HomeMy WebLinkAbout25239I
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RESOLUTION NO. 25239
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS, CALIFORNIA, ADOPTING A REVISED
RECORDS RETENTION AND DESTRUCTION SCHEDULE
AND AUTHORIZING THE DESTRUCTION OF CERTAIN
CITY RECORDS IN ACCORDANCE WITH STATE AND
FEDERAL LAW
WHEREAS, the maintenance of numerous city records is expensive, inefficient,
hinders document retrieval, and is not necessary after a certain period for the effective
and efficient operation of the government of the City of Palm Springs; and
WHEREAS, California Government Code section 34090 et seq. provides that,
with the approval of the City Council by resolution and the written consent of the City
Attorney, the head of a City department may destroy any City record, document,
instrument, book or paper, electronic, or other media, under his or her charge, without
making a copy thereof, after the same is no longer required, provided that certain
records are exempt from such destruction; and
WHEREAS, due to changes in state and federal law regarding the retention of
public agency records, City staff has determined that the Records Retention Schedule
requires amendment in order for the City to be in legal compliance regarding the
retention and destruction of obsolete records; and
WHEREAS, this Resolution is intended to adopt a revised records retention and
destruction schedule that facilitates the orderly and efficient retention and destruction of
City records in accordance with State and Federal law; and
THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY
RESOLVE AS FOLLOWS:
SECTION 1. The records of the City of Palm Springs, as set forth in the Records
Retention Schedule, "Exhibit A", attached hereto and incorporated herein by this.
reference, are hereby authorized to be destroyed as provided by Section 34090 et seq.
of the Government Code of the State of California and in accordance with the provision
of said Schedule upon the request of the applicable department head ("Director") and with
the consent in writing of the City Clerk and/or his/her designee, without further action by
the City Council of the City of Palm Springs.
A. "City Record" or "Records": Anything that constitutes an objective lasting
indication of a writing, event or other information, regardless of physical form or
characteristics [including, but not limited to, any record, document, instrument, book,
paper, map, exhibit, audio/visual recording, magnetic or paper tape, photographic film,
photographic print, optical media, electronically transmitted mail (email), facsimile, other
electronic file, or other records as defined by the California Public Records Act], which is
in the custody of a public officer and is kept either: (1) because a law requires it to be
Resolution No. 25239
Page2
kept, or (2) because it is necessary or convenient to the discharge of the public officer's
duties and was made or retained for the purpose of preserving its informational content
for future reference.
B. "Non-Record": Anything that constitutes an objective lasting indication of
a writing, event or other information that does not fall under the definition of a City
Record, [including, but not limited to (1) magazines or publications not produced by the
City; (2) library or museum material intended solely for reference or exhibition; (3)
transitory writings, including working papers, appointment logs, notes, calculations or
preliminary drafts, or interagency or intra-agency memoranda, that are not retained by
the City in the ordinary course of business even if they contain information relating to
the conduct of the City's business; (4) unofficial copies of documents kept only for
convenience or reference; and (5) documents that do not contain information relating to
the conduct of the City's business].
C. "Legal Hold": The duty of the City to preserve and not destroy any records
that are potentially relevant to any of the following in which the City may be involved: a
reasonably anticipated claim or litigation; an ongoing claim or litigation; a pending
employee grievance; a pending regulatory or governmental investigation; a pending
subpoena; a pending Public Records Act request; a pending audit or similar legal
matter. Any records subject to Legal Hold must be preserved in all forms in which the
records exist, including both paper and electronic formats.
SECTION 2. The Records Retention and Destruction Schedules are further defined
below.
A. The Records Retention and Destruction Schedules attached hereto as "Exhibit
A" and incorporated herein by this reference, are hereby adopted.
B. City Records shall be retained for the minimum periods listed in the column
entitled "Total Retention" on "Exhibit A" and shall not be destroyed until notice
approved for destruction in accordance with this Resolution
C. Non-records need not be retained in any form; provided, however, that any
Non-records that are subject to Legal Hold shall not be destroyed until notice 1
is provided by the responsible attorney for the City of Palm Springs that such
Non-records no longer need to be retained.
SECTION 3. The Approval of Destruction of City Records is further defined below.
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A. At the expiration of the retention period set forth for each record series listed in
"Exhibit A", such expired City Records are authorized to be destroyed as
provided by Government Code Section 34090 upon approval by City Council.
All City Records approved for destruction that are of a sensitive or confidential
nature shall be shredded when in a paper format' deleted when in electronic
format; and demagnetized when in magnetic.tape format. I
B. Notwithstanding the foregoing, City Records that are subject to Legal Hold shall
be retained and are not authorized for destruction until notice is provided by the
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Resolution No . 25239
Page 3
City Attorney that such City Records subject to a Legal Hold no longer need to
be retained.
C . In no event may any of the following City Records be destroyed :
• City Records affecting the title to real property or liens thereon .
• Court Records .
• City Records that are required to be kept by statute .
• City Records less than two (2) years old except for duplicate records or
unless otherwise provided by law.
• The minutes , ordinances or resolutions of the City Council or any City
Committee , Board or Commission .
SECTION 4. Any provision of a previously adopted City Council resolut ion or
Records Retention or Destruction Schedule that conflicts with this Resolution or the
attached "Exhibit A " is superseded and shall be of no further force or effect upon the
adoption of this Reso lution .
SECTION 5 . The City Clerk shall certify the passage and adoption of this
Reso l ution and enter it into the book of original resolutions .
SECTION 6 . This Resolution shall become effective immediately upon its passage
and adoption .
ADOPTED THIS 25TH DAY OF JULY 2024 .
Scott C . Stiles , City Manager
ATTEST:
13renda Pree, City Clerk
Resolution No. 25239
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STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE )
CITY OF PALM SPR INGS )
CERTIFICATION
ss .
I , BRENDA PREE , City Clerk of the City of Palm Springs , hereby certify that
Reso l ution No .25239 i s a fu l l , true a nd co r rect copy , and was du ly adopted at a
regular m eeting of the City Counci l of the City of Palm Springs on July 25 , 2024 by
the follo w ing vote :
AYES :
NOES :
ABSENT:
ABSTAIN :
Councilmembers Garner , Milddl eto n, Holstege; Mayor Pro Tern deHarte,
and Mayor Bernstei n
None
None
None
IN WITNESS WHEREOF , I have hereunto set my hand and affixed the official seal of the
City of Pa lm Springs , Californ ia, this Sfu day of flu¥+ 2024 .
C, CERA, City Clerk
City of Palm Spri ngs , Cal ifornia
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City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Abatement Records Weed Abatement Files, Abandoned Vehicle
abatements - AKA Abatement Files, Abatement
Files - non-conforming
Originating
Department
AC+2 AC+2 AC+2 MAXACT GC34090
Accounting:
Administration
Working papers, accounting information,
including trial balances, Aging Reports, Account
Detail Reports, and other records related to
accounting activities not covered in more
specific categories.
Financial
Services
2 7 7 MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Accounts Payable
(A/P)
Records related to the accounting for money
due to creditors. Includes cash disbursements,
and invoices, vouchers, bad debt write-off
allowances, contract accounting records, cost
accounting records, credit card charge slips,
credit card statements, donations, employee
expense reports, petty cash records, royalty
payments, unemployment insurance payments,
vendor packets & workers' compensation
insurance payments. ALSO INCLUDES BLANK
CHECKS.
AKA Authorization to Pay (ATP), Refunds,
Reimbursements, Accounts Payable Checks -
General Fund, Accounts Payable Checks
w/Backup, Rental Rehab. Program Grants,
Payment Records, Cash Disbursement
Registers, Budget Journal Vouchers, Travel
Expense Files, Departmental Budget
Expenditure Files, Accounts Payable Checks
with Backup Statements for Recipients of Non-
Employee Compensation, Cash, Water Deposit
Refund Records, Uniform Vouchers (by name),
CalPers Billing Payments, Risk Recovery, Wire
Transfers.
Vital Financial
Services
CU+3 7 7 MAX3 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Accounts
Receivable (A/R)
Records related to accounting for money owed
to the organization including user fees and
delinquent payments. Includes cash receipts,
credit advises, sales receipts, cash
packets/receipts, cash reconciliations.
AKA Customer History Files, False Alarm
Financial Reports, Billing/Customer Files, Cash
Receipts Registers, Treasurer's Receipts ,
Treasurer Receipts Adjustment Journals ,
Treasurer's Receipts/Receipts for Monies
Received, Airport Revenue & Invoices, Airport
Storage Receipts, Invoices: Paid, Void & Write-
off, Adaptor & Key Deposit Receipts, Paid
Receipts, Cash Register Tapes/End of Day
Reports, Notice of Delinquent Parking Violation,
Parking Citations, Cash Register Tapes,
Delinquent Water Accounts File Cards, Receipt
Books, Daily Recap of Receipts, Parking Lot
Files: Revenue Received, Water Bill Receipts,
Paid Receipts, Recreation deposits, Affidavits of
Gross Receipts, Records related to the
management and collection of bad debts or
Liens, monies into the General Fund, False
Alarm receipts, Accounts Receivable Invoices,
Ambulance Invoices, Ambulances Receivables,
Bicycle Registration receipts and renewals, Wire
Transfers.
Vital Subject to Audit Financial
Services
6 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Actuarial Reports Reports projecting life expectancy, future
benefits and other information needed to
calculate contributions and provisions of benefit
programs. AKA Workers Compensation Claims
Actuarial reports, Claims Management Liability
Actuarial reports.
Historical Used to justify
reserves. See
also "Reports:
Financial"
Originating
Department
ACT+6 PERM PERM MAXACT CA - 22 CCR 1085-2 - (4Y)
CA - GOV 12946 - (2Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (TE+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 4007.10 - (6Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Administrative Files Working papers pertaining to and arising from
the policies and procedures of the Department;
includes directors and other staff members'
files. Also includes memos, reference reports,
calendars, day planners, contact files, working
files, back-up documents, source documents,
charts, outlines and chronological files, phone
memo pads, forwarded digital messages, voice
over internet (VOIP) messages received in e-
mail that pertain to City business not related to
suspected legal or enforcement action, Contract
Management files, social media posts.
AKA Salvage Schedule, Investment Portfolios,
Budget Working Files, Studies & Reports,
Agreement/Lease Working Files, CalCard Files,
Correspondence Files, Revenue & Tax Receipt
Records, Bond Administration Files, Parking
Correspondence Files - City/Other Agencies,
Parking Citation Logs: Palm Springs/Other
Agencies, Requests for Review of Parking
Citations, Refund Payment Records,
Applications for Water Service, Trash Reports,
Property Transitory Files, Submittals, Alarms,
False Alarms at Schools, Investment Files:
Monthly Work.
Review for
historical value
Originating
Department
CY+2 ACT+2 ACT+2 MAX1 GC34090
Agendas & Staff
Reports: Council
and legislative
bodies
Agendas and staff reports submitted to council
and other legislative bodies for consideration.
Includes Affidavits of mailing and Appeals,
original communications presented to the
legislative bodies.
Historical See also
Meeting
Minutes
Originating
Department
CY+2 PERM PERM MAX3 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Agendas & Staff
Reports: Non-
legislative
Agendas and staff reports submitted to non-
legislative boards, commissions and
committees
Originating
Department
CY+2 PERM PERM MAX1 GC34090
Appeals See "Agendas
& Staff Reports"
Articles of
Incorporation.
Original Articles of Incorporation.Historical City Clerk PERM PERM PERM MAX2 GC 34458-60
Assessment
Districts
Original documentation for assessment district
formation.
AKA Landscaping/Lighting districts, Community
Facilities Districts
Vital City Clerk 10Y PERM PERM MAXACT CA - CCP 337.15 - (LA10Y)
CA - GOV 34090d - (2Y)
CA - HSC 19850 - (LI)
Assessment Rolls Received from the County once a year.
AKA Final Assessments
Originating
Department
SUP AUD+4 AUD+4 MAXACT CA - GOV 34090d - (2Y)
Associations Records related to membership or in the
activities of professional or industry associations
of which the City is a member or has a business
interest.
Commissions
and
Committees are
NOT included
in this series
Originating
Department
2 ACT ACT MAXACT CA - HSC 19850 - (LI)
Audit Reports:
External
Records reviewing and documenting financial
information created as part of an audit
performed by an outside person or organization.
AKA Financial Audits - External, DOJ Audits,
P.O.S.T. audits, CJIS audits, Audit Reports,
Findings of Compliance
Financial
Services
6 7 7 MAX3 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501e - (6Y)
US - 26 USC 6531 - (TAX+6Y)
Audit Reports:
Internal
Records reviewing and documenting financial
information created as part of an audit
performed by a person in the organization.
AKA Financials - Audited - Internal, Budget
Audits, Audit Reports
Financial
Services
2 7 7 MAXACT CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501e - (6Y)
US - 26 USC 6531 - (TAX+6Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Audits: General Records related to operational auditing
activities. AKA Section 8, HUD, CDBG Audits
Originating
Department
7 7 7 MAX3 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501e - (6Y)
US - 26 USC 6531 - (TAX+6Y)
Banking: General Includes bank deposits, bank reconciliations,
bank statements, check registers, check
copies/stubs, checks - canceled, deposit slips.
AKA Check/Warrant Registers, Bank Receipts,
Account Reconcilement/Outstanding Checks
Report, Bank Receipts, Daily Cash Sheets,
Bank Balance, Bank Reconciliations, Banking
Receipts, Checks, Cancelled, Acct
Reconcilement/Outstanding Check Reports,
Void Check Journals, Bank Reconciliations,
bank Receipts, Balance Transaction Report
Files, Checks, Cancelled, Bank Deposit Receipt
Books, Daily Cash Audit Sheets, Billing
Statements, Remittance Advice.
Financial
Services /
Treasurer
CU+3 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Bids, Proposals,
RFQ, RFP's:
Awarded
Records relating to bids, proposals, Requests
for Quotations (RFQ) and Request for
Proposals (RFP) and specifications.
Engineering is
Capital
Projects.
Procuremen
t and
Engineering
4Y CU6Y CU6Y MAXACT CA - GOV 34090 - (2Y)
CA - CCP 337 - (4Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.5 - (3Y)
Bids, Proposals,
RFQ, RFP's: NOT
Awarded
Unsuccessful bids, proposals or RFP/RFQ
responses
Procuremen
t
2 CU2Y CU2Y MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Bonds & Bond
Administration
Records documenting investments in bonds
including the actual bonds (if provided),
purchase information, annual statements, and
investment results.
Copies of docs copied for issuance of bonds,
prospectives, payment schedules, annual
reports, accounting work papers and other
documents involved with the issuing,
administering, paying of bonds.
AKA Bonds Administration Files, Bond
Administration Files, Bond Account Statements,
Bond Registers & Assessment Records, Bond
Account Statements, Bond Certificates &
Redeemed Coupons.
Vital Finance /
City Clerk
ACT+6 ACT+3 ACT+6 MAXACT CA - CCP 315 - (LA10Y)
CA - CCP 337 - (4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 -
(CY+4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 49 CFR 107.504 - (CL+2Y)
Budgeting Records related to budgeting activities, including
budgeting workpapers. Does NOT include
approved budgets.
AKA 101 fund files, Budget Preparation files,
Departmental Budget Expenditure Files, Budget
Adjustment Files
Originating
Department
2Y 7 7 MAXACT GC-34090.7
Budgets: Approved,
Operating and CIP
Records projecting income and authorizing
expenditures for the organization.
Vital Financial
Services
2 PERM PERM MAXACT CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Business Licenses Documentation of licenses, non-building permits
and other authorizations issued in the City.
Originating
Department
4Y 4Y 4Y CA - CCP 337 (4Y)
CA - GOV 34090 - (2Y)
Case Files: Code
Enforcement
Code Enforcement case files
AKA Complaint case files
See also
"Abatement
Records"
Originating
Department
AC+2 PERM PERM MAXACT CA - GOV 34090 - (2Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
CA 900 020 20 010
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Certifications,
Outside Agencies
Audit findings of compliance. AKA CJIS,
CDBG, HUD, Air Quality Resources Board,
Federal Aviation Administration, Federal
Communications Commission
Originating
Department
0 SUP SUP MAXACT GC34090.7
Chain of Custody
Records
See Logs
Citations Traffic citations, misdemeanor/infraction
citations, Municipal Code violation citations.
Parking
Citations - See
"Accounts
Receivable"
Originating
Department
2 AC+2 AC+2 MAXACT GC34090
City Council Files Files created by Councilmembers and their
aides addressing various projects and issues
related to City business . AKA Council
Correspondence, Mayor's Correspondence
Files, City Manager's Files
Review for
Historic Value
City Council 2 TERM+ 10 TERM+
10
MAXACT GC34090
Code Books Outside agency Code books for building /
development / public safety adopted by Council
action.
National Electrical Code, Uniform Building, Fire,
Mechanical, Plumbing & Supplements.
See also
"Reference
Material"
City Clerk PERM PERM PERM MAXACT GC34458-60
Commission/
Committee Files
Membership tracking records See also
"Meeting
Minutes;
Advisory
Bodies","
Administrative
Documents"
and "Subject
File" series for
working papers
Originating
Department
2 Perm Perm MAX1 CCP CAL 359 GC34090
Community Events
& Programs
Records related to participation or promotion of
community activities, civic organizations, etc.
AKA Community Activities
Originating
Department
2 2 2 MAX1 GC-34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Complaints: Citizen,
Constituents,
Public, Residents
Records related to communications and
contacts with constituents, including complaints
and comments. Includes action taken to resolve
complaints and response to comments,
Includes Traffic Complaints
Originating
Department
ACT+10 ACT+6 ACT+6 MAXACT CA - CCP 315 - (LA10Y)
CA - CCP 337 - (4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 -
(CY+4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 49 CFR 107.504 - (CL+2Y)
Computer Files Email and information created by users in the
normal course of business. Records retention
determined by content, not the format.
See appropriate
series for
correct
retention
period.
NONE - No specific Reference -
Retention based on subject
matter or content
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Computer Software
& Licensing
Documentation of computer software developed
or used including software licenses,
maintenance, software back-up copies. These
are City assets.
AKA ArcView, GIS, Spherical Phone Database
(SPH) and enterprise-wide and specialized
software.
Vital Does not
include Data
created or
maintained by
the software,
see appropriate
Records Series
Title for data
type/content
and Review
programs prior
to supersession
for migration of
legacy data to
replacement
software
information
Technologie
s
0 ACT+4 ACT+4 MAXACT GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Contracts /
Agreements:
Executed,
Council/City
Manager
Records relating to obligations defined in
contracts and agreements. Includes Specs and
Plans, Scope of Work, promissory agreements,
contracts and pending contracts for services,
leases and software licenses authorized by the
City Manager or City Council. Includes buy/sell
agreements, change orders, contract
documents. contract negotiations, government
contracts, leases, mortgages, promissory notes,
property improvement contracts, sales contracts
and warranties.
AKA: Agreements, Agreements Files,
Contracts, MOU's, Franchise, Releases,
Declarations, Professional service agreements.
Vital * CL = Close of
Grant, Plus All
Final Audit
Report
Completed; if
grant is in
perpetuity, it
never closes;
or, retain per
contract
stipulation,
whichever is
longer
Grants covered
by a
Consolidated
Action Plan are
required for 5
years; Uniform
Admin.
Requirements
for Grants to
Local
Governments is
3 years from
expenditure
report or final
payment of
grantee or
subgrantee;
OMB Circular A-
133
Originating
Department
ACT+6 PERM PERM MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Contracts /
Agreements:
Executed,
Department
Directors
Records relating to obligations defined in
contracts and agreements. Includes Specs and
Plans, Scope of Work, promissory agreements,
contracts and pending contracts for services,
leases and software licenses authorized by the
Departments. Includes buy/sell agreements,
change orders, contract documents. contract
negotiations, government contracts, leases,
mortgages, promissory notes, property
improvement contracts, sales contracts and
warranties.
AKA: Agreements, Agreements Files,
Contracts, Releases, Declarations, Professional
service agreements, Tow Company
Agreements, Slip Rental Agreements, Airport
Hanger/Tie-down Agreements.
Original
Contracts,
Agreements
and MOU's
must be
forwarded to
the City Clerk
for filing and
review for long
term retention
requirements.
See also -
Insurance
Procuremen
t and
Engineering
ACT+6 ACT+1 ACT+6 MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
Copyrights/Trade-
marks/Patents
Records of rights conveyed by government
related to copyrights, trade-marks and patents.
AKA City Flag, City Seal, City Software Projects.
City
Manager
ACT+6 ACT+1 ACT+6 MAXACT
Customer Lists Records of customers who have purchased
services from the City. AKA Water Service,
Business License list, Agenda Subscription,
Library Borrower Records (confidential record
series), mailing lists.
May be
Confidential
Originating
Department
0 SUP+3 SUP+3 MAXACT CA - 8 CCR 10102 - (5Y; AC+1Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Drawings /
Blueprints / Plans:
Commercial / City
Facilities &
Infrastructure
Records detailing the design of structures within
the City limits. Includes Originals, as-builts,
notated drawings. Includes Plan ID files, spec
originals, notated drawings, as-builts. Also
includes Parcel Maps and Plats, Engineering
and field notes and profiles, cross-section of
roads, street, street numbering, right-of way,
bridges, may include annexations, park tracts,
block, storm drains, water easements, bench
marks, trees, grading, landfill, fire hydrants,
base maps, lighting.
AKA improvement plans, plan checks, paper
maps, parcel maps, parcel maps, plant plans,
traffic plans, Authorization to Modify (ATM),
Inspector Files, Roof Plans; Submittals, Plans -
Citywide - Commercial, Standard Plan Files,
Master Plan, Land Use, Pool Project Blueprints,
Building Drawings/Plans, Dock Plans
Vital Review for
Historical value
(City related
structures or
infrastructure)
Public
Works -
Engineering
LOS+3 PERM PERM MAXACT
Drawings /
Blueprints / Plans:
Residential
Records detailing the design of City residences.
Includes Originals, as-builts, notated.
Includes Plan ID files, spec originals, notated
drawings, as-builts. Also includes property
improvement plans, plan checks, parcel maps,
plot maps.
Vital 10 years after
close - per H&S
Code. (No
operational or
regulatory
requirement)
Building AC+10 AC+10 AC+10 MAX1 CA - 22 CCR 1085-2 - (4)
Easements Contracts permitting one party to enter onto a
portion of the property of another for a stated
purpose.
Includes irrevocable offers to dedicate.
Vital City Clerk PERM PERM PERM MAXACT CA - RTC 19384 - (LA4Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Election:
Applications,
Ballots
From the date of election, all ballots submitted
to precincts/City Clerk including those that were
NOT USED -- unless contested (EC 17302(c))
retention by court order. Does NOT include
Assessment District Ballots.
Supplies City Clerk E+6MOS E+6MOS E+6MOS MAX.5 CA - RTC 19704 - (LA6Y)
Election: Assisted,
Challenged Voters
List
Assisted and Challenged Voter List, Tally
Sheets and copy of Index used as a voting
record
City Clerk E+6MOS E+6MOS E+6MOS MAX.5 CA - UIC 1132 - (LA3Y)
Election:
Certification of
Election
Certificates of election -- original reports and
statements.
City Clerk PERM PERM PERM MAXACT CA - CCP 315 - (LA10Y)
Election:
Nomination Papers
Nomination papers required for submission by
Candidates for Office.
City Clerk E+4 TERM+4 TERM+4 MAXACT CA - CCP 337.15 - (LA10Y)
Elections:
Notifications /
Publications
Proof of publication or posting, certification and
listing of notice and posting; copy of newspaper
notice and certification of offices to be voted for
at forthcoming election.
City Clerk E+2 E+2 E+2 MAXACT US - 26 CFR 31.6001 (CY+3Y)
Election:
Successful
Candidate
Statements
Statements printed in the sample ballots
retained permanently -- historical purposes.
Historical City Clerk PERM PERM PERM MAXACT US - 26 CFR 301.6501 - (3Y)
Election:
Unsuccessful
Candidate
Statements
Statements printed in the sample ballots.City Clerk E+4 E+4 E+4 MAXACT US - 26 CFR 301.6532-1 -
(LA2Y)
Employee Benefits
General
Records relating to benefits, benefit plans, plan
selection and plan administration for each
bargaining unit
Human
Resources
6 3 6 MAX1 US - 26 CFR 301.6532-2 -
(LA5Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Employee Benefits
Provided
Records relating to employee benefits, including
government reporting, benefit reports, incentive
plans, medical Insurance, sick leave benefits
accrued, deferred comp plans, Explanation of
Benefits (EOBs), EEO Forms & salary
administration, benefits provided, absence
records, claims, educational assistance
financing, employee relocation, ESOP, group
insurance and health insurance claims,
Disability/Workers Compensation electronic
funds transfers.
AKA Leave of Absence (LOA), Fitness for Duty,
Staff Availability, Vacation Files, Employee
Benefits Trust Fund, Retired Employees
Benefits Files, Unemployment Benefit Claims.
Vital,
Confidential
Human
Resources
10 PERM PERM MAX1 US - 26 CFR 301.6532-3 (a) -
(LA9M)
Employee:
Hazardous
Exposure
Records documenting general exposure of
employees to hazardous substances, including
employee exposure records, Material Safety
Data Sheets (MSDS) and radiation exposure
records.
Confidential Human
Resources
PERM ACT PERM MAX1 US - 26 USC 6531 - (LA6Y)
Employees:
Health/Safety
Records related to employee health and safety.Human
Resources
10 3 6 MAX1 US - 26 USC 6532 - (LA2Y)
Employees: Lists Lists of employees created showing shift
assignments, work assignments, standby lists.
Originating
Department
SUP SUP SUP MAX1 US - 29 USC 255 - (LA2Y)
Employee:
Plans/Programs
Records describing insurance plans available to
employees. Includes disability plans, education
assistance plans, employee relocation benefits,
group insurance plans, incentive plans, medical
insurance plans, pension plans, profit sharing
plans, retirement plans, sick leave benefits.
Review for
historical value
Human
Resources
ACT+6 PERM PERM MAXACT US - 29 USC 626 (d) - (LA300D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Employee: Training Records related to training employees; records
containing materials used to train employees;
records related to the development and
operation of City-sponsored training programs
and seminars. Includes course listings,
employee certification & training materials. May
include material from both internal and external
sources.
AKA Training Materials, Lifeguard
Responsibility, Dive Training, Rescue Boat
Training, Training Records, Officer Field
Training, Certificates.
See also POST
(in Police
Schedule), or
"Safety" Record
Series
Originating
Department
ACT+3 ACT ACT+3 MAXACT US - 35 USC 286 - (6Y)
Environmental
Auditing/Monitoring/
Testing Records
Records documenting compliance with
established auditing procedures and
environmental pollution requirements, as well as
records monitoring environmental activities and
testing records. Includes records submitted to
government agencies to document the
environmental test results. AKA Water Records,
Outfall Records, Instrument Reading, Testing
Records, information Collection Request,
Chemical Emissions.
Subject to Audit Originating
Department
5 10 10 MAX1 US - 42 USC 2000e-5 (e ) -
(LA180D)
Environmental
Auditing/Programs
Records related to environmental auditing
procedures and requirements. Includes
environmental reference manual & records
documenting procedures for environmental
testing.
Originating
Department
PERM PERM PERM MAXACT US - 42 USC 2000e-5 (f) -
(LA180D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Environmental
Impact Studies, Site
Analyses, and
Reports
Document, reports and studies summarizing
environmental impact of proposals and plans.
Records used to prepare the draft and final EIR
published by the City's responses to comments,
mitigating declarations, addendum, and notices
of determination filed with the state/county clerk.
AKA Water Quality Assurance/Water Quality
Control.
Environmental Impact Reports. Negative
Declarations.
Originating
Department
LOP PERM PERM MAXACT
Environmental
Monitoring Records
& Testing
Worksheets
Records monitoring environmental activities and
testing worksheets. AKA Water Quality; Air
Quality
Originating
Department
30Y PERM PERM MAXACT CA - CalOSHA
CA - CCP 338.1 - (LA5Y)
CA - 8 CCR 3204d - (CL+30Y)
CA - 17 CCR 30293(1) - (3Y)
CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
US - 29 CFR 1910.1020 -
(CL+30Y)
US - 29 CFR 1910.1025 -
(CL+20Y)
US - 29 CFR 1910.1050 -
(CL+30Y)
US - 40 CFR 268.7 - (3Y)
US - 40 CFR 270 - (3Y)
US - 49 CFR 172.201 - (3Y)
US - 49 CFR 177.817 - (3Y)
Financial Planning
& Forecasting
Records related to internal planning and
forecasting, including records stating the
financial plans that the organization will follow
related to investments and forecasts projecting
expenses or income over a specified period.
AKA Five-Year Plan
Originating
Department
0 ACT+1 ACT+1 MAXACT GC-34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Financial Reporting:
Annual
Records stating financial condition of the City at
the end of the fiscal year. Generally, the same
as the Annual or Certified Financial Statements.
Also includes Annual Records stating Financial
condition of the City at the end of the fiscal year.
Generally, will become the Certified Financial
Statement after the audit has been completed.
Includes records stating the certified or official
financial condition of the City at the end of the
fiscal year.
Does NOT include MONTHLY/QUARTERLY
statements.
AKA Profit and Loss Statements
Historical Financial
Services
3 PERM PERM MAX1 GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
Financial Reporting:
Monthly/Quarterly
Records stating financial condition of the
organization at the end of the month or quarter.
The annual financial statements replace these
Reports. Does NOT include Annual Reporting.
AKA Agricultural Rebate Reports
Financial
Services
0 MAX2 MAX2 MAX1 GC-34090.7
Financing Includes external contracts with outside lending
institutions to borrow money stating the terms
and conditions of the loan, Letters of Credit,
loan applications & agreements, mortgage
records, credit agency reports, credit
applications, as well as notes documenting
current financial obligations, cancelled notes,
internal records submitted from outside parties,
requesting credit for the purchase of products
and services that provide information that will be
used to determine whether credit will be
extended.
AKA Loan Applications and Agreements -
External.
Vital Financial
Services
ACT+6 ACT+3 ACT+6 MAX3 24CFR570.502(b)(3)
OMB Cir A-110 attach C, Cir A-
102 & 128
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Fire: Incident
Reports
Events or circumstances requiring response by
Fire/EMS.
AKA Medical Aids & Rescue, EMS Reports.
Confidential Fire CY+2 CY+10 CY+10 MAX1 LOC015 - Local Government /
General
Fire: Inspections Address files, contain alarm/sprinkler system
information, fire prevention efforts, hazardous
materials records, Superfund Reauthorization
Act (SRA) Files
Fire AC+3 PERM PERM MAX1 UFC103.34-AC+3
Fire: Investigations Reports documenting investigation results and
determinations of incident investigations.
May contain
confidential
material
Fire AC+6 PERM PERM MAXACT PC800
Fire Manuals Includes OPS manuals.
Does not include National Fire Code.
Standards adopted by City.
Fire SUP+3 SUP SUP+3 MAX1 CCP 340.5
Fixed Asset
Property
Inventory/Valuation
Records related to the accounting for the capital
gain or loss related to the purchase and sale of
non-real property. Includes capital property,
capital asset records, property depreciation
schedules, property material transfer files,
property detail records, property inventory and
property sold, records describing the type,
model, and location of property and the value for
accounting purposes.
AKA Fixed Asset Files, Fixed Asset Reports
Not for use with
Real Property
Originating
Department
3 ACT ACT+3 MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
Forms: Blank Official City forms as well as blank forms
received from outside agencies (example:
1099's).
Revision Date
to be in footer.
Originating
Department
0 SUP SUP MAXACT NONE - No Legal Requirement
FPPC:
Administrative
FPPC (Fair Political Practices Commission)
administration, working papers,
correspondence.
City Clerk CY+5 CY+5 CY+5 MAX1 GC81009
FPPC: Campaign
Filings - All Other
Committees
FPPC (Fair Political Practices Commission)
Filings. Includes non-candidate PAC filings.
City Clerk E+7 E+7 E+7 MAX1 GC81009-E+7
FPPC: Campaign
Filings - Elected
FPPC (Fair Political Practices Commission)
Filings.
City Clerk PERM PERM PERM MAX1 GC81009b
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
FPPC: Campaign
Filings - Not
Elected
FPPC (Fair Political Practices Commission)
Filings.
City Clerk E+5 E+5 E+5 MAX1 GC81009b-E+5
FPPC: Statement of
Economic Interest
FPPC (Fair Political Practices Commission)
Filings. Includes filings from employees,
commission members, contractors and
consultants
City Clerk TERM+4 TERM+4 TERM+4 MAX1 GC81009f
FPPC: Statement of
Economic Interest -
Elected
FPPC (Fair Political Practices Commission)
Filings. AKA Conflict of Interest Filings.
City Clerk CY+7 CY+7 CY+7 MAX1 GC81009e
FPPC: Statement of
Economic Interest -
Not Elected
FPPC (Fair Political Practices Commission)
Filings.
City Clerk E+5 E+5 E+5 MAX1 GC81009b
General Ledger Summary Records of all accounts.
AKA General Subsidiary Ledger
Vital Financial
Services
3 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Government
Relations
Records and correspondence related to
communications with governmental agencies
and monitoring of legislation and regulations.
Originating
Department
2 5 5 MAX1 GC-34090
Grant Records &
Agreements Files:
General
Documents related to awarded grants including
applications, agreements, progress & financial
reports and compliance paperwork.
AKA Quality Children's Services, Grant
Financial Files, Grant Files: Community
Development Block Grants, Community
Applications, Grant Files: Proposals Not
Funded, Grant Files: State & Federal Grants.
Review for
historical value
Originating
Department
ACT+6 AUD+6 AUD+6 MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Grant Records &
Agreements: City
Property Acquisition
Documents related to grants awarded for
property acquisition including applications,
progress & financial reports and compliance
paperwork, Acquisitions including land use
restrictions.
Historical May include
recorded
documents
Originating
Department
ACT+3 PERM PERM MAX1 GC 34458-60 24CFR880.603-
ACT+3
Historical: General Various items of historical value, including
mementos from Sister Cities, City scrapbooks.
AKA Landfill Records, Water Records, Special
Events (Final information), City Jail Records,
Mementos, gifts to Council or Library, Municipal
Court Files, Assessment Rolls prior to 1958,
Property Tax Apportionment Records prior to
1958.
Historical City Clerk /
Library
0 PERM PERM MAX3 NONE - No Legal Requirement
Human Resources Employee Files - no hazardous material
exposures
Vital, PII Human
Resources
CL6 TERM6 TERM6 MAX1 CA - 22 CCR 1085-2 - (4Y)
CA - GOV 12946 - (2Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (TE+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 4007.10 - (6Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Human Resources Employee Files - hazardous material exposures Vital, PII Human
Resources
TERM30 TERM30 TERM30 MAX1 CA - CalOSHA
CA - CCP 338.1 - (LA5Y)
CA - 8 CCR 3204d - (CL+30Y)
CA - 17 CCR 30293(1) - (3Y)
CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
US - 29 CFR 1910.1020 -
(CL+30Y)
US - 29 CFR 1910.1025 -
(CL+20Y)
US - 29 CFR 1910.1050 -
(CL+30Y)
US - 40 CFR 268.7 - (3Y)
US - 40 CFR 270 - (3Y)
US - 49 CFR 172.201 - (3Y)
US - 49 CFR 177.817 - (3Y)
Human Resources Drug & Alcohol Testing: Negative Confidential Human
Resources
1 1 1 MAX1 CA - LAB 5410 - (LA5Y)
Human Resources Drug & Alcohol Testing: Positive Confidential Human
Resources
5 1 5 MAX1 CA - RTC 7154 - (LA5Y)
Human Resources Employment eligibility verification forms
collected for active employees and
supporting documentation regarding
immigration status. Retain for longest of
term: 3 years after hire or 1 year after
termination, whichever is longest
Vital, PII Human
Resources
TE+1Y TE+1Y TE+1Y US - 20 CFR 655 Subpart H -
(TE+1Y)
US - 8 CFR 274a.2 - (3Y, or
TE+1Y)
Human Resources:
Reporting
Records related to preparing and filing reports,
including benefits reports, EEO forms and
salary administration and fringe benefit reports.
Human
Resources
2 CU+2 CU+2 MAX1 US - 8 CFR 274a.2 - (3Y, or
TE+1Y)
Industry Relations Records related to associations and other
cooperative efforts with other organizations in
the industry.
Originating
Department
0 ACT ACT MAXACT CA - 8 CCR 3204d - (CL+30Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Insurance: Active &
Cancelled/Expired
Records related to all insurance coverage
affecting the City except Liability Insurance.
Includes Certificates of Insurance, fidelity
bonds, insurance claims and surety bonds.
Statement of self-insurance. EXCLUDES
LIABILITY INSURANCE.
Vital Risk
Manager
ACT+10 PERM PERM MAXACT CA - 17 CCR 30293(1) - (3Y)
Insurance: Liability Records related to insurance coverage for
liability, hazardous exposure, or other problems
manifesting themselves long after the policy
terminates.
Includes Certificates, Records, and internal City
self-insurance documentation and policies.
Vital Risk
Manager
ACT+5 PERM PERM MAXACT CA - 22 CCR 66262.40 - (3Y)
Internal Services Records documenting internal support or
services that are not covered in more specific
categories. Includes, but is not limited to, IT
Help Desk tickets, postal operations, service
requests and supplies requisitions.
Includes all maintenance EXCEPT VEHICLE
MAINTENANCE.
AKA Maintenance requests, support/service call
records
See "Vehicle
Maintenance"
for fleet records
Originating
Department
3 7 7 MAXACT CA - 22 CCR 66263.22 - (3Y)
Investments Records related to investing including records
relating to bonds, futures/options, securities &
records documenting other investments
including the proof of ownership, purchase
information, annual statements, and investment
results.
AKA Monthly Investments, Treasury
Investments, Buy/Sell, Investment Broker
Orders, Investment Transaction Records,
Investment Safekeeping Statements.
Vital City
Treasurer
ACT+6 ACT+3 ACT+6 MAXACT US - 29 CFR 1910.1020 -
(CL+30Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Job
Announcements
Records documenting notices of job openings
communicated in the media or other means.
AKA Recruitment
Human
Resources
3 10 10 MAX1 US - 29 CFR 1910.1025 -
(CL+20Y)
Job Descriptions Job descriptions, job positions & inactive job
positions.
AKA Class Specifications
Human
Resources
ACT+10 ACT ACT+10 MAXACT US - 29 CFR 1910.1050 -
(CL+30Y)
Journals/Ledgers Records related to summarizing charges to
individual accounts including account ledgers,
A/P ledger, A/R ledger, balance sheets, cash
journals, chart of accounts; journal entries, and
subsidiary ledgers. Does NOT include General
Ledger or any AKA's in that group.
AKA Check Adjustment/Corrections Register,
Travel Journals, Water Billing Registers, Daily
Input/Transaction Journal, Accounting Journals,
Adjusting Journal Entries, Budget Adjustment
Journals, Check Correction Journals, Standard
Journals, CDC, Travel Journals, Adjusting
Journal Entries, Budget Journal Entries, Checks
- Void Register, File Maintenance Journal,
Standard Journal Entries, Treasurer's Receipts:
Adjustments/Corrections, General Ledger
Papers & Other Work Documents, Journal
Vouchers for Investments.
Financial
Services
6 AUD+6 AUD+6 MAX1 US - 40 CFR 268.7 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Labor Relations Records related to relations between the City,
labor unions and employees, including
arbitration files, Collective Bargaining
Agreements & labor union meetings.
AKA Labor Memorandum of Understanding
(MOU).
Human
Resources
ACT+10 PERM PERM MAXACT US - 40 CFR 270 - (3Y)
Land
Use/Development
Files
Files that document the development and use of
public and private property within the City.
Includes: Specific Plans, General Plans,
General Plan Amendments, Zone Amendments,
Tentative Map Files, Tentative Parcel Map Files,
Development Plans, Conditional Use Permits,
Variances, Variances and Zone Amendments,
Regular Coastal Permits, Historic Permits,
Administrative Development Plans,
Administrative Coastal Plans, Administrative
Conditional Use Permits, Subdepartment Files,
Airport Files.
Historical, Vital Planning ACT+2 PERM PERM MAX1 US - 49 CFR 172.201 - (3Y)
Legal - General Working files related to legal activities not
covered in more specific categories.
Confidential City Attorney 0 ACT+3 ACT+3 MAX3
Legal Compliance Records documenting compliance with legal
requirements. Includes reports/forms submitted
to government and copies of internal records
not found anywhere else related to preparing
reports required by government.
Originating
Department
5 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 40 CFR 141.155 - (3Y)
Legal Notices Affidavits of Publication, Agenda Posting,
Orders of Adjournment
City Clerk 5 ACT + 10 ACT + 10 MAX1 CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 40 CFR 141.155 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Legal Opinions Records resulting from legal questions that
document the specific legal advice provided.
review for
confidential
content
May include
Attorney/Client
Privilege
information
City Attorney PERM PERM MAXACT No Regulatory Requirement
Operational - permanent
Legislative
Documents
Documents created by legislative bodies such
as City Council, Planning Commission,
Manufactured Homes Fair Practices
Commission. AKA Ordinances, Resolutions,
Municipal Code Book.
Vital City Clerk PERM PERM PERM MAXACT GC 34090(e)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Litigation: Final
Judgments
Settlements/Court
Orders
Records specifying final judgments, settlements
or orders related to or resulting from litigation.
Vital City Attorney
City Clerk
ACT+6 PERM PERM MAXACT CA - 2 CCR 11013 - (CL+2Y)
CA - 8 CCR 10102 - (5Y; AC+1Y)
CA - 8 CCR 10103.1 - (5Y)
CA - 22 CCR 1085-2 - (4)
CA - LAB 5410 - (LA5Y)
CA - RTC 7154 - (LA5Y)
CA - RTC 19384 - (LA4Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 -
(LA2Y)
US - 26 CFR 301.6532-2 -
(LA5Y)
US - 26 CFR 301.6532-3 (a) -
(LA9M)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626 (d) - (LA300D)
US - 35 USC 286 - (6Y)
US - 42 USC 2000e-5 (e ) -
(LA180D)
US - 42 USC 2000e-5 (f) -
(LA180D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Litigation/Claims/
Grievances
Records related to possible or pending litigation
or other legal action and court case files.
AKA Billing/Customer Records-Litigation,
Litigation files, Claims, Claims filed by the City,
Claims filed against the City, Grievance files,
DUI Cost Recovery.
Vital - may
contain
confidential
material,
Review for
Historical Value
Originating
Department
10 ACT+10 ACT+10 MAXACT CA - 2 CCR 11013 - (CL+2Y)
CA - 8 CCR 10102 - (5Y; AC+1Y)
CA - 8 CCR 10103.1 - (5Y)
CA - 22 CCR 1085-2 - (4)
CA - LAB 5410 - (LA5Y)
CA - RTC 7154 - (LA5Y)
CA - RTC 19384 - (LA4Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 -
(LA2Y)
US - 26 CFR 301.6532-2 -
(LA5Y)
US - 26 CFR 301.6532-3 (a) -
(LA9M)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626 (d) - (LA300D)
US - 35 USC 286 - (6Y)
US - 42 USC 2000e-5 (e ) -
(LA180D)
US - 42 USC 2000e-5 (f) -
(LA180D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Loans & Credit: City
Issued
Includes letters of credit, loan agreements, loan
applications, mortgage records, notes, canceled
notes, internal records submitted from outside
parties, requesting credit for the purchase of
products and services, that provide information
that will be used to determine whether credit will
be extended, credit agency reports and credit
applications submitted from outside parties that
provide information that will be used to
determine whether credit will be extended.
Originating
Department
CL3 ACT+3 ACT+6 MAX3 GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
Loans: Grant
Funded
Includes loan agreements, loan applications,
mortgage records, notes, cancelled notes for
loans funded through grants received by the
City. AKA: Mortgage Credit Certificates (MCC),
Rental Rehabilitation Loans, Community
Development Block Grant (CDBG) loans,
CalHome loans, HOME loans.
City Clerk CL3 ACT+6 ACT+6 MAX3 GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
Lobbyist
Registration
Registration forms, quarterly and annual filings,
correspondence, statements
City Clerk 2 ACT+3 ACT+3 GC81009b
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Logs A document listing activities, items, individuals
and noting the same information about each
entity. Includes journals, diaries, logbooks,
detail, records (i.e., seismic) day books and
rosters.
AKA Drivers Logs/Qualifications, Master
Record Audit Logs (MCT), Records -
Attendance, Sign-in Logs, Meter Read Books,
Visitor Registration Logs, Accident/Injury Logs,
EMS Quality Management Review, Code
Enforcement Logs. Booking Fees Paid, badge
lists, Case Assessment Logs, Court Liaison
Filing Logs, Equipment Inventory Logs,
Maintenance Logs of Taser and Radar
equipment (convenience copies), Traffic Logs,
Towed/Stored Vehicle Logs, Chain of Custody
records
Originating
Department
2 7 7 MAX1 CA - GC 34090 (2Y)
Logs: Dispatch and
daily
Logs created by City or received from outside
agencies reflecting use of City resources. AKA
Dispatch Logs, Court - Daily Schedule, Daily
accounting of calls-for-service and initiated
activities by officers and PST's, Daily Activity
Records, Officers Daily Logs, Subpoena Log
Book, Fire Vehicle Check Sheets, Meeting
Room Reservations, Dispatch Incident/Status
Cards (0bsolete).
Originating
Department
AC+3 AC+2 AC+3 MAX1 CCP340.5
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Logs: Historical May Include journals, diaries, logbooks, detail,
records (i.e., seismic) day books and rosters
documenting a significant event in the City or
impact on City assets/personnel.
Those logs determined to have historic value
such as documenting a significant event.
Historical See policies
and procedures
for determining
historic value
City Clerk 0 PERM PERM MAX3 NONE - No Legal Requirement
Logs: Sewage,
Water, Treatment
A document listing activities, items, individuals
and noting the same information about each
entity. Includes journals, diaries, logbooks,
detail, records (i.e., water flow, testing,
sampling) day books and rosters, chain of
custody logs.
Vital Subject to audit.
Review for
historical value
Water AC5 AC+10 AC+10 MAX1 CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - CAL OSHA
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)
Maintenance: Motor
Vehicles
Records documenting the maintenance
performed on motor vehicles.
AKA Fleet, Vehicle Maintenance Records,
Inventory of Vehicles & Assignments,
Speedometer Calibration Certificates.
Originating
Department
LOE+2 LOE+10 LOE+10 MAX1 CA 900-0020-00 190
Maintenance:
Equipment
Service requests, supporting documentation for
equipment, including work orders and graffiti
removal.
AKA Field Operations, Pool Cleaning, Daily
Operations. Stations - Sewer Devices,
Maintenance, Respiratory Testing Kits,
Traffic/Electrical Footage, Pest Control,
Pesticide Certificates, Elevators, Radar
Calibration Records.
Excludes motor
vehicles
Originating
Department
2 ACT+3 ACT+3 MAXACT GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Maintenance:
Facilities and
Infrastructure
Requests, supporting documentation for
structures or infrastructure; buildings,
waterlines, water pipe and sewer lines, streets,
etc. AKA Roof maintenance, sewer
treatment plant infrastructure, street
maintenance, structure painting, pier
maintenance, waterfront improvements,
infrastructure maintenance.
Originating
Department
2 ACT+3 ACT+3 MAXACT GC34090
Maps and Plats Engineering & field notes and profiles; cross-
section of roads, streets, right-of-way, bridges;
may include annexations, parks, tracks, block,
storm drains, water easements, bench marks,
trees, grading, landfill, fire hydrants, base maps,
tenant maps, GIS data, monuments.
Vital Public
Works -
Engineering
LI PERM PERM MAX1 CA - CCP 337.15 - (LA10Y)
CA - GOV 34090d - (2Y)
CA - HSC 19850 - (LI)
Marketing/
Advertising/
Publicity
Records related to planning advertising, etc.
Includes trade shows and records related to
marketing and promotion activities. Lists
detailing current prices for products and
services, records documenting sales,
brochures, catalogs and price lists.
Originating
Department
0 ACT+1 ACT+1 MAXACT CA - GOV 34090d - (2Y)
Master Chart of
Accounts
Listing of the account names and codes used in
the accounting system.
AKA Master Chart of Accounts, Master Chart of
Accounts, CPO Reports
Vital Financial
Services
6 PERM PERM MAX1 CA - HSC 19850 - (LI)
Master
Plans/Strategic
Plans
Report describing long range program or major
projects planning and goals of the City.
Includes strategic plans.
Includes Land Use Master Plan, Solid Waste
Strategic Plans, General Plan, General Plan
Elements & Amendments, Local Coastal Plan,
Etc.
Historical See also "Land
use /
Development
Files"
Originating
Department
LOA PERM PERM MAXACT
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Meeting Minutes:
Advisory Bodies
For meetings NOT City Council / Legislative
body related:
Meeting minutes, recording the decisions made
or actions taken during the meeting.
Review for
historical value
Originating
Department
2 AC+10 AC+10 MAX1 GC-34090
Meeting Minutes:
Council / Legislative
Bodies
Records regarding meeting minutes, special
meeting notices, including original summaries
and Action Minutes. Includes actions and
decisions of the City Council, Planning
Commission, Community Development
Commission, District Board of Directors,
Manufactured Homes Fair Practices
Commission, Library Board of Directors,
Historical Preservation Advisory Commission,
Building Authority, and other legislative bodies.
City Clerk PERM PERM PERM MAX3 GC-34090(e)
Newspaper/
Magazine Clippings
Copies of articles about the City appearing in
newspapers or magazines related to important
activities or milestones & copies of published
articles describing City events.
See also -
"Public
information".
Review for
historical value.
Originating
Department
0 2 2 MAX1 NONE - No Legal Requirement
Oaths of Office Elected Officials, & employees, Boards &
Commission members.
City Clerk 2 TERM+2 TERM+2 MAXACT CA - GC 34090 (2Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Payroll Records related to the accounting for payroll,
including payroll batch sheets, payroll records,
payroll garnishment accounting, payroll
garnishment orders, payroll registers &
timecards/timesheets, Form 1099, W-9, W-2, W-
4.
AKA Employee Time Sheets, Salary
Garnishment Records, PERS Payroll Listings,
Payroll Registers, Tax - Employment, Comp
Time/Shift Swap Request Forms, Watch
Assignment / Timekeeping Records.
Vital,
Confidential
Financial
Services
5 7 7 MAX3 CA - CCR 1085-2 (c) - (5Y)
CA - GOV 12946 - (2Y)
CA - LAB 226a (3)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y)
CA - UIC 1132 - (LA3Y)
US - 26 USC 3301-3311 - (4Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 31.6001-1 (4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
Permits Records of applications and rights obtained
from government permitting certain business
activities. Includes building permits,
environmental permits, & zoning permits.
Includes associated documents that pertain to
the permit, etc.
AKA Administrative Construction Permits,
Licensing, Building Applications & Permits,
Industrial Waste Discharge Permits (Issued by
Water Resources Board), Sales Tax Licenses
(Issued by State), Taxi Cab Applications,
Parking Permits.
May be
confidential
Review for
historic value -
See also "Land
Use",
"Environmental"
or "Permits:
Transitory"
Originating
Department
PERM PERM PERM MAXACT GC34090a
Permits: Transitory Permits and permitted actions of limited
duration. AKA Business Licenses, business
application background check information, Use
of Fire Hydrants, Sign Permits, Alternate Sign
Permit Files, Special Events Permits, taxi/tow
truck inspections
Originating
Department
2 ACT+2 ACT+2 MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Personnel Selection Records related to hiring employees. Includes
rejected applications, job announcements and
records documenting hiring for temporary
employees.
Note: Applications for hired employees go into
the Personnel File and are not part of this
group.
AKA Testing, Exams, Personnel Exams.
Human
Resources
3 3 3 MAX1 GC 34090 (2Y)
GC 12946 (2Y)
29 CFR § 516.5 (3Y)
29 CFR § 1602.31 (CU2Y)
29 CFR § 1627.3(a) (1Y)
Photographs Hard copy original, Digital or best available copy
or negatives of events significant to the City.
AKA Aerial photographs, digital photographs
Historical See also
"Recorded
Media" Record
Series.
Originating
Department
0 PERM PERM MAXACT NONE - No Legal Requirement
Plans/Policies/Proc
edures: Internal
Includes directives, disaster recovery plans,
emergency action plans, policy statements,
procedure manuals, and table of organization,
Council Policies.
AKA Standard Operating Procedures (SOP's),
Retention Schedules, Administrative Directives,
Administrative Manuals, Disaster Plans,
Affirmative Action Plans, Employee Manuals,
Performance Standards, Procedures Manuals,
Policy Manuals, SWAT Operations Manual,
General Orders, Rules & Regulations.
Review for
historical value
Originating
Department
ACT+10 ACT ACT+10 MAXACT CA 34090 (2Y)
45 CFR 164.316 (10Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Programs An organized set of activities directed toward a
common purpose or goal that an agency
undertakes or proposes to carry out its
responsibilities. A mechanism for conveniently
and uniformly identifying and organizing the
City's activities and services. AKA: Affirmative
Action Program, Affordable Housing Program,
Literacy Program, Senior Activities, DARE
Program, Storm Water Program, Summer
Youth Program, Sister Cities Program, Clean
Water Program, Records Management
Program, Document Imaging Program, Safety
Programs, Educational Programs for
employees, Manufactured Homes Rent Control
Program; Vacation Rentals.
Review for
historical value.
Originating
Department
ACT+10 PERM ACT+10 MAXACT CA 34090 (2Y)
45 CFR 164.316 (10Y)
Projects - General Records related to activities of limited duration
(defined start and end date) as opposed to
activities of an ongoing nature. Can include a
wide variety of documents gathered for
reference on any special project.
Projects that create an asset after close of
project will take on the retention of the asset.
AKA: Capital Improvement Projects, Project
Manager's Files, Projects Files, Relocation
Projects: General.
Review for
historical value.
For
Development
Projects - see
also "Land Use"
Originating
Department
2 AC+5 AC+6 MAXACT GC34090
Projects - Long
Term
Records related to activities of extended
duration (undefined end date). Can include a
wide variety of documents gathered to define or
manage the project. Includes feasibility studies.
Projects that become programs or an asset
after close of project will take on the retention of
the program or asset, I.E. Public Art
Review for
historical value.
For
Development
Projects - see
also "Land Use"
2 AC+5 AC+6 MAXACT GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Property
Documents
Records documenting ownership of property,
includes Title Reports, Title Policies, deeds, etc.
Vital See also "Real
Property"
City Clerk 2 PERM PERM MAXACT GC34090
Public information informational materials related to City activities
and special events. AKA: Special events such
as sports, summer camps, educational
materials, flyers and press releases.
Originating
Department
2 ACT+2 ACT+2 MAXACT GC34090
Public Records Act
Requests
Requests & responses to Public Records Act
request for City records, including all back-up
documentation.
AKA PRA requests, Freedom of information Act,
FOIA,
Originating
Department
CY+2 CY+2 CY+2 GC34090
Publications Records produced while preparing official City
publications and finished product. Working
papers include the release to use artwork and
must be retained to document the right to use
the material.
AKA Palm Springs Quarterly Magazine, Palm
Springs Annual Report.
Review final
publication for
historical value.
Originating
Department
5 5 5 MAX1 Per GC50110, 3 copies of each
publication are to be submitted to
State Archives for retention.
GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Purchase Orders Records of purchasing including approved bids
or quotes.
See also
Accounts
Payable
Procuremen
t
ACT+10 ACT ACT+6 MAXACT CA - CCP 315 - (LA10Y)
CA - CCP 337 - (4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 -
(CY+4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 49 CFR 107.504 - (CL+2Y)
Purchasing
Administration
Records requesting the purchase of goods or
services.
AKA Requisitions, Stores Requisitions,
Purchase Order Change Requests.
Procuremen
t
0 3 3 MAX1 NONE - No Legal Requirement
Real Property:
Acquisitions /
Divestitures /
Annexations
Records related to the acquisition of or
divestiture of City real property. Supporting
documents regarding the sale, purchase,
exchange, lease or rental of property by City.
May include records of acquisitions,
annexations, divestiture and reorganizations
including workpapers and due diligence. Also
includes tax records of acquisitions, divestiture
and reorganizations including workpapers,
parking validation receipts, and due diligence.
Vital See also
"Property
Administrative
Files" or
"Capital Assets"
series
Originating
Department
PERM PERM PERM MAXACT CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Recorded Media Recorded media, including negatives, DVD's,
CD's, blogs, instant messaging, microform,
webpages, optical images, electronic records,
meeting recordings, slide presentations &
speeches, audiovisual and any current or future
media formats.
See also
"Photographs"
Record Series
Review for
Historical Value
Originating
Department
0 ACT+2 ACT+2 MAXACT Final Retention Requirement to
be determined by retention period
based on the content or subject
of the information
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Recorded Media:
Historical
Original or best available copies of recorded
media, including negatives & digital files that
depict significant events in the City's
development or document an historical event.
May consist of items recovered from other
records series that have reached their
maximum retention period.
AKA Displays, Aerial Photographs, exhibits, City
Infrastructure/project proposals (accepted
and/or rejected).
Historical City Clerk 0 PERM PERM MAXACT None - No specific Reference -
Retention based on subject
matter or content
Records
Management
Activities
Records related to Records Management
activities, including procedures, application of
the records retention schedule, and certificates
of destruction. Includes Records Management
database(s) which includes all history, up to and
including final disposition. AKA: Accession
Files, Requests for Records Series Review,
Records Destruction Notices, Records Transfer
Lists.
Note: Records Retention Schedule is NOT in
this group.
See also
"Programs" or
"Plans, Policies/
Procedures"
City Clerk 2 PERM PERM MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Reference Material Documents published by outside organizations,
used for reference, study and research. Usually
library-type (published) documents (i.e., books,
technical journals, periodicals) or reference
materials kept only until superseded by the next
edition. From external sources. Also includes
handouts, handbooks, flyers, announcements,
detail and summaries of other documents, FBI
Wanted Posters, TIP Bulletins, Security Guard
Agencies, Intelligence Operations Bulletins.
Applies to City internal use, not Public Library
Collection.
Cross
reference:
Code Books
Originating
Department
0 SUP SUP MAXACT NONE - No Legal Requirement
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Reports: Financial Records relating to financial, fiscal and monthly
reports. May include worksheets,
spreadsheets, analysis and report of financial or
investment results.
AKA Deferred Compensation Reports,
Statistical Reports, Labor Distribution Report,
Fiscal Agent, Fiscal information Financial
System Reports - Prior System, Check/Warrant
Registers, Monthly Health Plan Claims Reports,
Capital Outlay/Non-Capitalized Inventory,
Summary Capital Outlay/Non-Capitalized
Inventory, Cash Disbursement Registers, Cash
Receipts Register, Monthly Cash Receipts
Register, Check Registers: Bi-Monthly Approved
Registers, Cost Sharing Transfer Journals,
Department Expenditure Summary,
Departmental Expenditure Statement,
Department/Program Expenditure Summary,
Department/Program Revenue Summary,
Department Revenue Summary, Fund
Expenditure By Department,
Department/Program Expenditure Summary,
Fund Expenditure Summary, Fixed Assets
Reports, General Administrative Costs Report,
Cash R/D Summary, Programmatic Cost
Transfers Report, Summary of Programmatic
Costs Transfers, Fund Revenue Summary,
revenue - Expenditure Analysis, Subaccount
Expenditure Detail, Summary of Subaccount
Expenditures, Vendor Lists, Voucher Paid
Registers, Prepayment Registers, Outstanding
Purchase Orders, 1099 Reports by Vendor
Name, Aging Reports, Deferred Compensation
Does not
include
Comprehensive
Annual
Financial
Report, see
"Reports:
Financial,
Historical"
Financial
Services
6 7 7 MAX1 26 CFR 1.6001-1/08
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Reports: Finance,
Historical
City maintains the following reports as
permanent for historical research purposes:
Comprehensive Annual Financial Report,
Expenditure Ledger Detail & Summary,
Revenue Reports - Detail & Summary, Vendor
Registers, Annual Reports to State Comptroller.
Historical Financial
Services
6 PERM PERM MAX1 GC34090.5
26 CFR 1.6001-1/08
Reports: General Records generated internally and periodically,
relating to the status or progress of routine
activities. May reflect daily activities, ad hoc
reports created for one-time use in response to
a specific query or project.
AKA Monthly Reports, activity reports
Originating
Department
0 CU + 5Y CU + 5Y MAX1 No Regulatory Requirement.
Operational 3 - 5 Years
Reports: Technical Technical or management reports based on
studies or research commissioned or performed
by the City, the completed report or study. May
include backup material required to justify the
findings, recommendations, or actions.
AKA Statistics, Statistics - Daily, Statistics,
Crime Analysis, Clean Water Annual
information, Staff or equipment Turnovers,
Conductivity, Sewer Devices, Waste
Management, Storm Water Records, Solid
Waste Turnover, Water Regulations, Sludge
Reports, NDPS Reports, Conductivity Profile,
Inspection Reports, Studies of Sand, Air
Pollution Control District; Traffic Counts,
Monthly Traffic, Traffic Statistics.
Review for
Historical Value
Originating
Department
2 SUP+5 SUP+5 MAXACT GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Safety Internal records related to the prevention,
investigation and handling of accidents,
including safety inspections, safety
investigations, investigation of employee-
involved vehicle accidents.
AKA Facility Reviews, Accident Records,
Accident & Safety Records, Ergonomic issues,
Accident Review Board files, Compliance
Inspections, Accident Review, Employee Safety
Training
Review for
Confidential
Content See
also "Workers
Compensation"
Originating
Department
2 6 6 MAX1 GC34090
Sales Tax License License to collect sales tax. Issued by the State
to Redevelopment, airport facility, and District
Financial
Services
ACT+5 ACT ACT+5 MAXACT 26 CFR 301.6532-2 (LA5)
Section 8 Housing:
General
Applies to all financial and programmatic
records, supporting documents, statistical
records, and other records of grantees or
subgrantees.
Includes/AKA: Drops, Accounting specifically
related to Section 8, Intake, Participant Files,
Port Outs, Drops/Recertifications, Tenant Files,
Family Self Sufficiency Files, Housing
Assistance Program/Payment Lists, Housing
Assistance Payment Program/Section 8 Files.
Confidential Neighborhoo
d Services
ACT+3 ACT+3 ACT+3 MAX1 CA - CCP 337.15 - (LA10Y)
Section 8 Housing:
Litigated
Where any litigation, claim, negotiation, audit or
other action involving the records has been
started before the expiration of the "Section 8
Housing: General" retention period, Includes
Section 8 cases involving PHA termination or
debt to the City.
Confidential &
Vital
See also
"Litigation/
Claims/
Grievances"
Neighborhoo
d Services
ACT+3 ACT+10 ACT+10 MAXACT CA - GOV 34090 - (2Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Security & Security
Plans
Records related to the protection of property
and information from unauthorized activities.
Includes courier authorizations, employee
clearance lists, security disturbances.
Records documenting the procedures pertaining
to security of employees, equipment, buildings,
and information.
May contain
confidential
information
See also "Plans
/ Policies /
Procedures,
Internal"
Originating
Department
0 3 3 MAX1 US - 24 CFR 84.53 - (LA3Y)
Security
Recordings
Security/surveillance routine video recordings.
"Routine video monitoring" means videotaping
by a video or electronic imaging system
designed to record the regular and ongoing
operations of the departments, including mobile
in-car video systems,
jail observation and monitoring systems, and
building security taping systems.
Originating
Department
1 1 1 MAXACT US - 24 CFR 85.42(b) - (LA3Y)
Subject Files Records related to topics and issues filed by the
subject of the records. May include studies,
reports and other results of research activities.
They could change to Project files if ongoing.
AKA A-Z files, General Correspondence files,
General Subject files Issues and Complaint,
Administrative Subject Files, Administrative
Subject Files.
Does not
include
Contracts &
Agreements.
Originating
Department
AC+2 AC+6 AC+6 MAX1 US - 24 CFR 511.15 - (3Y)
Surveys Engineering and Traffic Surveys per CA Vehicle
Code, Radar Surveys, and other surveys to
benchmark existing conditions.
Originating
Department
SUP+2 0 SUP+2 US - 24 CFR 511.73 - (LA3Y)
Storm Damage
Files
Files documenting storm damages and backup
material submitted to outside agencies for
reimbursement.
Review for
historical value
See also
"Historical"
series
Originating
Department
AUD+2 AUD+6 AUD+6 MAX1 US - 24 CFR 570.490 - (LA3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
Record Series
Name Description Status Notes Department
Regulatory
Retention
City
Retention
Total
Retention
Duplicate
Copies Citations (See Sheet 3)
Subpoenas Written legal order directing a person to appear
in court or to produce documents or material.
City
Attorney/
City Clerk
CY+2 CY+2 CY+2 MAX1 US - 24 CFR 570.502(a)(16) -
(LA4Y)
Tax: General Tax Records and Administration and
information not covered elsewhere.
Financial
Services
6 7 7 MAX1 US - 24 CFR 582.301 - (LA5Y)
Tax: Sales & Use Sales and use tax returns and workpapers.Financial
Services
2 7 7 MAX3 CA - GOV 34090 - (2Y)
Treasurer's Report Quarterly and Annual reports to the City Council
outlining the City's financial investments
Historic City
Treasurer
2 PERM PERM MAXACT CA - GOV 34090 - (2Y)
Waiver Release Forms from and Beaches,
Recreation, Library donor release forms,
Liability Release Forms, and other areas that
require use, damage or injury waiver release
forms
Originating
Department
2 ACT+3 ACT+3 MAXACT GC34090
Workers
Compensation
Records documenting occupational injuries and
claims involving workers compensation.
AKA Workers comp / safety files, closed;
Workers comp - safety - current; workers comp
/ safety files - current activity, worker's
compensation records, worker's compensation
reports
Confidential Human
Resources
30 PERM PERM MAX1 CA - CalOSHA
CA - CCP 338.1 - (LA5Y)
CA - 8 CCR 3204d - (CL+30Y)
CA - 17 CCR 30293(1) - (3Y)
CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
US - 29 CFR 1910.1020 -
(CL+30Y)
US - 29 CFR 1910.1025 -
(CL+20Y)
US - 29 CFR 1910.1050 -
(CL+30Y)
US - 40 CFR 268.7 - (3Y)
US - 40 CFR 270 - (3Y)
US - 49 CFR 172.201 - (3Y)
US - 49 CFR 177.817 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve
LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination
DESTRUCTION PROCESS
Destruction Overview
I. Records which are due for destruction review are identified within Laserfiche,
BluePrince, Application Extender, the N-Drive, SharePoint, Outlook, Tyler
Munis, third party-contractors and offsite storage vendors. Any boxes in
Circulation are called back. A Records Disposition Workflow is created in
Laserfiche which incorporates non-Laserfiche repositories for the records that
are eligible for destruction.
NOTE: The initial destruction review event in 2024 will be divided into sub-
events by record series, such as Administration, Contracts, Employee Files,
etc.. This is due to an extended hiatus on destruction activities for most
departments over the last decade.
II. For each event, a Destruction Notification memo is created by the City Clerk’s
office. The Destruction Notification is addressed to the Records Liaison for
that department. The Notification instructs the Records Liaison to respond by a
specific due date. The response is the department's decision as to whether each
record in the Notification is to be destroyed or retained. If it is to be retained, a
reason must be provided.
III. The responses to the Destruction Notifications are received by the City Clerk’s
office via email, or if the department is using it, Laserfiche. The City Clerk’s
office tracks the responses. The City Clerk’s office assembles the Destruction
Notifications and responses in a searchable .pdf format. When the response due
date has passed, the City Clerk compiles a list for the City Legal Counsel to
review. The City Legal Counsel reviews requests to retain longer than the
retention period and may recommend a litigation hold on those and other
records to protect the City’s interests.
IV. Once the City Legal Counsel returns the notated Destruction Notification to the
City Clerk, the City Clerk drafts a Staff Report and a Resolution for the City
Council.
V. The City Council meets. The City Council may override a department’s retain
response if the reason for the Hold is not for legal purposes.
VI. The City Council minutes are received by City Clerk.
The City Clerk will do the following:
1) Note in Laserfiche any records which the City Council has decided to
retain. The Manager will tag the physical records with a Hold Info
temporary label and assign a future review date.
2) Edits as needed to the Laserfiche data regarding a specific carton.
3) The records approved for destruction are flagged in Laserfiche as
approved.
VII. The City Clerk compiles the Destruction Authorization Report which shall
comprise only those records which were approved for destruction.
VIII. The City Clerk sends the approved Destruction Authorization report to offsite
storage vendors, referencing cartons of records that may now be destroyed.
IX The City Clerk sends the approved Destruction Authorization report to third-
party contractors who manage City services on behalf of the City to remove
records from those systems.
X. The City Clerk works with the Information Technology Department to delete
those records on each Destruction Authorization Report from: SharePoint, the
N-Drive, Application Extender, BluePrince, C-Drives, Tyler Munis and other
repositories that may be used by the departments.
XI. The City Clerk schedules a “shred day” with the departments with paper
records which are eligible for destruction with a vendor who will recycle the
shredded paper to support the City’s sustainability policy.
VIII. The approved destruction authorization report is returned to the City Clerk for
processing. City Clerk completes the destruction process by noting the records
as destroyed in Laserfiche. A pick list is then generated and the boxes are
pulled off the shelves and/or the call back notices are re-sent. Any records not
received back are noted. A list is generated of all records ready for destruction
and picked up by the destruction vendor. The boxes and their contents will be
cross-shredded and then recycled. The list of boxes destroyed will be attached
to the vendor invoice to complete the destruction cycle.
IX. City Clerk informs clients of which records have been held and/ or destroyed
and which have not been received back from end users.
X. Certificates of Destruction are kept for a retention period of “Life of the Legal
Entity”.
XI. Call back notices for boxes on the destruction list will be sent every 30 days
until the boxes are received back at City Clerk and destroyed.