24-1459RESOLUTION NO. 24-1459
A RESOLUTION OF CITY COUNCIL OF THE CITY OF MENIFEE AMENDING
THE EXISTING RECORDS RETENTION SCHEDULE TO INCORPORATE THE
MENIFEE POLICE DEPARTMENT AND AUTHORIZING THE DESTRUCTION OF
CERTAIN CITY RECORDS IN ACCORDANCE WITH THE PROVISIONS OF THE
RECORD RETENTION SCHEDULE
WHEREAS, the maintenance of numerous records is unnecessary after a certain period of
time for the effective and efficient operation of the government of the City of Menifee; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a
procedure whereby any City record which has served its purpose and is no longer required to be
maintained by law may be destroyed; and
WHEREAS, in addition to Government Code Section 34090, various other state and federal
laws provide for retention periods for certain government records; and
WHEREAS, the City Council adopted Resolution No. 14-360 on April 2, 2014, adopting
the City's first Records Retention Schedule; and
WHEREAS, the City Council adopted Resolution No. 19-783 on May 1, 2019, updating the
City's Records Retention Schedule; and
WHEREAS, the City Council of the City of Menifee established the Menifee Police
Department in July of 2020; and
WHEREAS, there is a need to update and amend the adopted records retention schedule
to incorporate the Menifee Police Department.
NOW, THEREFORE, the City Council of the City of Menifee does hereby resolve,
determine and order as follows:
Section 1. The Records Retention Schedule, attached hereto as Exhibit "A," is hereby adopted as
the records retention schedule for the City of Menifee. The records of the City of Menifee
shall be retained as set forth in the Records Retention Schedule.
Section 2. Unless otherwise provided by law, the records of the City of Menifee may be
destroyed as provided by Section 34090 of the Government Code of the State of
California in accordance with the provisions of the Records Retention Schedule upon
the request of the Department Head of the Department having control over the
record, and with the written consent of the City Attorney and City Clerk, without
further action by the City Council of the City of Menifee.
Section 3. Updates and amendments to the Records Retention Schedule are hereby
authorized to be made with the consent of the City Manager, City Attorney and City
Clerk, without further action by the City Council of the City of Menifee.
Section 4. The term "records" as defined in Government Code section 6252(e), and used
herein shall include, without limitation, documents, instructions, books, microforms,
electronic files, magnetic tape, optical media, or papers.
Section 5. The City Clerk Shall certify as to the adoption of this resolution.
Section 6. The Resolution shall be deemed effective upon adoption.
Records Retention Schedule and Authorizing of Destruction
PASSED, APPROVED AND ADOPTED this 17th day of July, 2024.
Bill Zimme m ayor
Attes
',8fepWnie Roseen, Acting City Clerk
Approved as to form:
J ey T. etching, Cr!ornIy
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0001
1010
Administration
Correspondence
Correspondence related to
CY+2Y
GC34090
city business.
0001
1020
Administration
Administrative Files
Working papers pertaining to
Includes memos, reference
CL+2Y
GC34090
and arising from the policies
reports, calendars, day planners,
and procedures of the
contact files, working files, back -
department; includes
up documents, copies of source
directors and other staff
documents, charts, outlines and
members' files.
chron files, phone memo pads,
forwarded digital messages and
voice over internet (VOIP)
messages received in e-mail that
pertain to City business, Contract
Management files
0001
1030
Administration
Logs
A document listing activities,
Drivers Logs/Qualifications,
CL+2Y
GC34090d
items, individuals and noting
Master Record Audit Logs
the same information about
(MCT), Records - Attendance,
each entity. Includes
Sign -in Logs, Visitor Registration
journals, diaries, logbooks,
Logs, AccidenVlnjury Logs, EMS
detail, records (i.e , seismic)
Quality Management Review,
day books and rosters. Logs
Code Enforcement Logs, Badge
created by City or received
lists, Case Assessment Logs,
from outside agencies
Court Liaison Filing Logs,
reflecting use of City
Equipment Inventory Logs,
resources
Towed/Stored Vehicle Logs,
Chain of Custody records
Dispatch Logs, Court - Daily
Schedule, Daily accounting of
calls -far -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
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS=After Settled; E= Election; LOA= Life of Asset Page 1
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0001
1040
Administration
Social Media Content
City blogs, instant
Final Retention
messaging, web -pages,
Requirement is
Facebook, Twitter.
determined by
retention period
based on the content
or subject of the
information. Generally
the same retention as
correspondence.
Please refer to City
Clerk for guidance
0001
2010
Administration
Newspaper/
Copies of articles about the
CY+2Y
GC34090. May be
Magazine Clippings
City appearing in
kept longer for
newspapers or magazines
historical value.
related to important activities
Please refer to the
or milestones & copies of
City Clerk for direction
published articles describing
on historical value
City events
0001
2020
Administration
Photographs
Hard copy original, Digital or
Aerial photographs, digital
SU+2Y
GC34090 Maybe
best available copy or
photographs
kept longer for
negatives of events
historical value.
significant to the City.
Please refer to the
City Clerk for direction
on historical value
0001
2030
Administration
Publications
Records produced while
Menifee Annual Report, Menifee
SU+2Y
GC34090
preparing official City
Matters
publications and finished
product Working papers
include the release to use
artwork and must be retained
to document the right to use
the material
0001
2040
Administration
Awards/ Donations
Awards and Donations to
PERM
and from the Citv
0001 1
2050
Biographies I
PERM
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 2
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0001
2060
Public
CU+2Y
Ceremonies and
Events
0001
3010
Administration
Reports: General
Records generated internally
Monthly Reports, Activity
CL+2Y
GC34090
and periodically, relating to
Reports
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.
0001
3020
Administration
Reports: Technical
Technical or management
Statistics, Statistics - Daily,
SU+2Y
GC34090
reports based on studies or
Statistics, Crime Analysis, Clean
research commissioned or
Water Annual Information, Staff
performed by the City, the
or equipment Turnovers,
completed report or study.
Conductivity, Sewer Devices,
May include backup material
Waste Management, Storm
required to justify the
Water Records, Solid Waste
findings, recommendations,
Turnover, Water Regulations,
or actions.
Sludge Reports, NDPS Reports,
Conductivity Profile, Inspection
Reports, Studies of Sand, Air
Pollution Control District, Traffic
Counts, Monthly Traffic, Traffic
Statistics
0001
3030
Administration
Research Files
Records related to topics
Subject Files, Project Files, A-Z
CL+2Y
GC34090
and issues filed by the
files, General Correspondence
subject of the records May
files, General Subject files Issues
include studies, reports and
and Complaint, Administrative
other results of research
Subject Files - CDC,
activities.
Administrative Subject Files.
They could change to Project
files if ongoing
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 3
City of Menifee
Records Retention Policv
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0001
4010
Administration
Personnel Files
Records maintained by the
Department Personnel Files,
CL+2Y
GC34090
department. May include
Employee Salary Files, Field
some of the documents also
Training Files, Instructor Files
in the main Personnel file,
(Public Works, Recreation),
but also contains updates
Junior Lifeguard forms.
and other documents not
Personnel Confidential Meeting
sent to Human Resources.
Notes/Minutes. and PAF's
(Personnel Action Forms.)
Instructor Files
0001
4020
Administration
Department Goals &
Records related to goals and
CL+2Y
GC34090
Objectives
objectives set by the
department director
0001
4030
Administration
Conference &
Records and materials
CY+2Y
GC34090
Meetings
related to internal conference
and meetings.
0001
5010
Administration
Plans/Policies/Proced
Includes directives, disaster
Standard Operating Procedures
SU+SY
GC34090(d)
ures: Internal Policies
recovery plans, emergency
(SDP's). Retention Schedules,
& Procedures,
action plans, policy
Administrative Directives,
Departmental
statements, procedure
Administrative Manuals, Disaster
manuals, and table of
Plans, Affirmative Action Plans,
organization, Council
Employee Manuals, Performance
Policies
Standards, Procedures Manuals,
Policy Manuals, General Orders,
Rules & Regulations
0001
5020
Administration
Budget Operating
Records or materials related
SU+2Y
GC34090
to the department's annual
operating budget
0001
6010
Administration
Employee Activities &
Records and supporting
Brochures, flyer,
CU+2Y
GC34090
Events
materials related to
correspondence, etc
employee activities and
events
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 4
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0001
7010
Administration
Programs
Documents describing an
Affirmative Action Program,
CL+3Y
GC34090; 24
organized set of activities
Adelante Program, Affordable
CFR570 502(b)(3); 24
directed toward a common
Housing Program, Literacy
CFR85.42 &OMB Cir
purpose or goal that an
Program, Senior Activities,
Al 10, #C
agency undertakes or
DARE Program, Storm Water
proposes to carry out its
Program, Summer Youth
responsibilities. A
Program, Sister Cities Program,
mechanism for conveniently
C.A.R.E. (Citizen Assisted Radar
and uniformly identifying and
Enforcement), Clean Water
organizing the City's
Program, Records Management
activities and services.
Program, Document Imaging
Program, Safety Programs,
Educational Programs for
employees.
0001
8010
Administration
Permits: Transitory
Permits and permitted
Business application,
CL+2Y
GC34090;
actions of limited duration.
background check information,
GC9112(a)
Sign Permits, Alternate Sign
Permit Files, Special Events
Permits
0001
9010
Administration
Complaints: Citizen,
Records related to
Traffic Complaints, Committee
CL+2Y
24 CFR 850.77. 48
Constituents, Public,
communications and
complaints
CFR 4 703
Residents
contacts with constituents,
including complaints and
comments. Includes action
taken to resolve complaints
and response to comments.
0002
1010
Human
Employees Lists
Lists of employees created
SU+2Y
GC34090
Resources
showing shift assignments,
work assignments, standby
lists
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 5
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0002
1020
Human
Labor Relations
Records related to relations
Labor Memorandum of
PERM
29 USC 436 29 USC
Resources
between the City, labor
Understanding (MOU),
Sections 211(c),
unions and employees,
Negotiation
203(m), 207(g)
including arbitration files,
Collective Bargaining
Agreements & labor union
meetings.
0002
1030
Human
Employee Handbook
General employee
SU+2Y
GC34090
Resources
information.
0002
1040
Human
Employee
T+2Y
GC34090
Resources
Identifications
0002
1050
Human
Organization Charts
SU+2Y
GC34090
Resources
0002
1060
Human
Classification
Records and materials
Classification Specifications,
PERM
GC34090, PERM for
Resources
Specifications
related to or supporting
Classification Studies, reports,
Historic value
Classification Specifications
lists, research, etc
0002
2010
Human
Security & Security
Records related to the
CL+2Y
GC34090
Resources
Plans
protection of properly and
information from
unauthorised actMties
Includes courier
authorizations, employee
clearance lists, security
disturbances.
Records documenting the
procedures pertaining to
security of visitors,
employees, equipment,
buildings, and information
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 6
City of Menifee
Records Retention Policv
Department
Code
Record #
Office of
Record/
Department
Record Series Name
Description
Examples
Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002
3010
Human
Actuarial Reports
Reports projecting life
Authorization to Pay (ATP),
AU+7Y
29 u: -K 162% 3;
Resources
expectancy, future benefits
Refunds, Reimbursements,
GC34090
and other information
Accounts Payable Checks -
needed to calculate
General Fund CDC, Accounts
contributions and provisions
Payable Checks w/Backup,
of benefit programs
Rental Rehab. Program Grants,
Payment Records, Cash
Disbursement Registers, Budget
Journal Vouchers - CDC, 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.
0002
3020
Human
Employee Benefits
Records relating to benefits,
By
29 USC 1113
Resources
General
benefit plans, plan selection
and plan administration for
each unit
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 7
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0002
3030
Human
Employee Benefits
Records relating to employee
Explanation of Benefits (EOBs),
PERM
GC6250 etseq; OMB
Resources
Provided
benefits, including
EEO Forms & salary
A-12929
government reporting,
administration, benefits provided,
CFR1602.30; 32; Lab
benefit reports, incentive
absence records, claims,
Rel Sec 1174* May
plans, medical Insurance,
educational assistance financing,
include dental,
deferred comp plans,
employee relocation, group
disability, education,
Records describing
insurance and health insurance
health, life and vision
insurance plans available to
claims, Disability/Workers
including dependent
employees.
Compensation, Compensation.
care and Employee
Disability plans, education
Assistance *29 CFR
assistance plans, employee
1637.3; 29 USC 1027,
relocation benefits, group
29 CFR 1627.3: 29
insurance plans, incentive plans,
USC 1113; GC34090
medical insurance plans, pension
plans, profit sharing plans,
retirement plans, sick leave
benefits, life insurance
0002
3040
Human
Council
Records or materials related
PERM
GC34090
Resources
Compensation Plans
to council compensation
plans
0002
3050
Human
Benefit Plan
Files and records related to
Applications, forms, supporting
CL+4Y
GC34090; OMB A -
Resources
Enrollment, Denied
denied or rejected benefit
materials.
128
plan enrollment
0002
3060
Human
Medical Leave
Records and materials
Applications, forms, supporting
CL+30Y
FMLA 1993 US
Resources
related to the employee's
materials. May include Family
OSHA; 29 CFR;
medical leave
leave, certifications, tests, W-4s
1910.20; 29 CFR
1602 30 32; 49 CFR
193-9
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 8
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0002
401U
Human
Job Announcements
Records documenting
Recruitment Applications,
CL+3Y
CA: LC 1197.5
Resources
Recruitment
notices of job openings
resumes, alternate lists/logs,
GC12946, GC6250 et
communicated in the media
indices; ethnicity disclosures,
seq; 29 CFR 1602 et
or other methods. Records
examination materials;
sect 29 CFR 1607;
related to hiring employees.
examination answer sheets, job
29CFR 1627.3
Includes rejected
bulletins; eligibility, electronic
applications, job
database. Testing, Exams,
announcements and records
Personnel Exams.
documenting hiring for
temporary employees
Note: Applications for hired
employees go into the
Personnel File and are not
part of this group
0002
4020
Human
Job Descriptions
Job descriptions, lob
PERM
GC34090
Resources
positions & inactive job
positions
0002
5010
Human
Personnel Files
Records documenting
Includes temporary employees
T+30Y
GC34090;CAC 22-
Resources
detailed personnel actions
records, education records,
1085-2
for employees
employee evaluations,
Records documenting hiring
terminated employees Public
activities for employees that
Employees Retirement Systems
were ultimately hired. Also
(PERS) reports, contracted
includes records related to
instructors, employee
human resources activities
evaluations and records related
not covered in more specific
to decisions to transfer
categories as well as
employees.
Volunteer Files.
0002
0020
Human
Drug & Alcohol
DOJ, Working files Negative
CY+2y
49 CFR 382.401
Resources
Testina: Negative
Druo & Alcohol results.
GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 9
City of Menifee
Records Retention Policv
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0002
5030
Human
Drug 8 Alcohol
DOJ, Working files Positive
CY+5Y
49 CFR 362 401,
Resources
Testing: Positive
Drug & Alcohol results.
GC34090
0002
5040
Human
Personnel
Records related to
Layoff, promotion and retirement
SU+3Y
29 CFR 405 9
Resources
Administration
employment actions
records, salary administration,
involving groups of
bonus determinations, cost of
employees
living surveys, pay scales, salary
surveys and personnel transfers.
0002
6010
Human
Employee:
Records documenting
PERM
29 CFR 1910 1001 29
Resources
Hazardous Exposure
general exposure of
USC 1113 GC6250 et
employees to hazardous
seq; OMB A-129 29
substances, including
CFR 1602.30; 32, Lab
employee exposure records,
Rel Sec 1174' May
Material Safety Data Sheets
include dental,
(MSDS) and radiation
disability, education,
exposure records,
health, life and vision
including dependent
care and Employee
Assistance
*29 CFR 1637.3; 29
USC 1027,29 CFR
1627 3; 29 USC 1113
GC34090
0002
6020
Human
Employees:
Records related to employee
CL+3Y
GC34090
Resources
Health/SafetV
health and safe
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 10
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0002
7010
Human
Employee Training
Records related to training
Training Materials, AB 1234
CL+2Y
GC34090
Resources
employees; records
Certificate, Lifeguard
containing materials used to
Responsibility, Dive Training,
train employees; records
Training Records, Sexual
related to the development
Harassment Prevention training,
and operation of City-
Orientation training. Does not
sponsored training programs
include Employee Safety
and seminars. Includes
Training.
course listings, employee
Please note this code only
certification & training
refers to certifications that
materials, May include
need to be retaken and/or
material from both internal
certifications with expiration
and external sources
dates.
0002
7020
Human
Education & Training
Records and files related to
Conference & Seminars,
2Y+AT
OC34090
Resources
Conference & Seminars,
Educational Programs,
Educational Programs,
Education Reimbursements,
Education Reimbursements,
Training Programs Any
Training Programs
conference, program, or training
materials that do not have
expiration dates or require and
employee to retake the course or
program
0002
7030
Human
Intern Programs
Records and materials
Applications, forms, supporting
2Y+AT
GC34090
Resources
related to Intern Programs
materials.
orovided by the Citv
0002
7040
Human
Special Employment
Records and materials
Applications, forms, supporting
5Y+AT
GC34090
Resources
Programs
related to Special
materials
Employment Programs
provided by the City
0002
8010
Human
Workers
Records documenting
Workers comp / safety files,
PERM
GC6410; 29 CPR
Resources
Compensation
occupational injuries and
closed, Workers comp - safety -
191020
claims involving workers
current; workers comp / safety
compensation.
files - current activity, worker's
compensation records, worker's
compensation reports.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 11
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0002
8020
Human
Accidents and
Internal records related to
Facility Reviews, Accident
SU+2Y
GC34090
Resources
Accident Prevention
the prevention, investigation
Records, Accident & Safety
and handling of accidents,
Records, Ergonomic issues,
including safety inspections,
Accident Review Board files,
safety investigations,
Compliance Inspections,
investigation of employee-
Accident Review, Employee
involved vehicle accidents.
Safety Training, Event Waivers.
0002
8030
Human
Personnel
Records and supporting
AS+30Y
GC34090
Resources
Investigations
materials related to the
employee's personnel
investigation
0002
8040
Human
Grievances
Grievance files
CL+5Y
GC34090
Resources
0004
1020
Information
Security Recordings:
Security/surveillance routine
CY+2Y
Technologies
General
video recordings. 'Routine
GC34090 7
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
and building security taping
systems.
0004
1030
Information
Computer Software &
Documentation of computer
CL+2Y
GC34090
Technologies
Licensing
software developed or used
including software licenses,
maintenance, software back-
up copies. These are City
assets The right to use a
piece of software is subject
to outside audit
0004
1040
Information
Network Information
Configuration maps and
CY+4Y
GC34090; CCP
Technologies
Systems (LANM/AN1
plans
I
3372; 343
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination:
AS= After Settled; E= Election; LOA= Life of Asset Page 12
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0004
1050
Information
Program Files and
Annual backup,
CY+2Y
GC34090;
Technologies
Directories
Daily backup,
GC34090.7
Monthly backup,
Weekly backup
0005
1020
Economic
Associations
Records related to
CL+2Y
GC34090
Development
membership or in the
activities of professional or
industry associations of
which the City is a member
or has a business interest.
0005
1030
Economic
Industry Relations
Records related to
CL+2Y
GC34090 7
Development
associations and other
cooperative efforts with non-
governmental organizations.
0005
1040
Economic
Marketing/
Records related to
CL+2Y
GC34090
Development
Advertising/ Publicity
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
0006
1010
City Clerk
Copyrights/Trade-
Records of rights conveyed
City Flag, City Seal, City
PERM
PERM For historic
marks/Patents
by government related to
Software Projects involving
value
copyrights, trade -marks and
source code or proprietary
patents
applications.
0006
1020
City Clerk
Articles of
Original Articles of
PERM
GC 34458-60
Incorporation
Incorporation
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 13
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record(
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0006
1030
City Clerk
Historical: General
Various items of historical
Special Events (Final
PERM
Please refer to City
value, including mementos
Information), Mementos, gifts to
Clerk for approval of
from Sister Cities, City
Council, Advisory Croup
historic items or
scrapbooks
Handbook. May Include
records
journals, diaries, logbooks, detail
records (i a, seismic) day books
and rosters documenting a
significant event in the City or
impact on City assetstpersonnel
Those logs determined to have
historic value such as
documenting a significant event
Pictures and headshots since
incorporation
0006
1040
City Clerk
Historic Preservation
Historic structures &
SU+2Y
GC34090d
Inventory
landmarks
0006
2010
City Clerk
Assessment Districts
Original documentation for
LandscapinglLighting districts,
PERM
California Constitution
assessment district
Community Facilities Districts
Article XIII
formation, including
summary of the ballots
received
0006
2020
City Clerk
Assessment Ballots
Ballots and supporting
PERM
GC34090
Filed with
materials
resolutions.
0006
2030
City Clerk
Election: Certification
Certificates of election -
PERM
GC34090a
of Election
original reports and
statements
0006
2040
City Clerk
Election: Nomination
Nomination papers required
TERM+4Y
EC17100
Papers
for submission by
Candidates for Office
coos
2050
City Clerk
Elections:
Proof of publication or
E+2Y
GC34090
Notifications /
posting, certification and
Publications
listing of notice and posting;
copy of newspaper notice
and certification of offices to
be voted for at forthcoming
election
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination:
AS=After Settled; E= Election; LOA= Life of Asset Page 14
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0006
2060
City Clerk
Election: Successful
Statements printed in the
PERM
GC81009(b)
Candidate
sample ballots retained
Statements
permanently -- historical
purposes
0006
2070
City Clerk
Election:
Statements printed in the
E+5Y
GC81009(b)
Unsuccessful
sample ballots.
Candidate
Statements
0006
2080
City Clerk
Oaths of Office
Elected Officials &
TERM+6Y
GC36507
employees, City Emergency
Response Team members
0006
3010
City Clerk
FPPC: Administrative
FPPC (Fair Political
CY+5Y
GC81009
Practices Commission)
administration, working
papers, correspondence.
0006
3020
City Clerk
FPPC: Campaign
FPPC (Fair Political
E+7Y
GC81009-
Filings - All Other
Practices Commission)
Committees
Filings
0006
3030
City Clerk
FPPC: Campaign
FPPC (Fair Political
Form 400 Series, Form 501
PERM
GC81009(b)
Copies Kept 4
Filings - Elected
Practices Commission)
Years
Filings Incl. candidate pack.
0006
3040
City Clerk
FPPC: Campaign
FPPC (Fair Political
E+5Y
GC81009(b)
Copies kept 4
Filings - Not Elected
Practices Commission)
Years
Filings. Includes candidate
packs
0006
3055
City Clerk
FPPC: Statement of
FPPC (Fair Political
Conflict of Interest Filings 700
CY+4Y
FPPC Guidelines
Economic Interests
Practices Commission)
Forms
Copies
Filings-
0006
3050
City Clerk
FPPC: Statement of
FPPC (Fair Political
Conflict of Interest Filings 700
CY+7Y
GC81009(e) FPPC
Economic Interest -
Practices Commission)
Forms
Guidelines
Elected and Not
Filings.
Elected
0006
3070
City Clerk
AB 1234
Public service Ethics
CL+5Y
GC53235
education proof of
participation certificate.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T=Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 15
City of Menifee
Records Retention Policv
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0006
4010
City Clerk
Appointment Lists
Lists related to the
PERM
GC3490
appointments of City Council,
Commissioners, and
Committee Members
0006
4020
City Clerk
Reorganization/
SU+2Y
GC3490
Rosters
0006
4030
City Clerk
Agenda Packets: City
Agenda Packets for City
Agendas, staff reports, public
PERM
GC34090
Council
Council
comments, meeting materials
0006
4035
City Clerk
Minutes: City Council
City Council:
PERM
GC-34090 Retention
Meeting minutes, recording
for minutes should be
the decisions made or
the same for City
actions taken during the
Council and
meeting
Committees
0006
4040
City Clerk
Agenda Packets:
Agenda Packets for
Agendas, staff reports, public
PERM
PERM For historic
Commission
Commission Meetings
comments, meeting materials
value
Meetings
0006
4045
City Clerk
Minutes: Commission
Commission:
PERM
PERM For historic
Meetings
Meeting minutes, recording
value
the decisions made or
actions taken during the
meeting
0006
4050
City Clerk
Agenda Packets:
Agenda Packets for
Agendas, staff reports, public
PERM
PERM For historic
Committee Meetings
Committee Meetings
comments. meeting materials.
value
0006
4055
City Clerk
Minutes: Committee
Committee:
PERM
PERM For historic
Meetings
Meeting minutes, recording
value
the decisions made or
actions taken during the
meeting
0006
4060
City Clerk
City Council &
PERM
GC3490
Committee Meeting
Videos
0006
4070
City Clerk
City Council &
PERM
GC3490
Committee Meeting
Audio
0006
4080
City Clerk
Affidavits of Posting
Affidavits of posting for City
CY+2Y
GC3490
Council, Committee, and
Public Hearing meetings
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 16
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0006
4090
City Clerk
Legal Notices
Affidavits of Publication,
CY+4Y
CCP 343,
Agenda Posting, Orders of
349 et seq.;
Adjournment, Public Hearing
GC 911 2;
Notices, Special meeting
GC 34090
notices, Cancellation notices.
0006
5010
City Clerk
Bonds, Insurance
Bonds and insurance policies
PERM
CCP 337 21343
insuring city property and
other assets.
0006
5020
City Clerk
Insurance Certificates
Records related to all
Certificates of Insurance, fidelity
PERM
GC34090
(Non- Contract)
insurance coverage affecting
bonds, insurance claims and
the City except Liability
surety bonds- Statement of self -
Insurance
insurance. Includes Certificates,
Records and Internal City self-
insurance documentation and
policies
0006
6010
City Clerk
Bids, Proposals,
Unsuccessful bids, proposals
CL+2Y
GC34090,
RFQ, RFP's: NOT
or RFP/RFQ responses,
CCP 337
Awarded
Reverse Auctions
0006
6020
City Clerk
Bids, Proposals,
Records relating to bids,
CL+6Y
GC34090 Successful
Refer to
RFQ, RFP's:
proposals, Requests for
RFPs shall be filed
corresponding
Awarded
Qualification (RFQ) and
and retained with the
Agreement
Request for Proposals (RFP)
executed
retention
and specifications Reverse
agreementloontract.
Auctions
The close date being
the date the
agreement/contract
was terminated
0006
6030
City Clerk
Professional Services
Agreements and contracts
CL+10Y
GC34090
Agreement
related to professional
services and consultants.
0006
6040
City Clerk
Joint Powers
Includes corresponding
PERM
GC34090
Agreements
insurance certificates.
0006
6050
City Clerk
Development
Includes corresponding
CL+10Y
GC34090
Agreements
I insurance certificates
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 17
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0006
6060
City Clerk
Capital Improvement
Includes corresponding
PERM
GC34090
Agreements
insurance certificates
0006
6070
City Clerk
Bond Agreements
Includes corresponding
PERM
GC34090
insurance certificates
0006
6080
City Clerk
Franchise
Includes corresponding
PERM
GC65664, 65869.5,
Agreements
insurance certificates
34090
0006
6090
Citv Clerk
Lease Agreements
CL+4Y
GC3490
0006
6095
City Clerk
Lien Agreements
Agreements related to tax
PERM
GC3490
liens.
0006
7010
City Clerk
Claims
CL+5Y
GC34090
0006
7020
City Clerk
Litigation
Records related to possible
Billing/Customer Records-
CL+5Y
26 CFR 301 6532-2
or pending litigation or other
Litigation, Litigation files
legal action and court case
files.
0006
7025
Litigation: Final
Records specifying final
CL+5Y
26 CFR 301 6532-2
City Clerk
Judgments
judgments, settlements or
CAC 10104
Settlements/Court
orders related to or resulting
Orders
from litigation
0006
703U
City Clerk
Legal Opinions
Records resulting from legal
PERM
45 CFR 164 316
questions that document the
specific legal advice
provided
0006
7040
City Clerk
Subpoenas
Written legal order directing
CY+2Y
GC34090
a person to appear in court
or to produce documents or
material
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 18
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0006
7510
City Clerk
Code Books
Outside agency Code books
PERM
GC34090
for building I development I
public safety adopted by
Council action.
National Electrical Code,
Uniform Building, Fire,
Mechanical, Plumbing &
Supplements
0006
7530
City Clerk
Appeals - Civil
Appeals of Planning
CY+3Y
CAC 10104 CCP
Commission Action and Calls
583.320(a)(
for Review, of Administrative
3); GC
Citations.
34090
0006
7520
City Clerk
Resolutions
Resolutions signed by City
PERM
GC34090
Council_
0006
7530
City Clerk
Ordinances
Ordinances signed by City
PERM
GC3490
Council
0006
8010
City Clerk
Public Records
Requests & responses to
PRA requests
CY+2Y
GC34090
Requests
Public Records Act request
for City records, including all
back-up documentation
0006
8020
City Clerk
Retention Schedule
Retention Schedule and
PERM
GC3490
polices
0006
8030
City Clerk
Records Destruction
Records Destruction lists,
PERM
GC3490
authorization. certificates.
0006
8040
City Clerk
Records Inventory
Records Inventory lists
SU+2Y
GC3490
0006
6050
City Clerk
Recordations
PERM
GC3490
Please see
Code
Enforcement
recordations for
recorded
documents
related to Code
Enforcement.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 19
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0006
9010
City Clerk
Real Property:
Records related to the
PERM
GC34090a
Acquisitions /
acquisition of or divestiture o
Divestitures /
City real property, Supporting
Annexations
documents regarding the
sale, purchase, exchange,
lease or rental of property by
City, including eminent
domain. May include records
of acquisitions, annexations,
divestiture and
reorganizations including
work papers and due
diligence
0006
.... _
City Clerk
Appraisals for Non-
CY+2Y
GC3490
Purchased Properties
0006
9030
City Clerk
Liens & Releases Not
Records related to liens that
CL+2Y
GC3490
Recorded
were not or are not recorded
0006
4075
City Clerk
Applications Elected
Applications for elected
PERM
PERM For historic
Officials
officials
value.
0006
4080
City Clerk
Applications for
Applications for
CL+2Y
GC34090
Unsuccessful or Non-
Unsuccessful or Non -Elected
Elected Officials
Officials
0007
1010
Finance
Customer Lists
Records of customers who
Business License list,
SU+2Y
GC34090
have purchased services
Community Services Events,
from the City
(confidential record series),
mailing lists, Parks & Recreation
waging lists.
Legend: CL=Close: CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 20
City of Menifee
Records Retention PollcV
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Recordl
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
1020
Finance
Financial Planning &
Records related to internal
Five Year Plan
CL+2Y
GC-34090
Forecasting
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
0007
1030
Finance
Applications
Records of applications and
Business Licenses and renewals,
CL+2Y
GC34090a
rights obtained from
Administrative Construction
government permitting
Permits, Licensing, Building
certain business activities
Applications & Permits, Industrial
Includes building permits,
Waste Discharge Permits
environmental permits and
(Issued by Water Resources
associated documents that
Board), Sales Tax Licenses
pertain to the permit
(Issued by State), Taxi Cab
Applications, Parking Permits,
Land Use Development
0007
1040
Finance
General Ledger
Summary Records of all
General Subsidiary Ledger
PERM
GC34090; CCP 337
accounts
0007
1050
Finance
Investments
Records related to investing
Monthly Investments, Treasury
PERM
GC34090:
including records relating to
Investments, BuylSell,
CCP 337;
bonds, futures/options,
Investment Broker Orders,
GC 53607
securities & records
Investment Transaction Records,
documenting other
Investment Safekeeping
investments including the
Statements, Treasurer's Reports
proof of ownership, purchase
Info, annual statements, and
investment results
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 21
City of Menifee
Records Retention Policy
Department
Code
Record #
Office of
Recordl
Department
Record series Name
Description
Examples
Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007
2010
F nance
Accounting
Working papers, accounting
AU+qY
GG34U9U
information, including trial
balances, Aging Reports,
Account Detail Reports, and
other records related to
accounting activities not
covered in more specific
categories
0007
2020
Finance
Accounts Payable
Records related to the
Includes cash disbursements,
AU+4y
26 CFR 35a.99995;
(A/P)
dccoununq for money due to
and invoices, vouchers, bad debt
CAC 1669; 26 CFR
creditors and vendors
write-offallowances, contract
31.6001-1
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. Incudes Blank
Checks.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 22
City of Menifee
Records Retention Pollcv
' Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
202b
Finance
Accounts Receivable
Records related to
Includes cash receipts, credit
AU+4Y
26 CFR 35a,9999-5;
(A/R)
accounting for money owed
advises, sales receipts, cash
CAC 1689; 26 CFR
to the organization including
packets/receipts, cash
31.6001-1
user fees and delinquent
reconciliations, Electronic Funds
payments_
Transfer Customer History Files,
Tie -Down Fees, Billing/Customer
Files, Cash Receipts Registers -
CDC, Treasurer's Receipts -
CDC, Treasurer Receipts
Adjustment Journals - CDC,
Treasurer's Receipts/Receipts
for Monies Received, 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:
Menifee/Other Agencies, Cash
Register Tapes, Receipt Books,
Daily Recap of Receipts with
TR's, Parking Lot Files: Revenue
Received, 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
0007
2030
Finance
Purchase Orders
Records of purchasing
AU+4Y
GC34090
including approved bids or
quotes
0007
2040
Finance
Pettv Cash Funds
AU+5Y
GC34090
0007
2050
Finance
Audit Preparation
CY+2Y
GC34090
Files
0007
2061
Finance
Bank Deposits
AU+5Y
GC34090; 26, CFR
16001-1
0007
2062
Finance
Bank Reconciliations
AU+5Y
GC34090; 26: CFR
16001-1
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 23
City of Menifee
Records Retention Pollcv
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
2063
Finance
Bank Statements
AU+5Y
GC34090 26, CFR
16001-1
0007
2064
Finance
Check Registers
AU+5Y
GC34090; 26; CFR
16001-1
0007
2065
Finance
Returned Checks
AU+5Y
GC34090, 26, CFR
16001-1
0007
2066
Finance
Stale Dated Checks
AU+5Y
GC34090: 26; CFR
16001-1
0007
2067
Finance
Stop Payments
AU+5Y
GC34090, 26; CFR
16001-1
0007
2066
Finance
Deposit Slips
AU+5Y
GC34090-.26: CFR
16001-1
0007
2069
Finance
Deposit Corrections
AU+5Y
GC34090, 26, CFR
16001-1
0007
2070
Finance
Wire Transfers
AU+5Y
GC34090
0007
2071
Finance
Employee Payroll
Files related to City
AU+5Y
GC34090; CCP 337
Employee Payroll
0007
2072
Finance
Payroll Invoices
AU+5Y
GC34090; CCP 337
0007
2073
Finance
W2s
20Y
0007
2060
Finance
Certifications,
Audit findings of compliance
AU+4Y
CCP563.320.3
Outside Agencies
0007
3010
Finance
Budgeting
Records related to budgeting
Fund files, Budget Preparation
CL+6Y
GC34090
activities, including
files, Departmental Budget
budgeting work papers
Expenditure Files, Budget
Does NOT include approved
Adjustment Files
budgets.
Legend: CL=Close: CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 24
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
3020
Finance
Budget adjustments,
Records related to
Check AdjustmentlCorrections
AU+2Y
GC34090
journal entries
summarizing charges to
Register, Travel Journals. Water
individual accounts including
Billing Registers, Daily
account ledgers, A/P ledger,
InpuUiransaction Journal,
AIR ledger, balance sheets,
Accounting Journals, Adjusting
cash journals, chart of
Journal Entries - CDC, Budget
accounts; journal entries,
Adjustment Journals - CDC,
and subsidiary ledgers
Check Correction Journals -
CDC, Standard Journals, CDC,
Travel Journals - CDC, Adjusting
Journal Entries, Budget Journal
Entries, Checks - Void Register,
File Maintenance Journal,
Standard Journal Entries,
Treasurers Receipts:
Adjustments/Corrections,
General Ledger Papers & Other
Work Documents, Journal
Vouchers for Investments
0007
3030
Finance
Budgets: Approved.
Final budgets adopted by
PERM
GC34090
Operating and CIP
Council Records projecting
income and authorizing
expenditures for the
legislative body
0007
4010
Finance
Appraisals for
PERM
GC3490
Purchased Properties
0007
4020
Finance
Assessment Rolls
Received from the County
Final Assessments
AU+4Y
GC34090;
once a year
CP583,320a;
CCP583.320.3-
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 25
City of tvlenifee
Records Retention Policy
Department
Code
Record a
Office of
Record/
Department
Record Sene; Name
Description
Examples
Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007
1030
Finance
Fixed Asset Property
Records related to the
Fixed Asset Files Fixed Asset
AU•4Y
26 CFR 1 167(Al• I
InventoryNaluaoon
accounting for the capital
Reports
GC34090 26
gain or loss related to the
CFR 301 65.
purchase and sale of non-
1(F)
real property Includes
capita' property, capital asset
records property
depreciation schedules
property material transfer
files properly detail records
property invenlory and
property sold records
describing the type model
and location of property and
the value for accounting
purposes
Legend: CL=Close. CY=Current Year; SU=Superseded. PERM=Permanent: Y- Year. AU= Audit: T= Term of Employment. AT= After Termination:
AS- After Settled. E- Election; LOA• Life of Asset
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
4040
Finance
Financing: Real
Includes external contracts
CL+6Y
26 CFR 1 167(A)
Property
with outside lending
institutions to borrow money
stating the terms and
conditions of the loan,
Letters of Credit, loan
applications 8 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
0007
4060
Finance
City Owned Property
PERM
GC34090
Inventory
0007
5U10
Finance
Accident Reports:
Reports and related records_
CL+7Y
29 CFR 1904 2; 29,
City Assets
CFR 1904 6
0007
5020
Finance
Audit Reports:
Records reviewing and
Financial Audits - External, DOJ
AU+6Y
17 CFR 2102-06
External
documenting financial Info
Audits, P.O.S.T audits, CJIS
created as part of an audit
audits, Audit Reports, Findings of
performed by an outside
Compliance
person or organization.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T=Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 27
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
5025
Finance
Audit Reports:
Records reviewing and
Financials - Audited - Internal,
AU+2Y
G034090
Internal
documenting financial Info
Budget Audits, Audit Reports.
created as part of an audit
performed by a person in the
organization.
0007
5030
Finance
Finance Annual
Records stating financial
Profit and Loss Statements
AU+7Y
GC 34090 7
Report
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
0007
5040
Finance
Financial Reporting:
Records stating financial
Quarterly Financial Reports
CY+2Y
GC34090 7
Monthly/Quarterly
condition of the organization
at the end of the month or
quarter. The annual financial
statements replace these
Reports. Does NOT include
Annual Reporting.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 28
City of Menifee
Records Retention Pohcy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
5050
Finance
Financial Reports
Records relating to financial,
Deferred Compensation Reports,
AU+4Y
26 CFR 35a 9999-5;
fiscal and monthly reports
Statistical Reports, Labor
CAC 1689; 20 CFR
May include worksheets,
Distribution Report, Fiscal Agent,
31 6001-126 CFR
spreadsheets, analysis and
Fiscal Information Financial
1.6001-1/08
report of financial or
System Reports - Prior System,
env-stment results
Check/Warrant Registers - CDC,
Monthly Health Plan Claims
Reports, Capital OutlayfNon-
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,
Deparbnent/Program
Expenditure Summary,
DepartmenVProgram Revenue
Summary, Department Revenue
Summary, Fund Expenditure By
Department,
Department/Program
Expenditure Summary, Fund
Expenditure Summary, Fixed
Assets Reports, General
Administrative Costs Report
0007
5060
Finance
Treasurer's Report
Quarterly and Annual reports
PERM
GC34090;
to the City Council outlining
CCP 337,
the City's financial
GC 53607
investments
0007
5070
Finance
Travel Expense
CY+2Y
GC34090
Reports
0007
6010
Finance
Securities & Letter of
PERM
GC3490
Credit
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 29
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0007
6020
Finance
Bonds
Records documenting
Bonds Administration Files, Bond
CL+ 10Y
GC34090;
investments in bonds
Administration Files - CDC, Bond
CCP 337 5
including the actual bonds (if
Account Statements - CDC,
provided), purchase Info,
Bond Registers & Assessment
annual statements, and
Records, Bond Account
investment results
Statements, Bond Certificates &
Redeemed Coupons
0007
7010
Finance
Tax: Sales & Use
Sales and use tax returns
AU+4Y
GC34090
and work papers
0007
7020
Finance
Sales Tax License
License to collect sales tax
CL+3Y
GC34090
Issued by the State
0007
7030
Finance
Tax: General
Tax Records and
AU+4Y
GC34090
Administration and
information.
0007
8010
Finance
Grant Records &
Documents related to
AU+6Y
24 CFR 850 77:48
Agreements Files:
awarded grants including
Quality Children's Services,
CFR 4 703
General
applications, agreements,
Grant Financial Files - CDC,
progress & financial reports
Grant Files: Community
and compliance paperwork.
Development Block Grants,
Community Applications, Grant
Files: Proposals Not Funded,
Grant Files: State & Federal
Grants.
0007
8020
Finance
Grant Records &
Documents related to grants
PERM
GC 34458-60
Agreements: City
awarded for property
24CFR880.603-
Property Acquisition
acquisition including
ACT+3
applications, progress &
financial reports and
compliance paperwork,
Acquisitions including land
use restrictions
0008
1020
CDBG
Audits: HUD
Working papers related to
HUD, CDBG Audits
CL+4Y
17 CFR 210'2-06
operational auditing
activities
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 30
City of Menifee
Records Retention Pollcti
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0009
102U
Community
Specific Plans
PERM
GC34000
Development
0009
1030
Community
Environmental Impact
Document, reports and
Water Quality AssurancefWater
PERM
GC34090d
Development
Studies, Site
studies summarizing
Quality Control, Environmental
Analyses, Auditing,
environmental impact of
Impact Reports Negative
Reports Monitoring
proposals and plans
Declarations, Air Quality,
Records, and Testing
Technical studies (AQ, Noise,
Worksheets
Records used to prepare the
Elio, Ect) Instrument Reading,
draft and final EIR published
Testing Records, Information
by the City's responses to
Collection Request, Chemical
comments, mitigating
Emissions. TIAs, Noise Studies,
declarations, addendum, and
Paleo Reports, Tech Studies.
notices of determination filed
with the state/county clerk.
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.
0009
1040
Community
Land Use
Files that document the
PERM
GC-34090
Development
development and use of
public and private property
within the City Includes:
0009
1050
Community
Drawings, Project
Does not include those
CU+2Y
GC34090d
Development
Plan
usually filed with case or
project
0009
1060
Community
Land Uses,
Building or site usage which
PERM
GC34090a
Development
Nonconforming/
does not conform to
Zoning Letters
current standards.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 31
City of Menifee
Records Retention Poticv
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0009
1070
Community
Site Plans
PERM
Development
0009
1080
Community
Development
Mitigation measures, filed
PERM
GC34090
Development
Conditions
with case riles
0009
1090
Community
Annexation Case and
Reports, agreements, public
PERM
GC34090
Development
Sphere of Influence
notices
Files
0009
2010
Community
Projects, Not
Files and plans that were
CL+2Y
GC34090
File closes 6
Development
Completed or Denied
denied or never finalled
months from the
last date of
activity
0010
2010
Building & Safety
Building Permits
Construction, signs
PERM
GC34909a,
H&S 19850;
4003.4004
0010
2020
Building & Safety
Inspection
Correspondence, fees,
CL+2Y
GC34090d
appeal requests reports
0010
2030
Building & Safety
Certificates of
LOS
GC34090
Retain during Iiie—
Occupancy
of structure
0010
3010
Building & Safety
Drawings / Blueprints
Records detailing the design
Improvement plans, plan checks,
LOS+10Y
6CRF29.8 HSC
! Plans: Commercial /
of structures within the City
paper maps, parcel maps, parcel
19850
City Facilities &
limits. Includes Originals, as.
maps, plant plans, traffic plans,
Infrastructure
builts, notated drawin s
Authorization to Modify ATM).
0010
3020
Building & Safety
Drawings / Blueprints
Records detailing the design
Includes Plan ID files,
90 Days
GC34090a;
/ Plans: Residential
of City residences Includes
specification originals, drawings.
H&S19850:
Originals, as-builts and
Also includes property
4003; 4004
notated
improvement plans, plan checks,
parcel maps, plot maps
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination.
AS= After Settled; E= Election: LOA= Life of Asset Page 32
City of Menifee
Records Retention Policy
Department
Code
Record 0
Office of
Records
Department
Record Series Name
Description
Examples
Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0010
4010
Building E Safety
Abandonment
Buildings. Condemnalion.
GC34090a
Demolition
0015
'070
rr
AnnualFfles
Annual:,ies
•'1.•?v
;r3dfi90
Legend CL-Close: CY=Current Year. SV=Superseded, PERM=Permanent; Y- Year: All= Audit; Tc Term of Employment; AT= After Termination:
AS= After Settled. E= Election; LOA= Life of Asset
City of Menifee
Records Retention Policv
Department
Code
Record #
Office of
Record/
Department
Record Series Name
Description
Examples
Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0015
1060
Fire
Applications
Fire applications
GL+2Y
GC34090
0015
1050
Fire
Violations
Fire Code violations.
CL+ZY
GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS=After Settled; E= Election; LOA= Life of Asset Page 34
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirements) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0015
1040
Fire
Projects, Not
Permits, blueprints, sprinkler
Permits, blueprints, sprinkler
CL+2y
GC34090d
Completed or Denied
plans, and files that were
plans, and files that were denied,
denied, expired, or never
expired, or never finalled
finalled
0015
1030
Fire
Drawings
Records detaikng the design
As-builts, notated drawings,
LOA+10Y
6CRF29.8 HSC
of structures within the City
sprinkler plans
19850
Jaws
0010
4020
Building & Safety
Projects, Not
Permits, blueprints and files
CL+2Y
GC34090d
File closes 6
Completed or Denied
that were denied, expired, or
months from the
never finalled.
last date of
activity
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS=After Settled; E= Election; LOA= Life of Asset Page 35
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Recordl
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0011
1010
Code
Code Case Files
Records related to building,
Complaint case files, including
PERM
GC34090d
Enforcement
housing and mobile home
inspections; public nuisance
code violations, foreclosed
rubbish and weed abatement,
properties, and vacant
vehicle abatement,
homes
citations Citations, Notice of
Fees, Demand Payoff,
Foreclosed Property Receipts,
Foreclosed Property
Registrations, Deregistrations for
Foreclosed and Vacant Homes,
related Certified Mail and
Receipts
0011
1020
Code
Abatement Records
Abatement Files, Weed
Complaints
CL+2Y
GC34090d
Enforcement
Abatement Files, Abandoned
Vehicle abatements
0011
1030
Code
Citations
Municipal Code Citations
CL+2
GC34090
Enforcement
0011
1040
Code
Violations, Building,
Supporting code
CL+2Y
GC34090d
Enforcement
ProDertv & Zonine
enforcement activity
0011
1050
Code
Vehicle Code
CL+2Y
GC34090
Enforcement
Citations
0011
2010
Code
Regulations
Includes rules.
SU+2Y
GC34090d
Enforcement
0011
2020
Code
Reports, Federal and
Code enforcement statistics;
PERM
GC34090a
Enforcement
State
may contain records
affecting title to real property
or liens thereon
0011
2030
Code
Information
DMV INF 2115 Form
CY+2Y
Required to be
Enforcement
Requester Log Form
kept for 2 years
per the CA DMV
0011
Code
Recordations
All records recorded by
Please see
Enforcement
Rivers de County related to
recordation
Code Enforcement records
under the City
Clerk's
department for
all other
retardations
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 36
City of Menifee
Records Retention Pollcv
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0012
1010
Engineering
Benchmark Data
Horizontal, vertical & control
CY+2Y
GC34090d
0012
1020
Engineering
Maps and Plats,
Engineering & field notes
PERM
GC34090a
Drawings
and profiles; cross-section of
roads, streets, dghtof-way,
bridges: may include
annexations, parks'
hardscape, tracks, block,
stone drains, water
easements, benchmarks,
trees, grading, landfill, fire
hydrants, base maps, tenant
maps, GIS data.
monuments
0012
1030
Engineering
Construction
Assesses value of real
PERM
Trackina. Dailv
property
0012
1040
Engineering
Asbestos
Documents abatement
PERM
GC34090a
proiects, public buildings.
0012
1050
Engineering
Pest Control
Pesticide applications,
CY+2Y
GC34090d
inspections & sampling,
documents
0012
1060
Engineering
Projects, Not
Permits and plans that were
CL+2Y
GC34090
File closes 6
Completed or Denied
denied or never finalled.
months from the
last date of
activity
0012
2010
Engineering
Grading Permits
PERM
GC34909a:
H&S 19850.
4003:4004
0012
2020
Engineering
Encroachment
CL+2Y
Permits
GC34090d
0012
2030
Engineering
Street Names and
Street dedications, closings,
PERM
GC34090a
Copy kept for
House Numbers
address
reference in
assignmentichanges
Building Dept
0012
3010
Engineering
Surveys
Engineering and Traffic
CY+2Y
GC34090
Surveys per CA Vehicle
Code, Radar Surveys, and
other surveys to benchmark
existing conditions
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 37
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0012
3020
Engineering
Studies, Special
Engineenng, joint powers,
CL+2Y
Projects & Areas
noise, transportation
GC34090d
0012
3030
Engineering
Drawings, Traffic
Signs, signing & striping,
PERM
GC34090a
Control Plan
road construction.
0012
3040
Engineering
Special Districts
Supporting documents re:
PERM
GC34090a
improvement, lighting,
underground utility; bonds,
taxes & construction.
0012
3050
Engineering
Street/Alley
Relinquishment of rights and
CL+2Y
GC34090d
(Abandonment)
fee title
Vacation
0012
3060
Engineering
Traffic Signals
Counts, collisions, accidents
CL+2Y
GC34090d
0012
3070
Engineering
Congestion
Ride sharing, trip reduction.
CY+2Y
GC34090d
Management
0012
4010
Engineering
Storm Damage Files
Files documenting storm
AUD+6Y
6 CFR1 P 29
damages and backup
material submitted to outside
agencies for reimbursement
0012
4020
Engineering
Flood Control
Storm Drains
CL+2Y
GC34090d
0012
5010
Engineering
Capital Improvement
Supporting documents
CL+10Y
CC337 15
Projects
including bidders list,
specifications, reports, plans,
work orders, schedules,
etc.
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 38
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Serie,: Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0012
6010
Engineering
Participants/voucher logs,
CU+7Y
CCP
Total Daily Mileage Survey
338(k);
(TDM); various local
GC34090
authorities; Commute
Air Quality (AQMD)
Alternative
0012
6020
Engineering
California
Exemptions, Environmental
PERM
GC34090a
Environmental
Impact Report, Mitigation
+ CEQA
Quality
monitoring, negative
Guidelines
Act (CEQA)
declaration, notices of
completion and
determination, comments,
statements
of overriding considerations
0012
6030
Engineering
Environmental
Correspondence.
CL+2Y
GC34090d
Review
consultants, issues,
conservation
0012
6040
Engineering
Soil
Analysis, construction
CL+2Y
GC34090d
recommendations_
0012
6060
Engineering
Soil Reports
Soil Reports
PERM
0013
1020
Public Works
Development
Landscape mediums,
PERM
Standards
parkway landscape
development, public works
construction
GC34090a
0013
1030
Public Works
Flood Records
CY+2Y
GC34090
0013
1040
Public Works
Easements
Contracts permitting one
PERM
CCP 337
party to enter onto a portion
of the property of another for
a stated purpose.
Includes irrevocable offers to
dedicate
0013
2010
Public Works
Maintenance:
Service requests, supporting
Field Operations, Pool Cleaning,
CY+2Y
GC34090
Equipment
documentation for
Daily Operations Stations -
equipment
Harbor Maintenance, Respiratory
Testing Kits, Traffic/Elecbical
Footage, Elevators, Radar
Calibration Records
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 39
City of Menifee
Records Retention Policy
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0013
2030
Public Works
Maintenance:
Requests, supporting
Roof maintenance, street
CL+3Y
GC34090
Facilities and
documentation for structures
maintenance, structure painting,
Infrastructure
or infrastructure; buildings,
infrastructure maintenance, pest
waterlines, water pipe and
control, graffiti removal
sewer lines, streets, etc
0013
2040
Public Works
Maintenance: Motor
Records documenting the
Fleet, Vehicle Maintenance
CY+SY
GC34090
Vehicles
maintenance performed on
Records, Inventory of Vehicles &
CA 900-0020-00 190
motor vehicles
Assignments, Speedometer
Calibration Certificates,
Apparatus
0014
1020
Community
Waiver
Release Forms: Library
Projects that become programs
CY+3Y
GC34090
Services
donor release forms, use of
or an asset after close of project
photograph, Liability Release
will take on the retention of the
Forms, and other areas that
program or asset, I.E. Public Art,
require use, damage or
Street, etc.
injury waiver release forms
0014
1030
Community
Waivers for Minors
Waivers signed by minors
CY+20Y
GC34090
Services
and/or minors
parent/guardian-
0014
2010
Community
Events
Informational materials
Special events such as sports,
CL+2Y
GC34090
Services
related to City activities and
summer camps, educational
special events
materials, flyers and press
releases
0014
2020
Community
Community Events &
Records related to
Community Activities
CL+2Y
GC34090
Services
Programs
participation or promotion of
community activities, civic
organizations, etc
0015
1020
Fire
Inspections
Alarm/sprinkler systems,
CL+3Y
UFC 103 34
prevention efforts
0015
1010
Fire
Permits
CL+2Y
GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election: LOA= Life of Asset Page 40
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
1010
Police
Carry Concealed
Permits which are approved,
CCW paperwork that were
CY+2Y
GC § 34090
Administration
Weapon (CCW)
denied, or for a retired
submitted by a Menifee City
emp)oyee
resident or a refired Menifee
Police employee
0016
1020
Police
Internal Affairs: Not
Complaints made by citizens
Includes written complaints,
CL+5Y
State requires for at
Administration
Sustained,
and/or police personnel
internal investigation paperwork,
least 5 years; other
Unfounded,
against a Menifee Police
and personnel information.
State & Federal laws
Exonerated
employee. Upon completion
require retention until
of investigation these
final disposition of
complaints are found to be
formal complaint:
Not sustained, Unfounded,
state requires 2 years
or Exonerated.
after action taken: GC
§§ 12946, 34090, PC
§§ 801 5, 803(c) , VC
§ 2547
0016
1030
Police
Internal Affairs:
Complaints made by citizens
Includes written complaints,
CL+15 Y
PC § 832.5
Administration
Sustained
and/or police personnel
intemal investigation paperwork,
made against a Menifee
and personnel information
Police employee Upon
completion of investigation
these complaints are found
to be sustained
0016
1040
Police
Policies &
All policies and procedures
Policies and Procedures for each
PERM
Department
Administration
Procedures /
that pertain to Menifee
division of the police department,
Preference, GC §
Operation Directives /
Police Department
as well as operational and
34090
General Directives
general memos and training
(Department Policies
bulletins.
and Procedures)
0016
1050
Police
Temporary Holding
Working logs of all
Logs
3Y
GC § 34090.7
Administration
Facility Logs
individuals brought and
temporarily held in the police
holding facility
Legend: CL=Close: CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT=After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 41
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
1060
Police
Use of Force
Investigative files pertaining
Files
6Y+AT
GC §§ 12946, 34090;
Administration
Supervisory Review
to incidents involving a use
PC §§ 801 5, 803 (C)
of force (no death) by police
personne
0016
1070
Police
Use of Force (with a
Investigative files pertaining
Files
PERM
GC § 34090; PC §§
Administration
death) Supervisory
to incidents involving a use
799-805
Review
of force with a death by
police personnel.
0016
2010
Police Detective
Criminal Intelligence
Files containing criminal
Investigative files containing
CL+5Y
28 CFR §§ 20,
Misleading,
Bureau
and Confidential
intelligence information
criminal intelligence and/or
23 20(h); GC § 34090
obsolete, or
Informant Files
concerning an individual only
confidential informant
unreliable
if there is reasonable
information
information is
suspicion that the individual
required to be
is involved in criminal
destroyed,
conduct or activity and the
remaining
information is relevant to that
records must be
criminal conduct or activity.
retained longer
than 5 years.
0016
2020
Police Detective
Filed Investigation
Information that reflects who
3 x 5 cards
2Y
GC 34090
Preliminary
Bureau
Cards (Fls)
an officer contacts, where,
documents
and when
0016
2030
Police Detective
Asset Forfeiture
Files containing information
Files
2Yafter court
GC § 34090
Department
Bureau
Notification and File
on asset forfeiture
disposition
preference
information and notifications
made
0016
2040
Police Detective
Gang Files
Information pertaining to
Files housed solely in the
2Y when no
GC § 34090
Department
Bureau
known gang members and
Detective Bureau
longer
Preference
gang associates
required
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 42
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirements) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
2050
Police Detective
Informant Files
Files containing informant
Information on informants
2Y when no
GG § 34090
Department
Bureau
information; does not contain
longer
Preference
criminal intelligence
required
information concerning
individuals
0016
2060
Police Detective
Registrants: Arson !
Files on adults who have
Written and Electronic files
PERM or
Pursuant to PC 457 t
Department
Bureau
Adults
been designated as arson
Death of
required for life; if
Preference
registrants by the Courts and
registrant
released from CYA
who live within the
records are destroyed
jurisdiction of the Menifee
after age 25 or
Police Department
sea ing pursuant to
W&1 781; GC 34090 7
0016
2070
Police Detective
Registrants: Arson /
Files on juveniles who have
Written and Electronic files
Age 25 or
Pursuant to PC §
Bureau
Juveniles released
been designated as arson
Sealing Date
457.1 required to
from California Youth
registrants by the Courts and
plus 5Y
register for life; if
Authority
who Irve within the
released from CYA
jurisdiction of the Menifee
records are destroyed
Police Department.
after age 25 or
sealing pursuant to
W&I § 761; GC §
340907
0016
2080
Police Detective
Registrants: Sex
Files on adults.dto have
Written and Electronic files
PERM or
PC 290
Department
Bureau
Offender / Adults
been designated as sex
Death of
Preference;
offenders by the Courts and
registrant
After 2021
who live within the
Offenders can
jurisdiction of the Menifee
petition Court for
Police Department.
removal 10 or
20 years after
offense,
provided there
are no
subsequent
offenses
0016
2090
Police Detective
Registrants: Sex
Files on juveniles that have
Written and Electronic files
PERM or
PC § 290
Department
Bureau
Offender / Juveniles
been designated as sex
Sealing Date
Preference;
offenders by the courts and
+ 5Y (or
After 2021
who live within the
Court order),
Offenders can
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 43
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
2100
Police Detective
Plans/Policies/Proced
Includes directives, disaster
Standard Operating Procedures
SO+SY
GC § 34090(d)
Bureau
ures: Internal Policies
recovery plans, emergency
(SDP's), Retention Schedules,
& Procedures,
action plans, policy
Administrative Directives,
Departmental
statements, procedure
Administrative Manuals, Disaster
manuals, and table of
Plans, Affirmative Action Plans,
organization, Council
Employee Manuals, Performance
Policies.
Standards, Procedures Manuals,
Policy Manuals, General Orders,
Rules & Regulations
0016
3010
Police Patrol
Officer Recordings
Body worn camera logs of
Logs
PERM
PC § 832 18(b)(5)(E),
access or deletion of data
GC § 34090
(audit trail)
0016
3020
Police Patrol
Officer Recordings:
Body worn camera
Recordings
Follows
PC § 832 18(b)(5)(E),
evidence, Officer
recordings
retention for
GC § 34090
Involved shootings /
Evidence,
Detention of
OR
Arrest/Complaints
minimum of
2Y
0016
3030
Police Patrol
Officer Recordings,
Recordings of interactions
Recordings
1 Y
PC § 832 18(b)(5)(A);
Department
not evidence
that are not considered
GC § 34090 6
Preference (law
evidence in any crime or
recommends 90
incident
days)
0016
4010
Police Property
Crime Report Photos
Photographs depicting
Digital photographs
1Y
GC § 34090
Department
& Evidence
evidence in a trim
Preference
0016
4020
Police Property
Property & Evidence
Digital database housing
Digital database
PERM
GC § 34090
Department
& Evidence
Database
information on property and
Preference (data
evidence
is interrelated)
0016
4030
Police Property
Property & Evidence
Logs containing information
Logs
5Y
GC § 34090
& Evidence
Access Logs
on who accessed property &
evidence information
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 44
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
4040
Police Property
Disposal Records
Records containing
Logs
5Y
GC § 34090
& Evidence
information on what property
was disposed of and when
0016
4050
Police Property
Firearm destruction
Information on which
Logs
PERM
GC § 34090
Department
& Evidence
Records
firearms where destroyed
Preference
and when.
0016
5010
Police Records
Audio
Telephone and radio
Recordings
1Y + 1 day
GC § 34090.6
Department
Communications
communications
Preference (law
recommends
100 days)
0016
5020
Police Records
Citations
Citations for parking, traffic,
Paper and digital copies of
2Y
GC § 34090
marijuana/cannabis
citations
Includes requests for
dismissal, cancellations, and
appeals
0016
5030
Police Records
Citation Logs -
Digital logs containing
Logs
2Y
GC § 34090
Parkingr-raffic
information on when and
who a citation book was
signed out to.
0016
5040
Police Records
Crime Reports: Lost
Reports containing
Digital and paper reports
Until Found
GC § 34090, PC §
property, firearms
information on lost property
or
11108.2(b)
entered into CLETS
or information on firearms
Recovered
(if not permanent
that were entered into
retention)
CLETS
Legend: CL=Close: CY=Current Year; SU=Superseded; PER M=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 45
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
5050
Police Records
Crime Reports: ALL
Reports related to any crime
Digital and paper reports
PERM
PC §§ 803(h), 11169,
Department
capital crimes,
that involves juveniles,
11170(a); WIC §
Preference, DOJ
homicides, juvenile,
capital crimes, homicides,
707(b)
retains CACI
child abuse
substantiated child abuse,
(Child Abuse
(substantiated), &
sexual assaults that are
Central Index)
sexual assault (rape),
considered rape.
information for
and the use
adults 100
specifically
years; most
mentioned in this
have no
schedule
limitations on
commencement
of action;
PC261,286,
288,288a,
0016
5060
Police Records
Crime Reports;
Reports that contain
Digital and paper reports
10Y
PC §§ 800 & 290
Department
Except those
information that does not fall
Preference:
specifically
into any of the other
does not include
mentioned in the
categories of crime report.
outstanding
schedule
warrants,
unrecovered
identifiable
property/items,
criminal deaths,
not historically
significant, and it
is not classified
under PC800 &
290
0016
5070
Police Records
Crime Reports:
Reports containing
Digital and paper reports
CL + 10Y if
PC §§ 11169(c),
Unsubstantiated or
information on child abuse
no further
11170(a)(3)
inconclusive child
and/or neglect which, after
reported
abuse/neglect
investigation, are determined
suspected
to be unsubstantiated or
abuse
inconclusive
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 46
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
5080
Police Records
Crime Reports:
Records on crimes of H&S §
Digital and paper reports
Conviction
H&S § 11361.5
Misdemeanor or
11357(b)(c)(d)(e) or H&S §
or Arrest (if
(Courts and other
Infraction on Adults
11360(b) with procedure in
no
agencies "Shall'
for
H&S § 11361 5 -except
conviction)
destroy)
marijuana/cannabis
those with outstanding stolen
+2Y
property, including firearms
or lost firearms
0016
5090
Police Records
Crime Reports:
Records on crimes of H&S §
Digital and paper reports
2Y or 18
H&S § 11361.5, if no
Misdemeanor or
11357(E), except those with
years old
subsequent
Infraction on
outstanding stolen property,
conviction ("Shall'
Juveniles for
including firearms or lost
destroy)
mariivana/cannabis
firearms
0016
5100
Police Records
Crime Reports:
Records on crimes of H&S §
Digital and paper reports
Offender is
H&S § 11361 5,
Misdemeanor or
11357(d)(e) juveniles with
18 years old
11357(E); (Courts
infraction on
marijuana/cannabis on
and other agencies
Juveniles for
school grounds (with
"Shag' destroy)
Marijuana/cannabis
procedure in H&S §
on school grounds
11361 5)
0016
5110
Police Records
Crime Reports:
Records of individuals who
Digital and paper reports
PERM (If
GC § 34090
Department
Missing persons if nol
are reported to have gone
found/return
Preference
found
missing and have not been
ed/follows
located
the retention
for the Crime
Report)
0016
5120
Police Records
Crime Reports:
Records pertaining to Capital
Digital and paper reports
PERM
No limitations on
Department
Capital
crimes, serious felonies,
commencement of
Preference
Crimes/serious
major crimes, sex crimes A
action, Courts keep
felonies, major
Capital crime is a crime
permanently PC §§
crimes, sex crimes
which is subject to the death
187, 261, 286, 288,
penalty.
288a, 288.5, 289.
289.5. 290, and 799
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 47
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
5130
Police Records
Crime Reports:
Records that are sealed
Digital and paper reports
Date of
GC § 34090; PC §
Individual
Factually Innocent
pending destruction - except
Arrest+ 3Y
851,8(a)
petitions District
Petition accepted
those with outstanding stolen
Attorney; Sheriff
records
property, including firearms
or Chief concurs
and lost firearms
that person is
factually
innocent, then
record is sealed.
0016
5140
Police Records
Crime
Records on juveniles or
Digital and paper reports
Sealing date
CCP § 340 1, GC §
Statute of
Reports/Sealed
wards of the Court, that have
+ 5 years (or
34090, W 81 §§
limitations runs
Records: Sealed
been sealed, except those
date
389(a), 781(d)
up to the age of
Juvenile and Ward
m1h child abuse or severe
specified on
majority +8
Cases
neglect (substantiated),
court order)
years; sealed
outstanding stolen property,
records for
including firearms and lost
juveniles and
firearms
wards of the
Court must be
destroyed 5
years after
sealing
date Unless
otherwise
determined by
the court
0016
5150
Police Records
Crime Reports:
Records containing
Digital and paper reports
10Y (if not
GC § 34090
Department
Stolen vehicle reports
information on vehicles that
recovered
Preference
(CHP 180)
have been stolen
retention is
P)
0016
5160
Police Records
Criminal History
Logs of who accessed
Logs
2Y
GC § 34090
Search Logs
criminal history information
on individuals
0016
5170
Police Records
Crossroads Database
Information on traffic
Digital and paper reports
PERM
GC § 34090
Department
collision reports
Preference
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 48
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Recordl
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
5180
Police Records
Restraining Orders
Restraining orders from the
Digital and paper records
Expiration of
GC § 34090
court and those issued by
order + 2Y
the police department
(EPO): these include Orders
After Hearing (OAH),
Temporary Restraining
Orders (TRO), Emergency
Protective Orders (EPO),
and all other restraining
orders
0016
5190
Police Records
Patrol Ride Along
Internal forms which include
Paper form
2Y
GC § 34090
Waiver Form
information on the person
requesting the ride along
0016
5200
Police Records
Pawn Slips
Information on pawned items
Digital and paper records
2Y
GC § 34090, B&P §
Department
from pawn shops within the
21633
Preference
City of Menifee
(Dealers are
required to keep
for 3 years); Non
records used for
investigation;
originals entered
into the State
Automated
Property
System, most
agencies retain
for 2 years
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 49
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
5210
Police Records
Press Releases
Information bulletins made
Digital bulletins
2Y
GG § 34090
available to the public
regarding certain incidents
and/or crimes that have
occurred.
0016
5220
Police Records
Records of
Documents and certificates
Certificates and documents
2Y
GC § 34090
Final Certificate
destruction /
of the destruction of Police
of Destruction
certificates of
Records Only (contains no
sent to City
Records destruction
privileged information)
Clerk
0016
5230
Police Records
Narcotic Registrant
Documents containing
Paper Records
5Y
GC § 34090, H&S §§
Department
information on Narcotics
11590, 11594(a)
Preference,
registrants within the
Registration is
jurisdiction of the Menifee
required for 5
Police Department
years
0016
5240
Police Records
RMS database
Digital Records Management
Digital
PERM
GC § 34090
Data
database system
fields/records
are interrelated
0016
5250
Police Records
Subpoenas
All subpoenas; subpoenas
Digital and paper subpoenas
2Y
GC § 34090
for officer appearances and
subpoenas for documents
and/or evidence
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 50
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
5260
Police Records
Traffic Collision /
Records containing
Digital and paper records
10y
GC § 34090
Department
Accident reports
information on any traffic
(non -fatal);
preference (fatal
collision that occurred within
PERM (fatal)
collisions are
the City of Menifee
retained by CHP
jurisdiction
for 5 years)
0016
6010
Police Traffic
PAS/ Device
Logs which contain
Digital logs
2Y
GC § 34090
calibration logs
information on and/all PAS
devices retained by the
Menifee Police Department
0016
6020
Police Traffic
Validity Hearing
Records containing
Digital and paper records
2Y
GC § 34090
Fortes are given
forms: not approved
information on a validity
to Records to be
for release
hearing that was not
scanned in with
approved for release
the case
0016
6030
Police Traffic
Validity Hearing
Documents containing
Digital and paper records
7Y from the
GC § 34090, CVC §
(Stipulated vehicle
information on vehicles that
beginning of
1806.1
release forms):
were approved for release
the date
approved release
signed
0016
7010
Police Training
Background files -
Backgrounds files that
Digital and paper records
Date of
29 CFR §
Department
successful applicants
contain personal information
separation +
1672 3(b)(i), 29 CFR
Preference:
on applicants who have
SY
§ 1602-14; GC §§
EEOC / FLSA /
successfully passed a
12946, 34090
ADEA (age)
background
requires 3 years
for promotion,
demotion,
transfer,
selection, or
discharge; State
law requires 2 -
3 years
0016
7020
Police Training
Background files •
Background files that contain
Digital and paper records
3Y
29 CFR §
Department
unsuccessful
personal information on
1672.3(b)(i), 29 CFR
Preference,
applicants
applicants who did not
§ 1602.14; GC §§
State law
successful pass a
12946, 34090
requires 2 - 3
background
ears
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 51
City of Menifee
Records Retention Schedule
Department
Record #
Office of
Record Series Name
Description
Examples
Total
Legal
Comments
Code
Record/
Retention
Requirement(s) (See
Department
Legal Reference
Workbook for Other
Legal
Considerations)
0016
7030
Police Training
Personnel Training
Records on Officer Training,
Digital and paper records
Date of
8 CCR § 3203, 29
OSHA requires
File - Officer Training
which include range
separation +
CFR § 1602.31; LC §
safety training 5
By Employee (POST
qualifications, retiree fire
5Y
6429(c); GC §§
years; EEOC /
printouts)
arson qualifications
12946, 34090,
FLSA / ADEA
53235.2(b)
(age requires 3
years promotion,
demotion,
transfer,
selection, or
discharge, State
requires 2 - 3
years
0016
7040
Police Training
training Department
Records containing
Digital and paper records
5Y minimum
8 CUR § 3203, 29
Rosters are sent
Records - Course
information on attendance,
CFR § 1602 31, LC §
to POST; OSHA
Records
outlines and materials,
6429(c); GC §§
requires safety
includes use of force
12946, 34090,
training 5 years:
training, safety training, etc
53235.2(b)
EEOC / FLSA 7
ADEA (age)
requires 3 years
promotion,
demotion,
transfer,
selection, or
discharge, state
law requires 2 -
3 years
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination;
AS= After Settled; E= Election; LOA= Life of Asset Page 52
G��r,r of
VE-NIFEIE.
t /
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss
CITY OF MENIFEE )
I, Stephanie Roseen, Acting City Clerk of the City of Menifee, do hereby certify that the
foregoing City Council Resolution No. 24-1459 was duly adopted by the City Council of the City
of Menifee at a meeting thereof held on the 17th Day of July 2024 by the following vote:
Ayes:
Estrada, Deines, Karwin, Sobek, Zimmerman
Noes:
None
Absent:
None
Abstain
None
C�t hanie Roseen, Acting City Clerk