplemental Subdivision Improvement Agreements (SSIAs)
Warranties
Wastewater Agreements
City Clerk Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090(a) - (PR)
US - 29 CFR 516.5 - (3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
Page 5 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
019 Agreements, Contracts and Leases - Goods and Services
Executed agreements, contracts, leases (which includes any type of contract, such as
an agreement, franchise, purchase order, or lease) and associated ancillary
documents, between the City and other parties. Examples include:
- Collective Bargaining Agreements
- Contractor Agreements
- Employee, Employment Agreements
- Equipment Agreements
- Franchise Agreements
- Rentals and Leases
- Licensing Agreements
- Maintenance Agreements
- Memoranda of Agreement (MOA)
- Memoranda of Understanding (MOU)
- Professional Services Agreements
- Service Contracts
Addendums and Amendments
Attachments / Exhibits
Certificates of Insurance
Concessions
Contractor Agreements (updated annually, semi-annually)
Disclosures
Equipment Agreements
Family Resources & Referral Agreements (annually)
Instructor Agreements
Leases, Attachments
Letters of Intent
Letters of Understanding
License Agreements, Licenses
Licensing, Licenses (general )
Maintenance Agreements
Memoranda of Agreement (MOAs)
Memoranda of Understanding (MOUs) - other than labor MOUs
Professional Services Agreements
Purchase Orders
Real Estate Leases, Attachments
Statements of Work (SOWs)
Warranties
City Clerk While Active+4Y CA - CCP 337.1 - (LA4Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.5 - (3Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
020 Appointments to Boards, Commissions and Committees
Staff records related to appointments and membership made by authorized elected
officials to councils, committees, boards, and commissions.
Applications (appointed, unsuccessful)
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
Submitted Documents
City Clerk Term of Office+2Y CA - GOV 34090 - (2Y)
021 Election Records - Administrative Files
Documentation of the administration of City elections as well as the submission and
processing of initiatives, referenda, recalls, or ballot measures, excluding petitions.
Ballot Measure (Arguments For/Against, Full Text, Rebuttals,
Impartial Analysis)
City Attorney Opinion
Correspondence
Election Results
Non-municipal election files
Research Notes
City Clerk 4Y CA - GOV 34090 - (2Y)
CA - GOV 81009 (f) (g) - (4Y), (2Y)
022 Election Records - Candidates Not Elected
Campaign statements and election documentation for candidates who are not elected.
Campaign Statements
Nomination Papers
City Clerk 5Y CA - GOV 81009(b) - (5Y)
023 Election Records - Committee Campaign Forms
Campaign statements for Political Action Committees, General Purpose Committees
and all other FPPC campaign reports and statements not specified in Record #'s 021 &
022.
FPPC Series 400 Forms City Clerk 7Y CA - GOV 81009 (c ) - (7Y)
Page 6 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
024 Election Records - Initiative, Recall, or Referendum Petitions
Petitions for initiative, referendum, or recall, whether successful or not. See Record
#019 for other records related to initiative, recall or referendum petitions.
Petitions (initiatives, recall or referendum)City Clerk 8M CA - ELEC 17200 - (8 Months)
CA - ELEC 17400 - (8 Months)
025 Election Records - Officeholders, Candidates Elected, and Controlled and
Supporting Committees
Campaign statements and election documentation for candidates who are elected or
appointed to City offices, their controlled and supporting committees, and officeholders.
Campaign Statements (candidates, candidate-controlled
committees, primarily-formed committees in support, officeholders )
Nomination Papers
City Clerk Permanent CA - GOV 81009(b) - (PR)
026 FPPC Forms - Mandated Reporting
Forms mandated by state law related to receipt and redistribution of gifts and
honoraria, ceremonial roles, and holding of multiple positions for certain employees,
elected or appointed officials, or consultants.
Form 801
Form 802
Form 803
Form 804
Form 805
Form 806
City Clerk 7 years CA - GOV 34090 - (2Y)
CA - GOV 81009 (e ) - (7Y)
027 FPPC Forms - Statements of Economic Interest
Statements of economic interest mandated by state law for certain employees, elected
or appointed officials, or consultants.
Form 700 City Clerk Term*+7Y CA - GOV 34090 - (2Y)
CA - GOV 81009 (e ) - (7Y)
*Term = Term of Office, Term of Service or
Termination of Employment
028 Legislative Administrative Records
Administrative documents associated with meetings and activities of the City's
legislative bodies, as well as documentation of non-legislative commissions,
committees and task forces.
Activity Reports
Additional Information
Agenda Packets
Annual Administrative Reports
Commendations
General Correspondence
Memos to Council
Presentations
Proclamations
Resignation Letters
Rosters
Staff Reports
Written Communications
Closed Session Reportable Action Reports
Closed Session Agendas, Materials and Minutes
City Clerk/City
Attorney
10Y CA - CCP 315 - (LA10Y)
CA - CCP 321 - (LA5Y)
CA - CCP 336 - (LA5Y)
CA - CCP 336a - (LA6Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
029 Records, Information Management
Documentation of the compliance with Records and Information Management policy
and procedures.
Certificates of Destruction
Inactive Records Storage Information
Lists of Stored / Destroyed Records
Records Transfers (to storage, to other depts.)
City Clerk 10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
030 Public Meeting Speaker Requests
Cards or similar records submitted by public attendees at City Council and
Commission sessions who wish to speak during the session.
Speaker Requests City Clerk 2Y CA - GOV 34090 - (2Y)
Page 7 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
031 Public Information Request
Records requested by the public, required for provision to the public, and related
inquiries.
Collection Lists
Formal Public Records Requests
Inquiries
Public Records Requests
Subpoenas for Records
City Clerk
City Attorney
2Y CA - GOV 34090 - (2Y)
032 Lobbying Activities on Behalf of the City
Records and information related to the registration and activities of lobbyists on behalf
of the City.
Expenditures
Registrations
Reports (lobbyist activities)
City Clerk
City Manager
7Y CA - GOV 81009(e) - (7Y)
CA - GOV 86110 - (MAINT)
US - 11 CFR 102.9 (3Y)
US - 11 CFR 104.14 (3Y)
033 Public Notices
Records documenting compliance with laws requiring public notice of government
activities, excluding agendas and legislative body-related documents. Subjects include
assessments, elections, land use changes, public meetings and hearings, sale of
property, and others.
Affidavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Maddy Act Lists and Notices
Public Hearing Notices
Public Meeting Notices
Vacancy Notices
City Clerk
Development
Services
4Y CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
034 Real Estate Transactions
Records and information related to the ownership, acquisition, disposition, transfer of,
lease of, infrastructure and facilities including grant deeds, owned by or used by the
City.
Acquisitions
Appraisals
Attachments
Buildings
Capital Improvements
Community Development Block Grant (CDBG) Property
Deeds of Trust
Development Agreements
Dispositions
Easements
Housing Authority Owned Properties
Land
Mortgages
Possessory Interest
Property Transaction (DDA, DA, etc.)
Right of Way
Sales
Subdivision Improvement Agreements (SIAs)
Title Reports
Valuation Information
City Clerk
Development
Services
Economic
Development
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
Page 8 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
035 Recorded Documents
Records and information pertaining to those original key documents recorded by the
County on behalf of the City.
Abandonments
Address Records
Annexations
Certificate of Correction
Conveyances from the City (deeds, easements,
abandonments/vacations)
Conveyances to the City (deeds, easements, dedications)
Deeds
Detachments
Easements
Grant Deeds
Irrevocable Offers to Dedicate
Liens
Rights-of-Way
Vacations
City Clerk
Development
Services
Engineering &
Capital Projects
Finance
Public Works
Permanent CA - GOV 34090(a) - (PR)
036 Prop 218 Protests
Records related to administration of notifications and protests associated with taxes,
assessments and fees subject to Prop. 218.
Ballots *
Engineer's Report
Notices
Protest Letters *
Public Hearing Material
City Clerk
Economic
Development
Finance
Permanent CA - GOV 53753 - (2Y)
CA - GOV 53755 & 53755.5 - (CL+2Y)
* Protests and Ballots 2Y, May be kept
with all other reoords - Legislative
records Permenantly
037 Final Budget
Records and information relating to final approved City budgets.
Final Budget Document
Gann Limit Annual Review
Trial Balance/Balance Sheets (Finals)
City Clerk
Finance
6 years CA - GOV 34090 - (2Y)
DP
038 Business Continuity Records - Facilities and Emergency Operations
All documentation for dealing with preparation for and responses to emergencies,
disasters and/or system failures for City facilities. Includes the Emergency Operations
Center.
After-Hours Binder
Business Continuity Plans
Damage Assessment
Disaster Recovery Plan and Case History Plan
Drill Records
Emergency Contact Lists, Employee Lists, Roster of Workers
Emergency Evacuation Procedures
Emergency Operations Center
Emergency Operations Plan
Emergency Preparedness
Emergency Response
Evacuation Plans
Fire Prevention Plan
Telephone Trees
Volunteer Management
City Clerk
Fire
While Active+2Y DP
Page 9 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
039 Legislative Records
Records of all action taken by City legislative bodies, including City Council, Oversight
Board, Successor Agency, Redevelopment Agency, Planning Commission, City
Boards and Commissions, Task Forces, Committees, and Subcommittees taken
during public and closed session meetings and are subject to the rules of the Brown
Act.
Agendas
Annual Reports
Bylaws
City Codes
City-wide Plans/Programs Adopted
Formation Documents
Meeting Minutes
Minute Books & Index
Municipal Code
Ordinances
Resolutions
City Clerk
Mayor
Permanent CA - CCP 315 - (LA10Y)
CA - CCP 321 - (LA5Y)
CA - CCP 336 - (LA5Y)
CA - CCP 336a - (LA6Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090(e) - (PR)
040 Housing Loan Program Files
Records and information regarding programs that provide assistance to home
purchasers and home owners.
Applications
Correspondence
Loans
First Time Homebuyer Records
Monitoring Files
Notices
Predevelopment Loans
City Manager While Active*+5Y CA - 25 CCR 7721 - (MAINT)
CA - GOV 34090 - (2Y)
US - 24 CFR 5.514 - (5Y)
US - 24 CFR 92.508 - (CL+5Y)
US - 24 CFR 908.101 - (AC+3Y)
* Becomes inactive when Loan is Fully Paid
041 Strategic Planning
Records and information relating to financial planning.
Business Plans
Financial Plans
Forecasts
City Manager 2Y CA - GOV 34090 - (2Y)
042 Permits Issued
Documentation of permits issued in the City for the use of City property and facilities.
Applications
Block Parties
Construction Permits
Filming Permits
Grading Permits
Notices
Special Events
Street Permits
Tent Permits
Transportation Permits (oversize, overweight)
Utility Permits
City Manager
Development
Services
Engineering &
Capital Projects
While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
Page 10 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
043 Application, System Development and Maintenance
Technical documentation related to development of City technology processes,
applications, or systems, as well as conversions, changes or modifications to existing
applications or systems including Police dispatch system.
Business, Functional Requirements
Change Requests
Data Element Attribute Reports
Data Migration Documentation
Database Dictionary / Schema
End User Documentation, User Manuals
Hardware Configurations
Intranet
Joint Dispatch Center
Network Circuits Inventories
Network/Equipment Control Support Documentation
Police Dispatch
Source Code
System Documentation (codebooks, record layouts, reference
guides, schematics, specifications)
System, Application Maintenance Documentation
(hardware/operating system requirements, monitoring logs,
operating manuals )
Telecommunications System (telephones, voicemail)
Websites
City Manager
Police
Information
Technology
Life*CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
*Life of Application.
044 Redevelopment/Successor Agency Official Reports
Official reports issued by the former Chula Vista Redevelopment Agency or the
Successor agency to the Chula Vista Redevelopment Agency.
Annual Report to State
Due Diligence Reviews
Enforceable Obligation Payment Schedule (EOPS)
Recognized Obligation Payment Schedule (ROPS)
State Controllers Report
Statement of Indebtedness
Successor Agency Property Management Plans
City Manager Bond Payoff+2Y CA - GOV 34090 - (2Y)
CA - HSC 34177(n) - (1Y)
045 Cultural Arts
Documents related to the programs, awards and activities of artists showing and
spotlights.
Applications
Awards
Events and Programs
Art Loans and Submittals
Community Services 6Y CA - CCP 337 - (LA4Y)
CA - CCP 338(c)(3)(A) - (LA6Y)
CA - GOV 34090 - (2Y)
046 Library
Records related to the operation and maintenance of the City's public Library.
Accession Records
Circulation Records
Correspondence and Communication with Patrons
Outreach
Overdue Records
Passport Records
Patron Requests
Reports
Community Services 3Y CA - GOV 34090 - (2Y)
047 Parks and Recreation Facility Rentals
Records and information documenting rental arrangements for the City's parks and
recreational facilities, including the golf course.
Facility Rentals (use applications - approved and unapproved,
permits, reservation books, insurance certificates, users, reports)
Community Services While Active+4Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 11 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
048 Parks and Recreation Programs and Services
Records and information documenting the City's parks and recreational programs and
services.
Adult and Senior Services / Programs / Classes
Applications
Day Care
Golf Course
Kid Zone
Program/Class/Leagues
Program/Event Evaluations
Recreation Schedules
Registration Forms
Special Events
Sports Team Rosters
Summer Camp
Trips, Tours
Waivers
Withdrawal Forms
Community Services While Active+3Y CA - 22 CCR 65523 - (2Y)
CA - 22 CCR 101221 - (CL+3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
049 Water, Sewer and Solid Waste
Records and information associated with the maintenance of sewers, storm drains,
waste, water, and land use.
Backflow Prevention
Environmental Conservation, Programs
Inventories (equipment, materials, meters, pipes )
Flood Control (plans, SB5)
Irrigation (management, plans, SSJID)
Pollution Control Permits
Reclamation
Recycling (campaigns, e-waste, events, reports)
Sewer System
Storm Drains
Storm Water Monitoring
Trash Services
Underground Service Alerts (USA)
Waste Water (lab groups, reports to state )
Water Runoff Testing
Water Service Orders (on/off)
Water Treatment
Weight Tickets
Community Services
Economic
Development
Engineering &
Capital Projects
Public Works
While Active+5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)
050 Facility Maintenance and Inspection Records
Reports of inspections of maintenance performed on City facilities and infrastructure
including:
- Buildings
- Equipment
- Janitorial
- Parks
- Streets
- Sidewalks
- Storm Drains
- Streetlights
- Traffic Signals
- Trees
Air Quality Inspections
Backflow Inspections
Elevator Certificates
Equipment Inspections
Graffiti Removal
Facility Inspections
Inspections
Inventory of City Trees
Logs
Playground Inspections
Reports
Staffing Schedules
Street Striping and Signing
Tree Trimming Schedules
Community Services
Human Resources
Public Works
4Y CA - 22 CCR 65523 - (2Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Page 12 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
051 Code Compliance and Enforcement
Records and information documenting compliance with City codes, including violations
and hearings.
Audio Recordings of Hearings
Certificates of Nuisance and Abatement
Citations
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
Rental Registration Forms
Service Authority Service Vehicle Agreement
Vehicle Abatement (abandoned vehicles)
Development
Services
3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and
Property Management Guide
DP
NOTE: Records for repeat offenders may
be retained longer to document a history of
violations
052 Expired Plans and Permits
Records and information of building permits issued by the City but where construction
was not started within one year or not finalized within eighteen months.
Address Files
Building Inspection
Building Permits (issued, expired)
Building Plans - Commercial & Residential
Development
Services
Expiration+2Y CA - GOV 34090 - (2Y)
053 Landscape Planning
Records and information regarding the design and planning for landscape architecture.
Drawings
Plans
Development
Services
Permanent CA - CBC 107.5 - (180D)
CA - CRC 106.5 - (180D)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Chula Vista Municipal Code 14.18.240 -
(MAINT)
054 Planning and Zoning Services
Records and information pertaining to the activities of the planning division, including
zoning. Includes Discretionary Entitlement records (hearing required).
Administrative Meeting Minutes, Decisions
Appeals
ABC Notifications for Liquor Licenses
CEQA Documents
Design Review
Development Regulations
Entitlements (administrative, planning)
General Plan
Home Occupancy Permits
Land Use Permits, Studies
Master Plans and Specific Plans
Master Sign Programs
Parking Requirements
Planned Development (PD)
Planning Review Case Files (notices, neighbor letters, plans,
blueprints)
Variances
Zoning, Rezoning and Map Amendments
Development
Services
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Page 13 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
055 Hazardous Waste, Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous waste,
emergency and spill response, natural and exposure emergencies, notifications and
response; environmental action plans and supporting documentation; hazardous
communications plans, including labeling, MSDS controls, training programs and
procedures.
Emergency Response Programs
Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
Hazardous Waste
Material Safety Data Sheets (MSDS)
Proposition 65 Monitoring
Site Mitigation
Toxic Substance Inventory
Development
Services
Economic
Development
Engineering &
Capital Projects
Fire
Human Resources
Parks and
Recreation
Public Works
While Active+5Y CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.1200 - (MAINT)
056 Building, Property Management
Records and information regarding the structure of City buildings.
As-Built Blueprints
Construction Records
Electrical Wiring Schematics
Floor Plans
Property Inventory
Utility Consumption Tracking
Development
Services
Economic
Development
Engineering &
Capital Projects
Public Works
Life*+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* LI = Life of Building or Facility
057 Real Property Maps and Drawings
Final maps and geographical information pertaining to City properties.
Aerial Photos
Assessor Parcel Maps
Annexations
Benchmarks
Building Site Determination
Center Line Ties
Drainage
Flood Hazard Boundary Maps (FHBMs)
Geographic Information System (GIS)
Grading Plan Drawings
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Major Subdivisions (SD)
Minor Subdivisions (MS)
Parcel Mergers
Parcels, Plats
Record of Survey Maps
Rights of Way
Sphere of Influence
Street Address Files
Subdivisions
Tentative Maps
Tracts
Vellums
Development
Services
Economic
Development
Public Works
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)*
Chula Vista Municipal Code 14.18.240 -
(MAINT)
US - 44 CFR 60.3 - (MAINT)
* Life of Building, Asset or Facility
Page 14 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
058 Capital Project Files
Records and information related to the administration, analysis, design, development,
planning, construction and maintenance of public works, Capital Improvement (CIP)
and Engineering & Capital Projects projects for City facilities and infrastructure.
Includes projects funded from various sources including bonds, grants, capital
improvement and general fund.
Assessments
Bridges and Creeks Inventories
Capacity (water, wastewater ) Fees
Certificates of Compliance/Notice of Non-Compliance
Daily Inspections and Progress Meetings
Development Fee Book
E.I.R., Notice of Determination, Categorical Exemptions
Encroachment Permits, Certificates
Field Inspections, Closures
Final Improvement Plans/As-Built Plans
NPDES Permits
Photos/Pictures
Project Plans and Schedules, Insurance, Permits
Real Estate Appraisals
Reports: (Geotechnical, Soil, Drainage, Stormwater, Sewer, and
Traffic)
Specifications, Calculations, Change Orders
Studies and Surveys
Underground Utilities Maps
Development
Services
Engineering &
Capital Projects
Public Works
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
* Life of Building, Asset or Facility
059 Building Plans, Building Permits, Appeals and Decisions
Records and information documenting the building services provided by the City
regulating private property.
Appeals
Building Inspections
Building Permits (issued, active, history)
Building Plans - Commercial & Residential
Certificates of Occupancy
Design and Construction Standards
Developer Fees and Waivers
Development
Services
Human Resources
Permanent CA - CBC 107.5 - (180D)
CA - CRC 106.5 - (180D)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
Chula Vista Municipal Code 14.18.240 -
(MAINT)
060 Encroachments
Records documenting encroachments upon City property, or by the City on the
property of others.
Encroachment Permits, Certificates Development
Services
Public Works
While Active+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
061 Community Development Block Grant Project Files
Records and information of CDBG projects.
Payroll (certified, Davis Bacon)
Semi-annual Labor Reports
Economic
Development
While Active+4Y CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
US - 24 CFR 570.502(a)(7) - (CL+4Y)
Page 15 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
062 Economic Development Programs and Services
Records and information documenting the City's economic development programs
including marketing, events and customer relationships management.
Bayfront Project
Brown Fields Grant
Business Incentive Programs (grants, funding)
Business Recruitment Programs
Climate Action Plan
Community Activities
Demographics
Economic Development Programs
Economic Development Strategy
Marketing (website)
Newsletter (electronic)
Outreach
Recycling
Revolving Loan Program
Signage and Facade Program
Economic
Development
While Active+4Y CA - CCP 337 - (LA4)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
063 Redevelopment/Successor Agency Programs
Records of the programs and related activities of the former Chula Vista
Redevelopment Agency or the Successor agency to the Chula Vista Redevelopment
Agency.
Emergency Funds and Housing
Project Files, Plans
Redevelopment Plans
Relocation Files Where Redevelopment/Successor Agency is the
Lead
Economic
Development
Program
Closeout+3Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.333 - (CL+3Y)
064 Traffic and Transportation Control and Planning
Records and information of traffic Engineering & Capital Projects and transportation
efforts to manage traffic circulation and plan for upcoming improvements including
studies and surveys.
ADA Compliance (ramps, sidewalks)
Bicycles
Enforcement
Highway Corridors
Impact Studies
Investigations
Signs and Signals
Speed Surveys
Street/Highway Studies/Surveys
Temporary Street Closures
Traffic Calming
Traffic Counts
Traffic Management Plans
Transportation Planning
Engineering &
Capital Projects
While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
065 Funding Districts
Records and information documenting the formation and operations of City funding
districts, approximately 60 different districts, including those for:
- Fire
- Maintenance
- Transit
- Street Lighting
- Landscaping
- Open Space
- Mello Roos
- Parking
District Formation Documents
Continuing Disclosures
Debt Reporting
Engineering &
Capital Projects
Finance
Public Works
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - GOV 60201 - (PR)
Page 16 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
066 Asset Management, Maintenance
Records related to the management and maintenance of City assets, including
equipment, fleet vehicles, parks, real property and infrastructure assets.
Air Quality Permits
Calibration Records
Equipment Certifications
Irrigation (parks, public green space)
Landscaping
Maintenance and Repair Work Orders
Maintenance Inspection Reports (equipment, facilities, trees)
Maintenance Reports (buildings, equipment, streets, sidewalks)
Parking Lots
Pool Chemical Readings
Streets (alleys, highways)
Tree Service / Tree Requests
Vehicles / Fleet (automobiles, trucks, forklifts, military vehicles )
Water Wells
Engineering &
Capital Projects
Fire
Public Works
Police
Life*+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Asset
067 Accounts Payable and Receivable
Records and information related to the accounting of monies paid by the City including
payment for financial obligation.
Aging Reports
Check Listing
Credit Memos
Collections
Donations
Employee Expense Reports, Reimbursements
Form 1099 Records and Form W-9 Records
Invoices and Vouchers
Purchasing Card Expense Reconciliation/Allocations
Refunds
Sales and Use Taxes Paid
Tuition Reimbursements
Cash Records (cash count reports, cash flow book information,
cash disbursement, cash register receipts, cash receipts)
Fees and Taxes
P-Cards
Public Safety Tax
Short Term Rentals
Reconciliations
Tax Revenue (card room taxes, gas taxes, property taxes,
transient occupancy taxes, utility user taxes)
Utility Billing (registers, adjustments, deposit reports, payment
stubs)
Finance 6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
US - 48 CFR 4.705-1 - (4Y)
Page 17 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
068 Bank Account Information
Records and information related to banking authorities, activities, transactions and
correspondence. This category includes reconciliations.
Bank Account Administration
Bank Statements (all agencies)
Checks, Canceled
Check Copies
Check Registers, Journals
Corrections / Returns / Adjustments
Deposit Permits, Deposits
Electronic Banking Transactions
Reconciliations
Signature Cards
Transfers
Treasurer Receipts
Credit Card Merchant Activity Statements
Finance 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 48 CFR 4.705-1 - (4Y)
069 Business Licenses
Records and information documenting the issuance of City business licenses.
Annual Licenses
Applications
Bingo Permits
Business Licenses (applications, fees, financial history, reports)
Home Business Licenses
Special Licenses (pesticides, applicators, painting)
Taxis (cabs, drivers)
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
070 Customer Account Information - Utilities
Records and information for customers of City utilities services.
Account Setup
Customer History
Uncollected Amounts
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
071 Debt Administration
Records and information relating to City financing and debt activities.
Amortization Schedules
Arbitrage Reports
Bonds (continuing disclosures, bond rating reports, official
statements)
Loans (debt state loans)
Payment History/Schedules
Finance Maturity*+10Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3)
* Maturity includes cancellation and
redemption
072 Financial Reporting - Annual, Periodic
Annual and periodic financial reports, whether required by regulations or generated to
track financial transactions and achievements by the City.
CAFR Workpapers
Payroll Reports (HRA, RMT, ICMA 457 accounts, Nationwide,
deferred compensation)
Revenue/Expenditures Reports
Self Insurance Reports
Treasurer's Report
Workers Compensation Reports
Finance 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
Page 18 of 31
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RECORDS RETENTION SCHEDULE
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Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
073 Financial Reporting - Official
Official financial reports of the City.
Annual Report of Financial Transactions To State
Annual State Controller Filings
Audited Financial Statements
U.S. Equal Employment Opportunity Commission (EEOC) Reports
PERS Reports
State Controller's Report
Finance 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
074 Fixed Assets
Records and information related to the ownership, transfer, acquisition, disposition,
capital leased, or improvement of fixed assets owned by or used by the City.
Acquisitions
Amortization
Asset Retirement Records
Dispositions
Capital Asset Records
Capital Improvements
Depreciation Schedules
Equipment Rental/Usage Reports
Fixed Asset Reports
Fixed Asset Ledger
Fixed/Capital Asset Accounting
Possessory Interest
Sales
Valuation Information
Finance Life*+10Y CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
* Life of Asset
075 General Ledger, Journal Entries, Budget Adjustments
Records and information related to the transfer of charges between accounts and
summaries of account information, including year end summaries of general ledger
transactions.
Account Ledgers
Balance Sheets
Budget Adjustments
Cash Journal Entries
Chart of Accounts
Downloads / Data Exports
Expenditure Reports
General Ledger
Journal Entries and Backup Documentation
Revenue
Sub-Ledgers
Summary Reports
Trial Balance
Year -End / Account Detail History Report
Finance 6Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
076 Investments and Treasury
Records and information relating to City investment activities.
Certificates of Deposit (CDs)
Financial Investment Planning
Investment Reporting and Portfolio Management
Investment Reports
Local Agency Investment Fund (LAIF)
Quarterly Investment Report
Security Instruments
Third Party Trustee Account Statements
Finance Maturity*+5Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CU+4Y)
US - 26 CFR 301.6501 - (CU+3)
* Maturity includes cancellation and
redemption
Page 19 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
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Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
077 Payroll
Records and information related to the accounting of payroll earnings, deductions, and
issuance. This also includes records and information reflecting all earnings and
benefits paid to each employee, including:
- Name, address, SSN
- Total amount and date of payments
- Period of service covered for each
- Withholding
- Tax collected
Benefit Payments
Deduction Authorizations, Registers, Reports
Deferred Compensation
Employee Master Lists, Addresses
Extra Help Reports
Federal and State Tax
P.E.R.S. Reporting
Payroll Checks, Copies, Stub Reports
Payroll Certifications, Controls, Earnings
Payroll Taxes
Processing Reports, Reports to Government
Salary Schedules
Timekeeping Records (attendance sheets, leave slips, overtime
slips, Telestaff payroll reports, timecards, out of class
forms/reports, extra help requests)
W-2, W-4
Wage Rate Tables
Finance 6Y CA - 2 CCR 570.5 - (5Y)
CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 22 CCR 1085-2 (c) - (CU+4Y)
CA - GOV 12946 - (2Y; T+2Y)
CA - LAB 226a - (3Y)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001 - (CU+4)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
078 Unclaimed Funds
Records and information pertaining to periodic publication of outstanding checks that
are 3 years or older. After the City goes through its due diligence of trying to find the
rightful owner, Finance returns any unclaimed funds to the City.
Uncashed Checks
Unclaimed Funds
Finance 10Y CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
US - Uniform Unclaimed Property Act
(2016), Section 404 - (10Y)
079 Vendor, Supplier Files
Records and information of suppliers and vendors to all City organizations created or
retained in the purchasing or acquisition of goods and services.
Contractors - Vendor List
Vendor Packets
Vendor Applications, Profiles
Finance 2Y CA - GOV 34090 - (2Y)
080 Benefit Plans and Programs
Plans established to provide employee benefits and associated administrative
documents.
COBRA Rates, Records, Histories
Employee Benefit Plans
Group Insurance Cost Data
CalPERS Retirement Plan
Summary Plan Descriptions
Finance
Human Resources
Life*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
*Life of Plan or Benefit
081 Audits - Internal and Administration - Official
Records and information related to internal audits and administration of auditing
activities, including reviewing and documenting operational, compliance, or financial
information created as a part of an audit.
Annual Audit Reports
Audit Files, Plans
Audit Schedules
Audit Workpapers
Auditors Reports
Improvement Plans
Investigations, Workpapers
Management Responses
Observations
Petty Cash Audits
Recommendations
Remediation Plans / Results
Responses
Finance
Police
Audit Closure+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
Page 20 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
082 Budget Planning
Records and information regarding the development of District, agency, assessment
district, special district, council, commission or departmental budgets.
Budget Planning Documents
Budget Working Files
Budget Workpapers, Worksheets
Capital Improvement Program Budget (back-up data, final budget
document, reports, working files)
Revenue/Expenditure Reports
Trial Balance/Balance Sheets (Finals)
Finance 2Y CA - GOV 34090 - (2Y)
083 Fire Academy and Volunteers
Records and information documenting the activities of the City run Fire academy and
any volunteer programs.
Applications
Reports
Testing Materials
Fire 5Y CA - GOV 34090 - (2Y)
CA - State Fire Training Procedures Manual
5.1.11(A) - (5Y)
CA - State Fire Training Procedures Manual
5.1.11(B) - (4Y)
084 Fire Code Permits
Records and information of licenses and permits issued by the Fire department.
Assembly Permits
Explosive Permits
Fire Code Permits
Fireworks Operational Permits
Special Events Permits
Tent Permits
Fire While Active+4Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
085 Fire Equipment
Records and information associated with fire protection and emergency response
equipment.
Apparatus and Maintenance Records
Certification Binder
Equipment Checks
Fire Breaks
Fire Alarm Plans
Inventories (apparatus, equipment, fixture)
Sprinkler Plans
Water Rescue
Fire Life*+2Y CA - 8 CCR 3203(b)(1) - (1Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.157 (Life of extinguisher)
* Life of Equipment
086 Fire Investigations
Records and information associated with arson investigations.
Evidence Files
Fire Origin and Cause Investigation Reports
Investigations
Photographs
Fire Permanent CA - GOV 34090 - (2Y)
CA - PEN 799 (PR)
CA - PEN 800 (6Y)
CA - PEN 801 - (LA3Y)
087 Fire Prevention Inspections and Programs
Records and information associated with the Fire Department programs and
inspections.
Commercial Facility Files
Fire Education
Lien and Cost Recovery Information
Residential Files
Weed Abatement
Fire Life*CA - California Fire Code, 104.6 - (5Y or
Life of Structure or Activity,
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Life of Structure or Activity
088 Station Activity Records
Records and information created and maintained by the department for activities at the
fire station.
Station Logs
Equipment and station maintenance logs
Fire Incident Logs
Fire 2Y CA - GOV 34090 - (2Y)
Page 21 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
089 Incident Reports
Records and information associated with department responses to fires and
emergency incidents, including medical emergencies.
Death Declarations
Emergency Medical Services Forms
Emergency Services
False Alarm Reports
Hazardous Waste Spills
Incident Reports
Investigation Reports
Mandated Reporting: Child Abuse, Elder Abuse
Patient Care Reports (PCRs)*/Refusal of Treatment/Release of
Liability Forms
Strike Team Records
Suspicious Activity Reports (SARs)
Fire
Police
7Y CA - California Fire Code, 104.6 - (5Y)
CA - 13 CCR 1100.7 - (3Y)
CA - 17 CCR 1469(a)(11) - (AC+4Y)
CA - 22 CCR 100170 (MAINT)
CA - 22 CCR 100171(e) - (MAINT)
CA - CCP 340.5 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 45 CFR 164.530 - (6Y)
* PCRs for minors must be retained for
AC+7Y or until the minor reaches the Age of
Majority Status (18Y), whichever is longer.
090 Employees and Officials Training Materials, Courses, Scheduling
Documentation regarding the content of courses and schedules for training offered to
employees, officials and volunteers including:
- Ethics
- Fire Extinguisher
- First Aid/CPR
- Privacy
- Safety
- Specialized Equipment
- Records and Information Management
- Sexual Harassment
- Agenda Training
AB1234
Attendance Lists
Employee Development
Employee Training Files
Presentation Materials
PowerPoint Slide Decks
Rosters
Sign-in Sheets
Testing
Training Bulletins
Fire
Human Resources
Police
Superseded+5Y CA - 8 CCR 3203 - (CU+1)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
091 Claims by the City
Records detailing claims lodged by the City for damages to City property.
Accident/Incident Reports
Actuarial Reports
Annual Audit of Open Claims
Appraisals
Claims By the City
Closing Letters
Damage Estimate Reports
Supporting Documentation
Insurance Claims, Appraisals, Reports
Investigations
Human Resources Final Resolution+5Y CA - CCP 337 - (LA5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
Page 22 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
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Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
092 Employee Benefit Files
Employee election (selection), enrollment or termination forms and related
correspondence, including transmissions to carriers of additions, changes, claims and
deletions (includes employee medical records subject to HIPAA requirements).
Benefits Files, Contract Copies, Enrollments, Appeals
Beneficiary Designations
Death Claims, Life Event Documents
Disability Claims
Employment Status, Changes (authorizations, terminations,
confirmations, status changes, coverage changes)
Flexible Spending Enrollment
Life Insurance Notification Letters/EOI
Medical Billing Statements
Premium Information
Professional Enrichment Files
Required Benefits Reporting
Retirement
Supplemental Forms
Human Resources While Active+6Y CA - 22 CCR 1085-2 - (CU+4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 CFR 4007.10 - (6Y)
093 Employee Events
Records and information from the Employee Engagement Committee and any events
scheduled and hosted by the City for employees.
Schedules
Reports
Correspondence
Participation Records
Human Resources 2Y CA - GOV 34090 - (2Y)
094 Labor Relations Grievances
Documentation related to labor grievances filed under current collective bargaining
agreements.
Grievance Files/Commission Hearing
Grievance/Hearing Logs
Union Grievances
Human Resources Final Resolution+5Y CA - CCP 337 - (LA4Y)
CA - GOV 12946 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 29 CFR 1602.31 - (FR+2Y)
DP
095 Labor Relations Negotiations
Documentation related to the negotiations between labor unions for collective
bargaining purposes.
Confidential Memos
Costing
Ground Rules
Handouts
Information Requests
Miscellaneous Information
Notes
Proposals - City
Proposals - Union
Human Resources 5Y CA - CCP 337 - (LA4Y)
CA - GOV 12946 - (2Y)
US - 26 CFR 31.6001-1 - (CU+4Y)
US - 29 CFR 516.5 - (3Y)
096 Regulatory Reporting for Human Resources
Official non-financial Human Resources reports issued by City organizations to comply
with regulatory requirements.
Annual Asbestos Notification
EEO-4 Reports
IRS Form 1095-C
Labor Reports
OSHA 300 Reports
Human Resources 6Y CA - 8 CCR 14300.33(a) - (CU+5Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CU+3Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1904.33 - (5Y)
097 Salary, Compensation
Documentation of job classification compensation.
Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Salary Range History
Salary Surveys
Human Resources 2Y CA - GOV 34090 - (2Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.31 - (2Y)
Page 23 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
098 Work Authorizations and Supporting Documentation
Employment eligibility verification forms collected for active employees and supporting
documentation regarding immigration status.
I-9 Documents and copies of associated documents
Immigration Supporting Documentation
Human Resources Termination+3Y CA - GOV 34090 - (2Y)
US - 20 CFR 655.760 - (T+1Y)
US - 8 CFR 274a.2 - (3Y or T+1Y,
whichever is longer)
099 Employee Medical Records
Documents pertaining to medical records of City employees, including exposure to
hazardous substances, drug screens, and workers' compensation (includes employee
records subject to HIPAA requirements).
Drug Screening
Employee Hazardous Chemical Exposure
Employee Medical File
Exposure Files
Exposure Monitoring
Field Exposure
Hazardous Exposure
Personnel Files - Medical
Radiation Exposure Records
Toxic Substance Exposure Records
Worker Compensation
Human Resources
Community Services
Termination+30Y CA - 8 CCR 3204 - (T+30Y)
CA - 8 CCR 10102 - (Injury+5Y or
Closed+1Y)
CA - 8 CCR 14300.33 - (5Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 12946 - (2Y; T+2Y)
CA - GOV 34090 - (2Y)
CA - 29 CFR 1904.33 - (CU+5Y)
US - 29 CFR 1910.95 - (2Y)
US - 29 CFR 1910.1020 - (CL+30Y)
US - 29 CFR 1910.1200 - (MAINT)
US - 49 CFR 382.401(b) - (1Y, if negative;
5Y if positive)
100 Staffing and Recruitment
Records and information related to recruitment of qualified persons for both paid and
unpaid position with the City, whether full time or temporary, including:
- applications and related records of candidates interviewed but not hired or
accepted
- applications received but not acted upon.
Applications, CVs, Resumes (rejected, unsolicited)
Applicant Tracking Records (hired, rejected)
Background Checks, Investigations - candidates not hired/accepted
Civil Service Examination Results and Rankings
Drug Testing, Pre-Hire Screening - candidates not hired/accepted
Interview Notes
Job Descriptions and Specifications
Job Postings, Announcements
Job Requisition Requests
Recruitment of Commission/Committee Candidates
Temporary Intern Staffing
Test Results (non-hires)
Test and Examination Materials
Unpaid Interns (rejected)
Volunteers (rejected)
Human Resources
Fire
Police
2Y CA 2CCR 11013(c)(2) - 2Y
CA Gov 12946 - 2Y
CA Gov 34090 – 2Y
US 29CFR 1602.3 – 2Y
US 29CFR 1627.3(b)(1) – 1Y
101 Background Checks - Personnel Not Hired
All documentation related to background checks for Applicants and unpaid volunteers
that were not hired.
Live Scan Forms Human Resources
Police
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
NOTE: Background checks for personnel
hired are part of the personnel file.
Page 24 of 31
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RECORDS RETENTION SCHEDULE
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Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
102 Personnel Files
All documents related to paid employees (full and part-time), unpaid volunteers, and
interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff / recall / out-placement
- termination / discharge / resignation
- pay rates / other terms of compensation
- individual's training records
Applications, Applicant Reference Verifications
Awards, Rewards, Commendations, Certificates
Background Checks, Investigations, Live Scan Forms - candidates
hired
Complaints and Disciplinary Actions
Drivers License Data
Employee Policy Acknowledgements
Individual Employee Agreements, Contracts (copies )
Individual Education, Development, Training Records
Investigations
Job Offer Letters
Leave of Absence Documentation, FMLA
Oaths of Office
Performance Evaluations, Reviews or PIPs
Recognition
Volunteer Acknowledgements, Executed Policy Receipts
Human Resources
Police
Termination+5Y CA - 2 CCR 11013 - (FR+2)
CA - 22 CCR 100171(d) - (5Y)
CA - GOV 12946 - (2Y; T+2Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
CA - VEH 1808.1(c) - (1Y)
US - 26 CFR 301.6501 - (CU+3Y)
US - 29 CFR 825.500 - (MAINT)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.31 - (T+2Y)
US - 29 CFR 1627.3 - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 41 CFR 60-1.12 (a) - (2Y)
US - 41 CFR 60-741.80 - (2Y)
DP
103 Employee Health & Safety
Documents related to the Injury Illness Prevention Program (IIPP) and the protection of
employee health and safety, including those records pertaining to:
- Confined space
- Ergonomics
- Fall protection
- Forklift operations
- Hearing conservation
- Heat illness prevention
- Hot work- Personal protective equipment
- Respitory Protection
NOTE: May include employee medical information subject to HIPAA requirements.
Accident (Injury or Illness) Investigation Reports
ADA Compliance and Reasonable Accommodation
Bloodborne Pathogen/Exposure Control Plan
Certifications
Chemical Inventories
Emergency Action Plans
Employee Safety Training Records
Ergonomic Evaluations
Health and Safety Bulletins
Instructor Agreements
Lockout Tagout
New Hire Health & Safety Orientation Checklist Forms
Public Access Defibrillation
Reports (Unsafe Conditions, Hazards, Hazard Correction)
Reviews
Safety Committee (employee suggestions and responses, safety
letters/memos, meeting minutes )
Safety Inspections
Traffic Control and Flagger Safety
Trenching and Shoring
Human Resources 6Y CA - 8 CCR 14300.33 - (CU+5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
CA - LAB 6401.7 - (MAINT)
US - 29 CFR 1602.14 - (1Y)
US - 29 CFR 1904.33 - (5Y)
US - 45 CFR 164.522 - (MAINT)
104 Business Continuity Records - Computing Equipment and Network Operations
All documentation for dealing with preparation for and responses to emergencies,
disasters and/or system failures for City computing resources.
Business Continuity Plans
Disaster Recovery Plan
Emergency Response
Information
Technology
Superseded+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
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CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
105 Technology Help Desk, Access and Security
Records and technical documentation of internal controls and system security.
Includes data / information security breaches, notifications, and supporting
documentation.
Access Requests
Annual Database & System Security Reviews
Audit Trail Files
Automated Logs
Change Management Case Files
Computer Usage Files
Data Breaches (notifications, reports, responses)
Data Sets, Extracted Data Summaries
Firewall
Hardcopy Publication, Printouts of Report Data
Security Access (buildings, doors, systems)
Special Access Approvals
Trouble Tickets
Usage Reports (summary, system)
User Access Records (passwords, security logs, user accounts,
log-in files, data entry logs, accounts )
User Incident, Response Files
Information
Technology
3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)
106 Operational Maps
Informal maps and geographical information pertaining to City operations and services.
Sewer TV Surveys
Street Sweeping
Tree Trimming
Trash Pick-up
Information
Technology
Public Works
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
107 Mayor and Council Support
Records and information in support of the Mayor and Council activities.
Chron Files
Constituent Correspondence
Presentations
Projects
Social Media Postings
Special Events
Travel Schedule
Mayor and Council 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
108 Case Files - Felonies, Excluding Murder/Homicide, Capital Offenses, Crimes of
Sexual Violence, Child Abuse, Elder Abuse, and Violations of Public Trust
Records, crime reports and evidence associated with felony violations of laws,
excluding homicide and capital violations, crimes of sexual violence, child abuse, elder
abuse, embezzlement of public funds, or falsification of public documents. Includes
felony hit-and-run traffic accidents.
Case Files
Reports
Police While Active*+10Y CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
CA - PEN 851.8 - (SEAL&DESTROY)
CA - PEN 851.90 - (MAINT)
CA - Law Enforcement Evidence and
Property Management Guide
Provided there are not outstanding
warrants, deaths, and it is not classified
under PC §290; Destroy juvenile marijuana
after age 18; HSC §11361.5; PC §802 et
seq.
109 Criminal Registrations - Drugs, Gangs
Records for those required to register as drug or gang violence offenders.
Registrations Police 5Y CA - GOV 34090 - (2Y)
CA - HSC 11594(a) - (5Y)
CA - PEN 186.32 - (5Y)
Page 26 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
110 Criminal Registrations - Sex Offenders, Arsonists
Records for those required to register as sex offenders or arsonists.
Police Life*+2Y CA - GOV 34090 - (2Y)
CA - PEN 290 - (Life of Offender)
CA - PEN 457.1(b)(2) - (Life of Arsonist)
* LI = Life of the offender or arsonist
111 Police - Complaints, Internal Investigations
Documentation of complaints received, formal inquiries, and investigations, including
those by Internal Affairs, involving Police department employees (excludes officer
involved shootings), whether sustained or not sustained.
Internal Investigations - Citizen Complaints
Internal Investigations - Departmental Complaints and Informal
Complaints
Police While Active+5Y CA - EVID 1045 - (AC+5Y)
CA - GOV 12946 - (2Y)
CA - GOV 34090 - (2Y)
CA - PEN 801.5 - (LA4Y)
CA - PEN 832.5(b) - (5Y)
CA - PEN 13300(l) - (5Y)
CA - VEH 2547 - (LA3Y)
112 Police - General Support and Administrative Reporting
Records of general community support activities and administrative reports received
and/or generated in the routine course of law enforcement activities and not associated
with a case number.
Activity Reports
Crime Statistics
Daily Bulletins
Incident Logs
Live scan Research (for non-City organizations)
Published Reports
Ride-Along Program Records
Uniform Crime Reporting
Police While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
113 Police Case Files - Dead Bodies
Records, crime reports and evidence associated with investigations of dead bodies,
whether by natural causes or found causes.
Reports
Statements
Police Permanent*CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
* If determination is made that the death
was a homicide, records are recategorized
as "Felony Murder/Homicide" case files (see
"Police Case Files - Felony
Murder/Homicide, Capital Offenses, Child
Abuse, Elder Abuse, and Violations of
Public Trust" below).
114 Police Case Files - Domestic Violence
Records, crime reports and evidence associated with investigations and served
protective orders for domestic violence.
Criminal Protective Orders
Reports
Restraining Orders
Statements
Police While Active+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 13710 (MAINT)
DP
Page 27 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
115 Police Case Files - Felony Murder/Homicide, Capital Offenses, Child Abuse,
Elder Abuse, and Violations of Public Trust
Records, crime reports and evidence associated with capital felony violations of laws,
including homicide, child abuse, elder abuse, embezzlement of public funds, or
falsification of public documents.
Case Files
Reports
Police Permanent CA - CCP 340.1 - (Longer of Plaintiff's Age
of Majority+8Y or Discovery of Injury+3Y)
CA - GOV 34090 - (2Y)
CA - PEN 187-199 - (MAINT)
CA - PEN 290 - (MAINT)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and
Property Management Guide
No limitation on commencement of action;
PC §261, 286, 288, 288a, 288.5, 289,
289.5, and 799.
116 Police Case Files - Misdemeanors, Infractions
Records, crime reports and evidence of misdemeanors and infractions, including traffic
incidents and parking/moving citations and appeals.
Case Files
Reports
Police While Active+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y)
CA - Law Enforcement Evidence and
Property Management Guide
DP
117 Police Case Files - Missing Persons, Protective Custody and Runaways
Records, crime reports and evidence associated with missing persons and runaways.
Case Files
Reports
Police While Active*+10Y CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and
Property Management Guide
* Case remains active until solved
118 Police Case Files - Officer Involved Shootings
Records, crime reports and evidence associated with criminal cases dealing with
officer involved shootings.
Case Files
Reports
Police Permanent CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - PEN 832.5(b) - (5Y)
CA - Law Enforcement Evidence and
Property Management Guide
119 Police Case Files - Sealing of Records
Records of court orders to seal records.
Case Files
Reports
Police SEAL*+3Y CA - PEN 851.8 - (SEAL+3Y)
CA - WIC 781.5(a) - (SEAL+3Y)
*SEAL = Date Records Sealed
120 Police Case Files - Stolen Property
Records, crime reports and evidence associated with stolen property.
Case Files
Reports
Police While Active*+10Y CA - CCP 338(c)(2) - (LA3Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and
Property Management Guide
* Case remains active until solved
121 Police Case Files - Traffic Collisions - Fatal
Records, crime reports and evidence associated with traffic collisions involving
fatalities.
Case Files
Reports
Police Permanent CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and
Property Management Guide
Page 28 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
122 Police Community Programs
Records and information regarding community activities and programs managed by
the Police Department.
Cadets
Citizens Academy
Explorers
Homeless Programs
HOT Team
Police While Active+2Y CA - GOV 34090 - (2Y)
123 Police Dispatch Records
Records of emergency calls to include time and date of call, contents of call, location of
call, name of unit sent to scene, and other related information.
911 Emergency Call Logs
Computer Aided Dispatch (CAD)
Dispatch Activity Log
Radio Dispatcher Logs
Police 2Y*CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* Exception: Recordings used as evidence
in a criminal prosecution or claim filed or
litigation or potential claims and litigation
shall be preserved for 100 days after
conclusion of the court action.
124 Police Laboratory Records
Records and information regarding the testing and laboratory results completed.
Equipment Records
Reports
Police 4Y*CA - CCP 328.5 - (LA2Y after end of
incarceration)
CA - CCP 340(c) - (LA1Y)
CA - CCP 343 - (LA4Y)
CA - CCP 352.1(a) - (LA2Y after end of
incarceration)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* NOTE: If medical injury or
monetary/property loss occurs while a
person is incarcerated, prisoner can file suit
for damages up to 2 years after period of
incarceration ends.
125 Police Routine Dispatch Telephone and Radio Communications Records
Routine daily recording of telephone communications and all radio communications
relating to the operations of the department.
Audio Telephone Recordings
Audio Radio Recordings
911 Call Recordings
Police 100D*CA - GOV 34090.6 - (Routine Audio: 100D)
* Exception: If recordings are evidence in
any criminal prosecution, claims filed,
potential claims or any pending litigation,
they shall be preserved for 100 days after
the conclusion of the court action.
126 Police Routine Video Records
Recordings of routine video monitoring, to include time and date of video, location of
video and other related information.
Body Cam
In-Car Video
Drone Recordings
Jail Observation/Monitoring
Building Security Recordings
Police 1Y*CA - GOV 34090.6 - (Routine Video: 1Y)
CA - PEN 832.18 - (60D)
* Exception: If recordings are evidence in
any criminal prosecution, claims filed,
potential claims or any pending litigation,
they shall be preserved for 100 days after
the conclusion of the court action.
Page 29 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
127 Police Shooting Range
Records and information regarding the shooting range managed by the City's Police
Department.
Sign in Sheets Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
128 Policy - Jail Records
Records and information regarding the management of the City jail.
Booking
Housing Records
Inmate Care
Transportation
Police 3Y*CA - CCP 340.5 - (LA3Y)
CA - CCP 352.1(a) - (LA2Y after end of
incarceration)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
* NOTE: If medical injury occurs while a
person is incarcerated, prisoner can file suit
up to 2 years after period of incarceration
ends.
129 Seized or Unclaimed Property Records
Records documenting tracking and management of physical property seized by the
Police department, or collected by the Police department but unclaimed, and not
assigned to a case number or considered as evidence in a criminal investigation.
Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and
Property Management Guide
130 Police Issued Licenses, Permits
Records and information of licenses and permits issued by the Police department.
Alarm
Applications
Arcade
Bicycle
Camping
Cardroom Dealer
Concealed Weapon (Employer Letters, Authorizations, Good
Cause Justifications)
Fingerprinting
Limousine
Massage (establishment, technician)
Oversized Vehicle
Pawn
Renewals
Second Hand Car Dealer
Solicitor
Street Vendor
Taxi
Tow Truck
Police While Active+2Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 26225 - (MAINT)
131 Fuel Management
Records related to the purchase, storage, tracking and management of fuel for City
vehicles. City uses above ground fuel tanks.
California Air Resources Board Certificate
Fuel Card Authorizations
Fuel Pump, Fuel Tank Maintenance and Testing
Fuel Reports, Billing Reports, Journals, Fuel Tickets
Integrity Testing
Maintenance
Prevention Control and Inspections
Repairs
Public Works 2Y CA - GC 34090 - (2Y)
Page 30 of 31
CITY OF CHULA VISTA
RECORDS RETENTION SCHEDULE
Eff. 8/19/2020
Record No.Record Name and Description Example Documents Department/Office
of Record Retention Legal Citations and Comments
ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CL = Closed CU = Current Year DP = Department Preference FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month
MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year
NOTE: DUPLICATES AND COPIES OF RECORDS THAT ARE MADE AND DISTRIBUTED FOR INFORMATIONAL PURPOSES ARE NOT RECORDS AND SHOULD BE DESTROYED WHEN NO LONGER USEFUL.
132 Security, Access Operations
Records and information regarding physical access controls and protection for City
buildings and facilities.
Access Controls
Access Reports
Badge Lists
Daily Activity Logs
Facility Key Lists
Key Cards
Transaction Logs
Public Works 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - GOV 34090.6 - (1Y)
133 Shipping and Receiving
Records related to the shipping and receiving of products.
Bills of Lading
Freight Bills
Manifests, Transfer Logs
Waybills
Public Works 2Y CA - GOV 34090 - (2Y)
134 Water Drainage Management
Records and information documenting the operations and maintenance of the City's
storm drains, pump stations and drainage ditches.
Drainage Ditches
Pump Stations
Storm Drains
Public Works 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.44 - (3Y)
Page 31 of 31