09-05-2017 Searchable packetCITY OF CUPERTINO
AGENDA
CITY COUNCIL
5:15 PM
10300 Torre Avenue and 10350 Torre Avenue
Tuesday, September 5, 2017
Special Meeting Non-televised Closed Session (5:15) and Televised Regular Meeting (6:45)
NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO
CITY COUNCIL
NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino City
Council is hereby called for Tuesday, September 05, 2017, commencing at 5:15
p.m. in City Hall Conference Room A, 10300 Torre Avenue, Cupertino,
California 95014. Said special meeting shall be for the purpose of conducting
business on the subject matters listed below under the heading, “Special
Meeting." The regular meeting items will be heard at 6:45 p.m. in Community
Hall Council Chamber, 10350 Torre Avenue, Cupertino, California.
SPECIAL MEETING
ROLL CALL
CLOSED SESSION - 5:15 PM
City Hall Conference Room A, 10300 Torre Avenue
1.Subject: Conference with Legal Counsel-Existing Litigation pursuant to Paragraph
(1) of subdivision (d) of Government Code Section 54956.9. Name of case: City
of Saratoga; City of Cupertino; Town of Los Gatos v. California Department of
Transportation, et al., Santa Clara County Superior Court Case No. 115CV281214
2.Subject: Conference with Legal Counsel - Anticipated Litigation Initiation of
litigation pursuant to subdivision (c) of Government Code Section 54956.9 - one
potential case
ADJOURNMENT
REGULAR MEETING
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September 5, 2017City Council AGENDA
PLEDGE OF ALLEGIANCE - 6:45 PM
Community Hall, 10350 Torre Avenue
ROLL CALL
CEREMONIAL MATTERS AND PRESENTATIONS
1.Subject: Proclamation designating September as Prostate Cancer Awareness
month
Recommended Action: Present Proclamation designating September as Prostate
Cancer Awareness month
2.Subject: Presentation from Monta Vista High School AP science teacher Kavita
Gupta regarding her recent participation in the National Geographic Grosvenor
Teaching Fellowship program in the Galapagos
Recommended Action: Receive presentation
3.Subject: Presentation from Monta Vista High School AP science teachers Kavita
Gupta and Emily Fitzgerald regarding a proximity sensor for people with
disabilities
Recommended Action: Receive presentation from Monta Vista High School AP
science teachers Kavita Gupta and Emily Fitzgerald regarding a proximity sensor for
people with disabilities
POSTPONEMENTS
ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the council on
any matter not on the agenda. Speakers are limited to three (3) minutes. In most cases,
State law will prohibit the council from making any decisions with respect to a matter
not listed on the agenda.
CONSENT CALENDAR
Unless there are separate discussions and/or actions requested by council, staff or a
member of the public, it is requested that items under the Consent Calendar be acted
on simultaneously.
4.Subject: Approve the August 15 City Council minutes
Recommended Action: Approve the August 15 City Council minutes
A - Draft Minutes
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September 5, 2017City Council AGENDA
5.Subject: Accept Accounts Payable for the period ending June 30, 2017
Recommended Action: Adopt Resolution No. 17-082 accepting Accounts Payable for
the period ending June 30, 2017
A - Draft Resolution
B - AP Report
6.Subject: Accept Accounts Payable for the period ending July 7, 2017
Recommended Action: Adopt Resolution No. 17-083 accepting Accounts Payable for
the period ending July 7, 2017
A - Draft Resolution
B - AP Report
7.Subject: Accept Accounts Payable for the period ending July 14, 2017
Recommended Action: Adopt Resolution No. 17-084 accepting Accounts Payable for
the period ending July 14, 2017
A - Draft Resolution
B - AP Report
8.Subject: Accept Accounts Payable for the period ending July 21, 2017
Recommended Action: Adopt Resolution No. 17-085 accepting Accounts Payable for
the period ending July 21, 2017
A - Draft Resolution
B - AP Report
9.Subject: Accept Accounts Payable for the period ending July 28, 2017
Recommended Action: Adopt Resolution No. 17-086 accepting Accounts Payable for
the period ending July 28, 2017
A - Draft Resolution
B - AP Report
10.Subject: Accept Accounts Payable for the period ending August 4, 2017
Recommended Action: Adopt Resolution No. 17-087 accepting Accounts Payable for
the period ending August 4, 2017
A - Draft Resolution
B - AP Report
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September 5, 2017City Council AGENDA
11.Subject: Resolution amending City’s Records Retention Schedule and authorizing
the destruction of records
Recommended Action: Adopt Resolution No. 17-088 rescinding Resolution No.
13-094 adopting an amended Records Retention Schedule for the City of Cupertino
and authorizing the destruction of records
Staff Report
A - Draft Resolution
B - Draft Records Retention Schedule Redline
C - Draft Records Retention Schedule Clean
D - Adopted Resolution No.13-094
12.Subject: Amend 2017-18 Adopted Budget to specify streets to be maintained
using the Road Maintenance and Rehabilitation Account created by Senate Bill 1
Recommended Action: Adopt Resolution No. 17-089 amending the City’s adopted
budget for fiscal year 2017-18 to incorporate a list of projects planned to be funded
with Road Maintenance and Rehabilitation Account revenues
Staff Report
A - Draft Resolution
13.Subject: City's Agreed Upon Procedures with Outside Auditors for Gann Limit
and Investments
Recommended Action: Authorize City Manager to sign on behalf of the City Council
the Agreed Upon Procedures with Outside Auditors for Gann Limit and Investments
Staff report
A - GANN AUP
B - Investment AUP
14.Subject: Update to Treasurer's Investment Report for Quarter Ending June 2017
approved by Council on August 1, 2017
Recommended Action: Accept the updated report
Staff Report
A - Treasurer Investment Report FY2016-17
SECOND READING OF ORDINANCES
PUBLIC HEARINGS
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September 5, 2017City Council AGENDA
15.Subject: General Plan and Zoning Amendment to make minor corrections to the
Land Use and Zoning maps. Application No(s): GPA-2017-01, Z-2017-01;
Applicant(s): City of Cupertino; Location: Citywide
Recommended Action: 1. Find that the project is exempt from CEQA;
2. Adopt Resolution No. 17-090 “Amending The General Plan Land Use Map As
Shown in Exhibit A”; and
3. Conduct the first reading of Ordinance No. 17-2166 “Amendments To The Zoning
Map To Correct Inconsistencies Between The City Of Cupertino’s Records And
Certain Map Designations As Shown in Exhibit A”
Staff Report
Attachment A - Draft Reso GPA-2017-01
Attachment B - Draft Ord Z-2017-01
Attachment C - PC Reso 6835
Attachment D - link to PC Staff Report
ORDINANCES AND ACTION ITEMS
REPORTS BY COUNCIL AND STAFF
16.Subject: Report on Committee assignments and general comments
Recommended Action: Report on Committee assignments and general comments
ADJOURNMENT
17.Subject: Adjournment in memory of artist and community leader Ann Woo
Recommended Action: Adjourn the meeting in memory of artist and community
leader Ann Woo
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September 5, 2017City Council AGENDA
The City of Cupertino has adopted the provisions of Code of Civil Procedure §1094.6;
litigation challenging a final decision of the City Council must be brought within 90
days after a decision is announced unless a shorter time is required by State or Federal
law.
Prior to seeking judicial review of any adjudicatory (quasi-judicial) decision, interested
persons must file a petition for reconsideration within ten calendar days of the date the
City Clerk mails notice of the City’s decision. Reconsideration petitions must comply
with the requirements of Cupertino Municipal Code §2.08.096. Contact the City
Clerk’s office for more information or go to http://www.cupertino.org/index.aspx?
page=125 for a reconsideration petition form.
In compliance with the Americans with Disabilities Act (ADA), anyone who is planning
to attend the next City Council meeting who is visually or hearing impaired or has any
disability that needs special assistance should call the City Clerk's Office at
408-777-3223, 48 hours in advance of the Council meeting to arrange for assistance.
Upon request, in advance, by a person with a disability, City Council meeting agendas
and writings distributed for the meeting that are public records will be made available
in the appropriate alternative format. Also upon request, in advance, an assistive
listening device can be made available for use during the meeting.
Any writings or documents provided to a majority of the Cupertino City Council after
publication of the packet will be made available for public inspection in the City
Clerk’s Office located at City Hall, 10300 Torre Avenue, during normal business hours
and in Council packet archives linked from the agenda/minutes page on the Cupertino
web site.
Members of the public are entitled to address the City Council concerning any item
that is described in the notice or agenda for this meeting, before or during
consideration of that item. If you wish to address the Council on any issue that is on
this agenda, please complete a speaker request card located in front of the Council,
and deliver it to the Clerk prior to discussion of the item. When you are called, proceed
to the podium and the Mayor will recognize you. If you wish to address the City
Council on any other item not on the agenda, you may do so by during the public
comment portion of the meeting following the same procedure described above. Please
limit your comments to three (3) minutes or less.
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2940 Name:
Status:Type:Closed Session Agenda Ready
File created:In control:8/15/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Conference with Legal Counsel-Existing Litigation pursuant to Paragraph (1) of subdivision
(d) of Government Code Section 54956.9. Name of case: City of Saratoga; City of Cupertino; Town of
Los Gatos v. California Department of Transportation, et al., Santa Clara County Superior Court Case
No. 115CV281214
Sponsors:
Indexes:
Code sections:
Attachments:
Action ByDate Action ResultVer.
Subject: Conference with Legal Counsel-Existing Litigation pursuant to Paragraph (1) of
subdivision (d) of Government Code Section 54956.9. Name of case:City of Saratoga; City of
Cupertino; Town of Los Gatos v. California Department of Transportation, et al., Santa Clara
County Superior Court Case No. 115CV281214
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2963 Name:
Status:Type:Closed Session Agenda Ready
File created:In control:8/24/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Conference with Legal Counsel - Anticipated Litigation Initiation of litigation pursuant to
subdivision (c) of Government Code Section 54956.9 - one potential case
Sponsors:
Indexes:
Code sections:
Attachments:
Action ByDate Action ResultVer.
Subject: Conference with Legal Counsel - Anticipated Litigation Initiation of litigation
pursuant to subdivision (c) of Government Code Section 54956.9 - one potential case
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2882 Name:
Status:Type:Ceremonial Matters &
Presentations
Agenda Ready
File created:In control:8/1/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Proclamation designating September as Prostate Cancer Awareness month
Sponsors:
Indexes:
Code sections:
Attachments:
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Proclamation designating September as Prostate Cancer Awareness month
Present Proclamation designating September as Prostate Cancer Awareness month
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2901 Name:
Status:Type:Ceremonial Matters &
Presentations
Agenda Ready
File created:In control:8/7/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Presentation from Monta Vista High School AP science teacher Kavita Gupta regarding her
recent participation in the National Geographic Grosvenor Teaching Fellowship program in the
Galapagos
Sponsors:
Indexes:
Code sections:
Attachments:
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Presentation from Monta Vista High School AP science teacher Kavita Gupta
regarding her recent participation in the National Geographic Grosvenor Teaching Fellowship
program in the Galapagos
Receive presentation
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2966 Name:
Status:Type:Ceremonial Matters &
Presentations
Agenda Ready
File created:In control:8/28/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Presentation from Monta Vista High School AP science teachers Kavita Gupta and Emily
Fitzgerald regarding a proximity sensor for people with disabilities
Sponsors:
Indexes:
Code sections:
Attachments:
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Presentation from Monta Vista High School AP science teachers Kavita Gupta and
Emily Fitzgerald regarding a proximity sensor for people with disabilities
Receive presentation from Monta Vista High School AP science teachers Kavita Gupta and
Emily Fitzgerald regarding a proximity sensor for people with disabilities
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:116-2055 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:10/4/2016 City Council
On agenda:Final action:9/5/2017
Title:Subject: Approve the August 15 City Council minutes
Sponsors:
Indexes:
Code sections:
Attachments:A - Draft Minutes
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Approve the August 15 City Council minutes
Approve the August 15 City Council minutes
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2931 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/11/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Accept Accounts Payable for the period ending June 30, 2017
Sponsors:
Indexes:
Code sections:
Attachments:A - Draft Resolution
B - AP Report
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Accept Accounts Payable for the period ending June 30, 2017
Adopt Resolution No. 17-082 accepting Accounts Payable for the period ending June 30, 2017
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2932 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/11/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Accept Accounts Payable for the period ending July 7, 2017
Sponsors:
Indexes:
Code sections:
Attachments:A - Draft Resolution
B - AP Report
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Accept Accounts Payable for the period ending July 7, 2017
Adopt Resolution No. 17-083 accepting Accounts Payable for the period ending July 7, 2017
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2933 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/11/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Accept Accounts Payable for the period ending July 14, 2017
Sponsors:
Indexes:
Code sections:
Attachments:A - Draft Resolution
B - AP Report
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Accept Accounts Payable for the period ending July 14, 2017
Adopt Resolution No. 17-084 accepting Accounts Payable for the period ending July 14, 2017
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2934 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/11/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Accept Accounts Payable for the period ending July 21, 2017
Sponsors:
Indexes:
Code sections:
Attachments:A - Draft Resolution
B - AP Report
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Accept Accounts Payable for the period ending July 21, 2017
Adopt Resolution No. 17-085 accepting Accounts Payable for the period ending July 21, 2017
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2935 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/11/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Accept Accounts Payable for the period ending July 28, 2017
Sponsors:
Indexes:
Code sections:
Attachments:A - Draft Resolution
B - AP Report
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Accept Accounts Payable for the period ending July 28, 2017
Adopt Resolution No. 17-086 accepting Accounts Payable for the period ending July 28, 2017
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Legislation Details (With Text)
File #: Version:117-2936 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/11/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Accept Accounts Payable for the period ending August 4, 2017
Sponsors:
Indexes:
Code sections:
Attachments:A - Draft Resolution
B - AP Report
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Accept Accounts Payable for the period ending August 4, 2017
Adopt Resolution No. 17-087 accepting Accounts Payable for the period ending August 4, 2017
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2579 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:4/26/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Resolution amending City’s Records Retention Schedule and authorizing the destruction of
records
Sponsors:
Indexes:
Code sections:
Attachments:Staff Report
A - Draft Resolution
B - Draft Records Retention Schedule Redline
C - Draft Records Retention Schedule Clean
D - Adopted Resolution No.13-094
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Resolution amending City’s Records Retention Schedule and authorizing the
destruction of records
Adopt Resolution No. 17-088 rescinding Resolution No. 13-094 adopting an amended Records
Retention Schedule for the City of Cupertino and authorizing the destruction of records
CITY OF CUPERTINO Printed on 8/30/2017Page 1 of 1
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Ver. 15.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications/ Public Hearing Notices
2 years 2 years CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1)
Lead Dept.CW-002
Agreements & Contracts: ADMINISTRATIVE
FILES
(Correspondence, Project Administration, Project
Schedules, Certified Payrolls, Insurance
Certificates, Invoices, Logs, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion
+ 10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
GC §34090
Lead Dept.CW-003
Agreements & Contracts: UNSUCCESSFUL BIDS,
UNSUCCESSFUL PROPOSALS or RESPONSES
to RFPs (Request for Proposals) and/or RFQs
(Request for Qualifications) that don't result in a
contract
2 years,
unless
required by
terms of a
grant
2 years,
unless
required by
terms of a
grant
The RFP / RFQ and the successful proposal becomes
part of the agreement or contract (City Clerk is OFR for
successful bids / proposals); GC §34090
Lead Dept.CW-004 Boards, Commissions and Committees: AUDIO
RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC §54953.5(b)
Lead Dept.CW-005
Boards, Commissions, & Committees: City
Council Subcommittees
(Agendas and Minutes for Subcommittees
Composed solely of less than a quorum of the City
Council)
2 years 2 years All recommendations are presented to the City Council;
GC §34090 et seq.
Lead Dept.CW-006
Boards, Commissions, & Committees: Residents
Advisory Bodies Formed by CITY COUNCIL
AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Brown Act challenges must be filed within 30 or 90 days
of action; GC §§34090, 54960.1(c)(1)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
110
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Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Revenue CW-007 Cash Receipts Detail / Backup / Accounts
Receivable Detail / Refund Detail 1 year 1 year
Originals are sent to Finance, who is the Office of Record;
these are copies retained for auditing purposes; GC
§34090.7
Lead
(Responding)
Dept.
CW-008 Complaints / Concerns from Citizens Computer
Tracking Software or Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
City preference; Statute of Limitations for personal
property, fraud, etc. is 3 years; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq., 342, GC
§§945.6, GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-009
Correspondence - ROUTINE
(e.g. Administrative, Chronological, General Files, Letters,
Memorandums, Reading File, Working Files = official
communication, formal communication, etc.)
2 years 2 years GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-010
Correspondence - TRANSITORY / PRELIMINARY
DRAFTS, Interagency and Intraagency Memoranda
not retained in the ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail or social media posting,
instant messaging, inventories, invitations, logs, mailing
lists, meeting room registrations, speaker slips, supply
inventories, telephone messages, text messages.
transmittal letters, thank yous, requests from other cities,
undeliverable envelopes, visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Project based electronic and paper records are
categorized, filed and retained based upon the
appropriate records series (based on the CONTENT of
the record.) E-mails, electronic records, or social media
postings that either the Content relates in a
substantive way to the conduct of the public's
business, or ARE made or retained for the purpose of
preserving the informational content for future
reference are saved printing them out and placing them
in a file folder, or saving them electronically. If not
mentioned here, consult the City Attorney to determine if
a record is considered transitory / preliminary draft. GC
§§34090, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court (Smith).
S218066. Supreme Court of California, 2017
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
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Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Information
Technology CW-011 Documents Generated by GIS Indefinite Indefinite
Documents generated in City's GIS system by a lead
dept. should be placed in appropriate project files or
saved as necessary for historical purposes. Contact IT
and refer to dept. policy regarding retention of historical
GIS information. GC §34090 et seq.
Lead Dept.CW-012 Drafts & Notes: Drafts that are revised (retain final
version)
When No
Longer
Required
When No
Longer
Required
As long as the drafts and notes are not retained in the
"Regular Course of Business." Consult the City Attorney
to determine if a records is considered a draft. GC
§§34090, 6252, 6254(a)
Lead Dept.CW-013 Facility Use Applications / Facility Use Permits 2 years 2 years GC §34090
Lead Dept. &
City Manager CW-014 Grants / CDBG (UNSUCCESSFUL Applications,
Correspondence)2 years 2 years GC §34090
Lead Dept. &
City Manager CW-015
Grants / CDBG / Reimbursable Claims
(SUCCESSFUL Reports, other records required to
pass the funding agency's audit, if required)
Applications (successful), grant agreement, program
rules, regulations & procedures, reports to grant funding
agencies, correspondence, audit records, completion
records, consultant selection process; RFQ and SOQ for
consultants when required by terms of grant
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
GC §34090
Lead Dept.CW-016 Leave Requests / Vacation Requests
When No
Longer
Required
When No
Longer
Required
City Preference; Preliminary draft / transitory record; GC
§34090, GC §6252
Lead Dept.CW-017
Material Safety Data Sheet (MSDS) / Safety Data
Sheet (SDS) / Chemical Use Report Form (or
records of the chemical / substance / agent, where
& when it was used)
While
Chemical In
Use
30 years 30 years 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(ii)(B), GC §34090
Lead Dept.CW-018 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Non-records - may be obtained from the newspaper
company; GC §34090
Lead Dept.CW-019 Personnel Work Schedules 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
112
Ver. 15.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-020 Public Relations / Press Releases 2 years 2 years GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-021 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc.2 years 2 years GC §§34090, 6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-022 Real Estate Appraisal Reports: Purchased
Property, Funded Loans 2 years
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 5
years
GC §34090
Lead Dept.CW-023
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:
Produced by YOUR Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
OK to destroy after 2 years, whichever is longer; GC
§34090
Lead Dept.CW-024 Reports and Studies (Historically significant - e.g.,
Zoning Studies)10 years P P Administratively and Historically significant, therefore
retained permanently; GC §34090
Lead Dept.CW-025 Reports and Studies (other than Historically
significant reports - e.g. Annual Reports)10 years 10 years GC §34090
Lead Dept.CW-026 Special Projects / Subject Files / Issue Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Lead Dept.CW-027 Subject / Reference Files: Subjects other than
Specifically Mentioned in Retention Schedules
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Department Preference; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
113
Ver. 15.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-028 Supervisor's File - Personnel Issues
When No
Longer
Required
When No
Longer
Required
Ensure that originals of all official personnel records are
provided to Human Resources. Supervisor's notes and
other unofficial records or copies maintained by the
supervisor retained for reference may be retained and
discarded as determined by supervisor. GC §34090 et
seq.
Lead Dept.CW-029
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the survey
forms are considered a draft or transitory record,
and can be destroyed as drafts (When No Longer
Required)
2 years 2 years GC §34090
CW-030 Tapes / DVD Recordings: See Boards &
Commissions
Lead Dept.CW-031
Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, & Safety Training, & Tailgate
Training Meetings)
5 years 5 years
Department preference; Ethics Training is 5 years;
Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR §3203
et seq., 29 CFR 1602.31 1627.3(b)(ii), LC §6429(c); GC
§§12946, 34090, 53235.2(b)
Lead Dept.CW-032 Volunteer / Unpaid Intern Applications &
Agreements - Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection, or discharge;
29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946,
34090
Lead Dept.CW-033 Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending Applicants 3 years 3 years GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
114
Ver. 9.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CATT-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Attorney CA-001 Amicus Briefs 2 years 2 years GC §34090
City Attorney CA-002 Attorney / Staff / Department Advice Files (All
subjects)
When no
Longer
Required -
Minimum 2
years
When no
Longer
Required -
Minimum 2
years
GC §34090
City Attorney CA-003 City Attorney Opinions
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City Attorney CA-004
Claims and Accident Reports (Potential Claims -
Accidents to members of the public and vehicle
accident reports involving City employees)
Resolution +
5 years
Resolution +
5 years GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5
City Attorney CA-005
Confidential Invoice Backup (not sent to Finance)
legal invoices, etc.
2 years 3 years 5 years GC §34090
City Attorney CA-006 Lawsuits / Litigation
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5
City Attorney
City Clerk
CA-007
CC-042
Subpoenas / Discovery Requests / Personal
Appearance / Duces Tecum 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
115
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-001
Agenda Packets / Staff Reports - IMAGED (1999 &
After): City Council, Redevelopment / Successor
Agency, Public Utilities Corporation
2 years P P GC §34090 et seq.
City Clerk CC-002
Agenda Packets / Staff Reports - NOT IMAGED
(Prior to 1999): City Council, Redevelopment /
Successor Agency, Public Utilities Corporation
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
City Clerk CC-003
Agreements & Contracts: ALL
Agreement or Contract includes all contractual
obligations (e.g. Amendments, Scope of Work ,
Exchange Orders, or Successful Proposal)
4 years P P CCP §§337, 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48 CFR 4.703
City Clerk CC-004 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Land Records; GC §34090
City Clerk CC-005 Annual Commission / Committee Notice of
Vacancies per Maddy Act 2 years 2 years 2 CCR 18705.5; 2 CCR 18702.5; GC §34090
City Clerk CC-006 Applications for Boards, Commissions or
Committees - Successful
Term of
Office +
2 years
Term of
Office +
2 years
GC §34090
City Clerk CC-007 Applications for Boards, Commissions or
Committees - Unsuccessful 2 years 2 years GC §34090
City Clerk CC-008 Bid Packets / Unsuccessful Bids or Proposals 2 years 2 years GC §34090
City
Attorney CC-009 Claim Forms
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Copies (The City Attorney is the Office of Record); GC
§34090.7
City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms -
Statement of Economic Interests): ALL 7 years 7 years GC §81009(e),(f), & (g); 2 CCR 18615(d)
City Clerk CC-011 Employee Bonds / Fidelity Bonds
When No
Longer
Required
P P GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
116
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 4 years 7 4 years Must post on website; FPPC Regulation 18734(c); 2 CCR
18944(c)(3)(G)
City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions
Agency Report)7 years 7 years Should post on website for 4 years; FPPC Regulation
18734(c); GC §81009(e)
City Clerk CC-044 FPPC Form 803 (Behested Payment Report)P P FPPC Regulation 18734(c); GC §81009e
City Clerk CC-045 FPPC Form 804 (Agency Report of New Positions)P P FPPC Regulation 18734(c); GC §81009e
City Clerk CC-046 FPPC Form 805 (Agency Report of Consultants)7 years 7 years GC §34090; FPPC Regulation 18734(c); GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official
Appointments)7 2 years 7 2 years Must post on website; 2 CCR 18702.5(b)(3); GC §34090;
GC §81009(e)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
117
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ELECTIONS - CONSOLIDATED
City Clerk CC-015 Prop. 218 Fees & Charges: Ballots and/or protest
letters 2 years 2 years GC §53753(e)(2)
City Clerk CC-016 Prop. 218 Fees & Charges: Master Mailing List /
Certifications 2 years 2 years GC §34090
City Clerk CC-017 Prop. 218 Fees & Charges: Undeliverable Mail 3 months 3 months Transitory / Non-record; GC §34090 et seq.
City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms):
SUCCESSFUL CANDIDATES (Elected Officials)7 years P P Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms):
UNSUCCESSFUL CANDIDATES 7 years P P 7 years Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL WITH
CITY CLERK (copies)
7 years P P 7 years Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years P P 7 years Paper must be retained for at least 2 years; GC
§81009(c)(g)
City Clerk CC-022 Candidate File: Nomination Papers, Candidate
Statements, etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Term of
Office +
4 years
EC §17100
City Clerk CC-023 Candidate File: Nomination Papers, Candidate
Statements, etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Election + 4
years EC §17100
City Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence, Precinct
Maps, County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Applications for Vacancies on the Council, etc.)
2 years 2 years GC §34090
City Clerk CC-025
Elections - HISTORICAL (Sample ballot, copies of
resolutions, final results, Certificate of Election, Oath
of Office))
2 years P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
118
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-026 Elections - Petitions (Initiative, Recall or
Referendum)
Results, or
Final
Examination
if No Election
+ 8 mo.
Results, or
Final
Examination
if No Election
+ 8 mo.
The 8 month retention applies after election results, or
final examination if no election, unless there is a legal or
FPPC proceeding. EC §§17200, 17400
(End of Elections Section)
City Clerk CC-027 Ethics Training - Certificates 5 years 5 years GC §§34090, 53235.2(b)
City Clerk CC-028
Historical Records & Historical Projects (e.g.
Incorporation, City Seal, Awards of significant
historical interest, etc.)
5 years P P City Clerk determines historical significance; records can
address a variety of subjects and media; GC §34090
City Clerk CC-029 Insurance Certificates - ALL P P CCP §337 et. seq., GC §34090
City Clerk CC-030
List of City Council Members and Mayors / Historical
List of Council Members and Board & Commission
Members
P P GC §34090
City Clerk CC-031 Minutes - All Boards & Commissions and
Committees, excluding Ad-Hoc 2 years P P GC §34090
City Clerk CC-032 Minutes - City Council, Redevelopment / Successor
Agency, Public Utilities Corporation 2 years P P GC §34090
City Clerk CC-033 Municipal Code and History File 2 years P P GC §34090
City Clerk CC-034 Oaths of Office - Council, Board and Commission
Members 14 years 14 years GC §§36507, 34090; PC §§801.5, 803(c); 29 USC
1113
City Clerk CC-047 Off-Site Records Transmittal Sheets
After Records
Are No
Longer at Off-
Site Storage
After Records
Are No
Longer at Off-
Site Storage
Department preference; GC §34090 et. seq.
City Clerk CC-035 Ordinances (City Council)2 years P P GC §34090 et. seq.
City Clerk CC-036 Proof of Publication / Public Notices / Certificate of
Posting (includes agendas)2 years 2 years GC §34090
City Clerk CC-037
Real Property - Records that Affect the Title to Real
Property (Abandonments, Deeds, Easements, Liens,
Vacations, etc.)
2 years P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
119
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-038 Records Destruction Lists / Certificates of Records
Destruction P P GC §34090 et. seq.
City Clerk CC-039 Records Retention Schedules / Amendments to
Records Retention Schedules P P GC §34090 et. seq.
City Clerk CC-040 Request for Public Records 2 years 2 years City Clerk Employees are not required to retain the
records produced, only the request; GC §34090
City Clerk CC-041 Resolutions - City Council, Redevelopment /
Successor Agency, Public Utilities Corporation 2 years P P GC §34090 et. seq.
City
Attorney
City Clerk
CC-042 Subpoenas / Discovery Requests / Personal
Appearance / Duces Tecum
Copies -
When No
Longer
Required
2 years
Copies -
When No
Longer
Required
2 years
GC §34090.7
City Clerk CC-043 Uniform Building Codes / California Building Codes Superseded
P
Superseded
P GC §50022.6
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
120
Ver. 10.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER / ADMINISTRATION
City
Manager CM-001 City Council Correspondence / Mayor's
Correspondence / City Manager Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager CM-002
Confidential Employee Recruitment Contracts /
Applications
(e.g. City Manager, City Attorney)
3 years 3 years 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), GC §§12946, 34090 2 CCR 11013
City
Manager CM-003 Grand Jury Reports & Responses 5 years 5 years GC §34090
City
Manager CM-004 Newsletters to the City Council (Items of Interest)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Lead Dept.
CM-005
Projects, Programs, Events, Subject & Issues
(Issues and/or projects will vary over time - e.g.
Hotels, Developments, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
121
Ver. 10.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Econ. Dev.
CM-006 Census, Demographics
When No
Longer
Required
When No
Longer
Required
GC §34090 et seq.
City
Manager /
Econ. Dev.
CM-007 Department of Finance Schedule of Obligations:
Approvals, Denials, Meet & Confer, etc.10 years 10 years GC §34090
City
Manager /
Econ. Dev.
CM-008 Economic Development Projects (Projects will vary
over time - e.g. Proposed Hotels, etc.)
Minimum 2
years
Minimum 2
years GC §34090
City
Manager /
Econ. Dev.
CM-009
Redevelopment / Successor Agency Project Files &
Project Plans (Includes Environmental
Assessments)
Project
Completion
+ 5 years
P P GC §34090
City
Manager /
Econ. Dev.
CM-010 Redevelopment Plans (Historical)
Project
Completion
+ 5 years
P P GC §34090
City
Manager /
Econ. Dev.
CM-011 Relocation Files Where Redevelopment was the
Lead
Settle + 1
year
Settle + 4
years
Settle + 5
years GC §§ 945, 34090, 34090.6; PC §832.5
ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
122
Ver. 10.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC AFFAIRS / CITY CHANNEL / CABLE TV / PIO
City
Manager /
Public
Affairs
CM-012 Cable TV Complaints 2 years 2 years GC §34090
City
Manager /
Public
Affairs
CM-013 Cable TV Franchise Administration / PACT
Administration
Completion
+ 5 years
Completion
+ 5 years GC §34090
City
Manager /
Public
Affairs
CM-014 Cable TV Programming, Production & Scheduling 2 years 2 years GC §34090
City
Manager /
Public
Affairs
CM-015 Videos: Historical and Community Events 90 days P P GC §34090
City
Manager /
Public
Affairs
CM-016 Community Outreach
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Public
Affairs
CM-017 Emergency Preparedness Plans Superseded
+ 2 years
Superseded
+ 2 years GC §34090
City
Manager /
Public
Affairs
CM-018 Newsletters to the Public (The Scene)P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
123
Ver. 10.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Public
Affairs
CM-019 Proclamations / Commendations / Memoriums /
Recognitions, etc.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Public
Affairs
CM-020 Speech Notes / PowerPoint Presentations
When No
Longer
Required
When No
Longer
Required
GC §34090 et seq.
City
Manager /
Public
Affairs
CM-021
Video Recordings of City Council Meetings,
Planning Commission Meetings, Parks & Recreation
Commission Meetings, or other public meetings
25 years 25 years GC §§34090.7, 34090
SUSTAINABILITY
City
Manager /
Sustain-
ability
CM-022 City Energy Bill Analysis (Consumption Analysis)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Sustain-
ability
CM-023 Climate / Green House Inventory
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Sustain-
ability
CM-024
Sustainability Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
124
Ver. 10.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Sustain-
ability
CM-025
Sustainability Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Department preference; GC §34090
City
Manager /
Sustain-
ability
CM-026
Sustainability Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CM-027
Sustainability Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
125
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING
Comm.
Develop. /
Building
CD-001 Building Permit Database (includes reports)Indefinite Indefinite GC §34090, H&S §19850
Comm.
Develop. /
Building
CD-002 Complaints (Written)2 years 2 years GC §34090
Comm.
Develop. /
Building
CD-003
Construction Notices / Inspection Notices
(correction notices, compliance orders, stop work notices,
etc.)
2 years 2 years GC §34090
City Clerk CD-004 Cupertino’s currently adopted model code as amended
(California Building Codes / Uniform Building Codes)
Until
Superseded
Dept. to
retain copies
Until
Superseded
Previously adopted codes are maintained
permanently by the City Clerk, who is the Office of
Record; GC §34090.7
Comm.
Develop. /
Building
CD-005
Multi-Family Dwellings, Commercial and Industrial Buildings.
Building Plans, Permits and Supporting Documents (including
project that are expired or withdrawn)
Supporting Documents include: Applications, Fee Estimator,
Contractor / Subcontractor list, Owner Builder form, Soils /
Geotechnical Reports, Structural Calculations, Special Inspection
Reports, Specifications, Accessibility Hardship form, Alternate
Materials & Methods form, Energy Compliance forms,
Certificate of Occupancy, Green Bldg Checklist, & Hazardous
Materials Questionnaire, Landscape Water Efficiency Checklist,
Permit cancellation letters, PG&E / Gas / Electric Abandonment,
Removal Letter (Building Demo)
P P GC §34090
Comm.
Develop. /
Building
CD-006 New Address Assignments; Change of Addresses P P GC §34090, H&S §19850
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
126
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Building
CD-007
Plan Check Comments, Outside Agency Reports,
Correspondence, Checklists, Temporary Certificate of
Occupancy, etc.
Keep Until
Permit is
Finalled
Keep Until
Permit is
Finalled
Preliminary Drafts; GC §34090
Comm.
Develop. /
Building
CD-008 Public Records Requests / Requests & Permissions to
Receive Copies of Plans 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Building
CD-009
Single Family Dwelling and Duplexes.
Issued Building Plans, Permits and Supporting Documents
(including project that are expired or withdrawn)
Supporting Documents include: Applications, Fee Estimator,
Contractor / Subcontractor list, Owner Builder form, Soils /
Geotechnical Reports, Structural Calculations, Special Inspection
Reports, Specifications, Accessibility Hardship form, Alternate
Materials & Methods form, Energy Compliance forms,
Certificate of Occupancy, Green Bldg Checklist, Landscape Water
Efficiency Checklist, Permit cancellation letters, PG&E / Gas /
Electric Abandonment, Removal Letter (Building Demo)
P P CBC 104.7, & 107.5, H&S§19850, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
127
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CODE ENFORCEMENT
Comm.
Develop. /
Code
Enforce.
CD-010 Abandoned Vehicles 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-011 Alarm Records / False Alarms 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-012 Appeals - Administrative Citations
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-013 Appeals - Parking Citations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-014 Citations (Parking, Traffic, or Criminal)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-015
Code Enforcement Case Files / Abatement Case Files /
Administrative Citations (Includes appeals and Code
Enforcement Complaint Letters, Complaints, Correction
notices, Orders, etc.)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
CFC §104.3.4, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
128
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Code
Enforce.
CD-016 Crime Reports (Misdemeanor or Infractions)2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-017 Liens P P GC §34090(a)
Comm.
Develop. /
Code
Enforce.
CD-018 Permits: Massage Solicitor, Handbill, Taxi Expiration +
2 years
Expiration + 2
years GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
129
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HOUSING
Comm.
Develop. /
Housing
CD-019
Housing Commission
AGENDAS, AGENDA PACKETS (Imaged, 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Housing
CD-049
Housing Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Housing
CD-020
Housing Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-021
Housing Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Housing
CD-022
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, Community
Housing Development Organizations, CDBG & HOME
WITH a Recapture / Resale Restriction
Deeds and Title Insurance are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
24 CFR 85.42, 92.508(a)(c)(2) & 570.502(b), 29
CFR 97.42, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
130
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Housing
CD-023
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, Community
Housing Development Organizations, CDBG & HOME
WITHOUT a Recapture / Resale Restriction
Deeds and Title Insurance are sent to City Clerk
Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
24 CFR 85.42, 92.508(a)(c), & 570.502, 29 CFR
97.42
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
131
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PLANNING
Comm.
Develop. /
Planning
CD-024
Administrative Hearings
AGENDAS, AGENDA PACKETS (Imaged, 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-051
Administrative Hearings
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-025
Administrative Hearings
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-026
Administrative Hearings
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning &
City Clerk
CD-027 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Land Records; GC §34090
Comm.
Develop. /
Planning
CD-028
Design Review Committee Commission
AGENDAS, AGENDA PACKETS (Imaged, 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-052
Design Review Committee
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
132
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-029
Design Review Committee Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-030
Design Review Committee Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-031
Environmental Determinations: Environmental Impact
Reports (EIRs), Negative Declarations, etc. )
Inside City boundaries
P P 14 CCR §15095(c); GC §34090
Comm.
Develop. /
Planning
CD-032
Environmental Determinations: Environmental Impact
Reports (EIRs), Negative Declarations, etc. )
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Non-records
Comm.
Develop. /
Planning
CD-033
Environmental Review Committee Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-053
Environmental Review Committee
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-034
Environmental Review Committee Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
133
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CD-035
Environmental Review Committee Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-054
Fine Arts Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-055
Fine Arts Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-056
Fine Arts Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-057
Fine Arts Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-036 General Plan, Elements and Amendments P P GC §34090
Comm.
Develop. /
Planning
CD-037 Master Plans, Specific Plans, Bikeway Plans, etc.P P GC §34090
Comm.
Develop. /
Planning
CD-038
Planning Commission
AGENDAS, AGENDA PACKETS (Imaged 2002 & After)
P P Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
134
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-059
Planning Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2002)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-039
Planning Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-040
Planning Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-041
Planning Commission
RESOLUTIONS
P P GC §34090
Comm.
Develop. /
Planning
CD-042
Planning Project Files - Approved & Unapproved
Temporary Entitlements:
Christmas Tree Lots, Banner, Garage Sales, Pumpkin
Lots, Temporary Signs, etc.
2 years 2 years GC§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
135
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-043
Planning Project Files - Permanent Entitlements (ALL)
(Includes Associated CEQA Noticing, Conditions of
Approval, Consultant's Reports, Public Noticing,
Environmental Determinations, Staff Reports, Plans &
Maps, arborist, architecture, geologic, noise, soils, traffic,
and all other uniquely dated environmental and technical
reports and studies; incomplete and complete letters;
project approval and conditions of approval letters; and
any other documents that project planner deems critical.)
Examples: Conditional Use Permits (CUPs), Design Review, Lot
Line Adjustments, Parcel Maps, Planned Unit Developments
(PUD), Site Plans, Tentative Subdivisions, Variances, Zone
Changes, etc.
3 years P P 14 CCR §15095(c); GC§§34090, 34090.7
Comm.
Develop. /
Planning
CD-044 Project Log Index / Spreadsheet / Binders of Historic
Actions P P GC§34090
Comm.
Develop. /
Planning
CD-045
Special Studies (authored by the City, not related to a
particular subject. e.g. Noise / traffic in the Downtown
Corridor, etc.)
P P GC§34090
Comm.
Develop. /
Planning
CD-046 Tree Removal Permits 3 years P P GC§34090
Comm.
Develop. /
Planning
CD-047 Zoning Maps P P
Department Preference; City Clerk Maintains
originals of all documents that were presented to
Council; GC §34090.7
City Clerk CD-048 Zoning Ordinance Amendments, Reclassifications / Zone
Change 3 years P P Department Preference (copies); GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
136
Ver. 14.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / ADMINISTRATION
Finance /
Admin.FN-001
Assessment Districts / Community Facilities Districts,
and similar documents - Financial Records / Assessor
Roll
2 years 3 years 5 years GC §34090
Finance /
Admin.FN-035
Audit Committee
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §34090
Finance /
Admin.FN-036
Audit Committee
AGENDAS, AGENDA PACKETS (NOT Imaged, prior
to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Finance /
Admin.FN-037
Audit Committee
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk FN-038
Audit Committee
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Finance /
Admin.FN-002 Audit Reports / CAFR - Comprehensive Annual Financial
Reports and related Audit Opinions 5 years P P GC §34090.7
Finance /
Admin.FN-003 Audit Work Papers 5 years 5 years GC §34090
Finance /
Admin.FN-004 Budgets - Adopted / Final 5 years P P GC §34090, 40802, 53901
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
137
Ver. 14.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Admin.FN-005 Budgets - Preliminary, Backup Documents
When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §34090
Finance /
Admin.FN-006 Single Audits / Transportation Audits / PERS Audit, et.2 years 3 years 5 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
138
Ver. 14.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-007 1099's, 1096's Issued / W-9s 5 years 5 years R&T §19530, GC §34090
Finance /
General
Accounting
FN-008
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense Reimbursements,
Warrant Request, and similar documents)
2 years 3 years 5 years GC §34090
Finance /
General
Accounting
FN-009 FEMA Reimbursement Claims 2 years 8 years 10 years GC §34090
Finance /
General
Accounting
FN-010 Bank Statements, Trustee Statements, and similar
documents 2 years 3 years 5 years GC §34090, 26 CFR 31.6001-1
Finance /
General
Accounting
FN-011
Bond Official Statements / Transcripts / Certificates of
Participations (COPs) See Bank Statements for
statement retention.
Fully
Defeased +
10 years
Fully
Defeased +
10 years
CCP §§336a(1) & (2), 337.5(a); 26 CFR 1.6001-1(e):
GC §43900 et seq.
Finance /
General
Accounting
FN-012 Checks / Warrant Register Report (issued)2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-013 Checks / Warrants (Cashed)2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Meets municipal government auditing standards;
CCP §§340, 1519; GC §34090
Finance /
General
Accounting
FN-015 Financial Services Database Indefinite Indefinite Data Fields / Records are interrelated; GC §34090
Finance /
General
Accounting
FN-016 Fixed Assets - Annual Listing (Source Documents)5 years 5 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
139
Ver. 14.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FN-017 Investment Reports / Treasurer's Reports (Report and
Backup)5 years 5 years GC §34090
Finance /
General
Accounting
FN-018
Investments / Arbitrage / Certificate of Deposit /
Investment Bonds (Receipts / Advisor Reports and
Statements / Trade Tickets / LAIF (Local Agency
Investment Fund))
5 years 5 years GC§§ 34090, 43900
Finance /
General
Accounting
FN-019 Journal Entries / Journal Vouchers 2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-020
Reports, Subsidiary Ledgers, Reconciliations,
Transaction Histories, Balance Sheets, Revenue &
Expenditure Reports, and similar documents (MONTHLY
OR PERIODIC)
When No
Longer
Required
When No
Longer
Required
GC §34090
Finance /
General
Accounting
FN-021
Reports: Annual State or Federal: State Controller's
Report, Street Report, Local Government Compensation
Report, and similar documents
5 years 5 years Department Preference; Meets auditing standards;
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
140
Ver. 14.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / PAYROLL
Finance /
Payroll FN-022 CalPERS Reports 2 years 3 years 5 years GC §34090
Finance /
Payroll FN-023 DE-6, 941 & DE-166 Forms - Quarterly Payroll Tax
Returns / OASDI 2 years 3 years 5 years 26 CFR IRS Reg §31.6001-1(e)(2), R&T §19530; 29
CFR 516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FN-024 Deferred Compensation (City Statements)2 years 3 years 5 years GC §34090, 26 CFR 31.6001.1
Human
Resources FN-025 Payroll Employee Files (by employee name, includes W-
4s, deductions, garnishments, and similar documents)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Human Resources retains originals; GC §34090.7
Finance /
Payroll FN-026 Payroll Registers 2 years 3 years 5 years GC §34090
Finance /
Payroll FN-027 Time Sheets / Time Cards 2 years 3 years 5 years 26 CFR IRS Reg §31.6001-1(e)(2), R&T §19530; LC
§ 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090
Finance /
Payroll FN-028 W-2 Reports 2 years 3 years 5 years 26 CFR IRS Reg §31.6001-1(e)(2), R&T §19530;
29CFR 516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FN-029 W-2's 2 years P P 26 CFR IRS Reg §31.6001-1(e)(2), R&T §19530;
29CFR 516.5 - 516.6, 29USC 436, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
141
Ver. 14.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Revenue FN-030
Accounts Receivable - General - Business License
Applications & Registrations and Renewal Responses,
Transient Occupancy Tax (TOT), Parking Meters,
Invoices to Outside Entities, Franchise Income, and
similar documents
2 years 3 years 5 years GC §34090
Finance /
Revenue FN-031 Business License Renewal Notices, Payment Stubs
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §34090 et seq.
Finance /
Revenue FN-032 Business License Closure Letter / Confirmations Not
Doing Business in City 2 years 2 years GC §34090 et seq.
Finance /
Revenue FN-033 Accounts Receivable - Leases / Rent / Property
Management 2 years 3 years 5 years
Statewide guidelines propose audit + 4 years;
Published articles show 3 - 7 years; Meets municipal
government auditing standards; GC §34090
Finance /
Revenue FN-034 Daily Cash Receipts / Cashier Receipts 2 years 3 years 5 years GC §34090 et seq.
FINANCE / REVENUE / ACCOUNTS RECEIVABLE
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
142
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-023 1095-C (Employer-Provided Health Insurance Offer and
Coverage)5 years 5 years 26 CFR 31.6001-1(e)(2); GC §34090
Human
Resources HR-001 Accident Reports (Potential Claims - Accidents to
members of the public)2 years 2 years GC §34090
Human
Resources HR-002 Classification / Reorganization Studies (for employee
classifications and department structures)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §§12946, 34090
Human
Resources HR-003 Classification Specifications / Job Descriptions
When No
Longer
Required -
Minimum 6
years
When No
Longer
Required -
Minimum 6
years
GC §§12946, 34090; 29 USC 1113
Human
Resources HR-004 Compensation Surveys & Studies
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §§12946, 34090
Human
Resources HR-005
Confidential Invoice Backup (not sent to Finance)
Benefit backup, legal invoices, etc.
2 years 3 years 5 years GC §34090
Human
Resources HR-006 Department of Fair Employment & Housing (DFEH or
EEOC) Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
2 CCR 7287.0; 2 CCR 11013(c);GC §§12946, 34090
Human
Resources HR-007 DMV Pull Notices
Until
Superseded
or Separated
Until
Superseded
or Separated
GC §34090
Human
Resources HR-008 Drug & Alcohol Test Results (All - Positives and
Negatives)5 years 5 years GC §§12946, 34090, 49 CFR 655.71 et seq.; 49
CFR 382.401 et seq.; 29 CFR 1627.3(b)(1)(v),
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
143
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-009 EEO-4 Reports and records required to generate EEO-4
report (Self-Identification Form, etc.)3 years 3 years 29 CFR 1602.30
Human
Resources HR-010 Grievances, Investigations, and Informal Complaints Separation +
6 years
Separation +
6 years
29 CFR 1602.31 & 1627.3(b)(1); GC §§12946,
12960, 34090
Human
Resources HR-011 I-9s Separation +
3 years
Separation +
3 years GC §§12946, 34090
Human
Resources HR-012 Insurance Policies: General Liability, Property, etc.
When No
Longer
Required
P P GC §34090
Human
Resources HR-013
Labor Relations Files
(Negotiation Notes, Correspondence, Interpretation of
MOU Provisions, Documentation, etc.)
10 years 10 years GC §34090
Human
Resources HR-014 OSHA Inspections & Citations, Log 200 and Log 300,
301, 301A, etc.2 years 3 years 5 years
OSHA requires 5 years;8 CCR §3203(b)(1), 29 CFR
1904.33, OMB 1220-0029, 8 CCR 14300.33; GC
§34090; LC §6429c
Human
Resources HR-015 Livescan Applications 2 years 2 years GC §34090
Human
Resources HR-016 Livescan Clearance Sheets Upon
Separation
Upon
Separation GC §34090
Human
Resources HR-017 Personnel Files - Employees Separation +
1 year P P 29 CFR 1602.14; 29 CFR 1602.31 & 1627.3(b)(ii),
GC §§12946, 34090; 29 USC 1113
Human
Resources HR-018
Personnel Files - Medical File (all employees)
Includes Pre-employment physicals, Respirator Fit Tests, etc.
Separation +
1 year P P GC §§12946, 34090
Human
Resources HR-019
Recruitment and Testing File
(Includes Unsuccessful Applications, Interview Notes,
Advertisements, Job Brochures, Test Data, Testing Analysis &
statistical Metric, Job Analysis, Rating Sheets, Scantrons,
Rater's Profile & Confidentiality Agreement, Flowchart, Eligible
Lists, etc.)
5 3 years 5 3 years
Department preference; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 2 CCR
11013(c); GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
144
Ver. 13.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-020 Safety Committee Agendas 2 years 3 years 5 years GC §§12946, 34090, 53235.2(b)
Human
Resources HR-021 Studies & Surveys Conducted on Behalf of the City
(Sick Leave, Attrition, Benefits, etc.)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §34090
Human
Resources
or Rec. &
Community
Services
Lead Dept.
HR-024
CW-032
Volunteer / Unpaid Intern Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii),
GC §§12946, 34090
Human
Resources
or Rec. &
Community
Services
Lead Dept.
HR-025
CW-033
Volunteer / Unpaid Intern Applications & Agreements -
Unsuccessful or Pending Applicants 3 years 3 years GC §§12946, 34090
Human
Resources HR-022
Workers' Compensation / Employee Accident Reports
Includes all Accident, Incident, or Injury Reports and
associated MSDS, Refusal of Medical Treatment of an
Industrial Accident
Until Closed P P 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2;
GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
145
Ver. 11.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: INNOVATION & INFORMATION TECHNOLOGY Page IT-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Innovation
&
Information
Technology
IT-001 Backups (Disk to Disk) Tapes - Daily
When No
Longer
Required
When No
Longer
Required
Used for Disaster Recovery Purposes Only; GC
§34090 et seq.
Innovation
&
Information
Technology
IT-002 Backups (Disk to Disk) Tapes - Weekly / Monthly
(Documents - 12 months, email - 3 days)
When No
Longer
Required
When No
Longer
Required
Used for Disaster Recovery Purposes Only; GC
§34090 et seq.
Innovation
&
Information
Technology
IT-003 Inventory, Information Systems
When No
Longer
Required
When No
Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.
Innovation
&
Information
Technology
IT-004 Network Configuration Maps & Plans
When No
Longer
Required
When No
Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.
Innovation
&
Technology
IT-005
Technology, Information, and Communications
Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 & After)
P P Department preference; GC §34090
Innovation
&
Technology
IT-006
Technology, Information, and Communications
Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Innovation
&
Technology
IT-007
Technology, Information, and Communications
Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
146
Ver. 11.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: INNOVATION & INFORMATION TECHNOLOGY Page IT-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk IT-008
Technology, Information, and Communications
Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Innovation
&
Technology
IT-009
UNALTERABLE MEDIA / WORM / DVD-r / CD-r / Blue
Ray-R or other Unalterable Media that does not permit
additions, deletions, or changes
P P
For legal compliance for Trustworthy Electronic
Records (when the electronic record serves as the
official record); GC §34090 et seq., 12168.7, EVC
1550, 2 CCR 22620 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
147
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENGINEERING
Public Works
/ Engineering PW-001 Abandonments / Vacations (Streets) P P GC §34090
Public Works
/ Engineering PW-002 Aerial Maps / Photographs - Analog or Digital &
Index to Aerials P P GC §34090
Public Works
/ Engineering PW-003
Assessment Districts / Community Facilities
Districts / Maintenance Districts / Landscape &
Lighting / Street Improvement District Projects /
Underground Utility Districts
(FORMATION, BOUNDARIES, ENGINEERS
REPORTS, MAPS)
P P GC §34090
Public Works
/ Engineering PW-004 Benchmarks, Center Line Ties, Survey Books P P GC §34090
Public Works
/ Engineering PW-005
Bicycle Pedestrian Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P
When No
Longer
Required -
Minimum 2
years
P
When No
Longer
Required -
Minimum 2
years
Department preference; GC §§34090.7, 54960.1(c)(1)
Public Works
/ Engineering PW-070
Bicycle Pedestrian Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Public Works
/ Engineering PW-006
Bicycle Pedestrian Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
(Audio recordings are not required to be made); GC
§54953.5(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
148
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk PW-007 Bicycle Pedestrian Commission
MINUTES & BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Public Works
/ Engineering PW-008 Block Party Permits 2 years 2 years GC §34090 et seq.
Public Works
/ Engineering PW-009 Bonds: Construction Bonds / Subdivision Bonds
Release of
Bond /
Security
Release of
Bond /
Security
Securities (Performance Bonds, Letters of Credit, CD's,
etc.) are released after the Notice of Completion is issued
and released according to the bond release schedule,
which is fully released 1 year after the Notice of
Completion date; GC §34090
Public Works
/ Engineering PW-010
Capital Improvement Projects (CIP):
Administration File
Budget, Bid Set and Conform Set of Drawings, Estimates,
Advertisement / Notice Inviting Bids / Bid Results, Project
Administration, Certified Payrolls, Correspondence /
Notices, Council or Commission Staff Reports & Minutes,
Preliminary Notices / Stop Notices, Presentations,
Progress Payments, Project Schedules, Meeting Notes,
Progress meetings, Public Information Real Estate
Appraisals, Bond Release Letters, etc.
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
GC §34090
Public Works
/ Engineering PW-011
Capital Improvement Projects (CIP): Permanent
File
Plans, Specifications & Addenda, Agreement / Contract,
Successful Proposal, Change Orders, Construction
Manager's Logs, Daily Inspections, Easements,
Environmental / EIRs, Negative Declarations, Categorical
Exemptions, Field Authorizations, Materials Testing
Reports, Grading Permits, Insurance Certificates,
Hazardous Materials Plans, Notice of Completion, Photos,
Real Property Acquisitions, RFIs & Responses, Soils
Reports, Studies, Submittals, Surveys, etc.
Upon
Completion P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
149
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.PW-012 Capital Improvement Projects (CIP): Unsuccessful
Proposals 2 years 2 years GC §34090
Lead Dept.PW-013 Correspondence - Regulatory Agencies
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
GC §34090
City Clerk &
Public Works
/ Engineering PW-014 Deeds, Easements P P Finals are maintained by City Clerk; GC §34090 et seq.
Public Works
/ Engineering PW-015 Design & Construction Standards P P GC §34090
Public Works
/ Engineering PW-016
Drawings, Maps, Plans and Record Drawings, Large-
Format Drawings, Survey Record Maps, Capital
Improvement Project "As-Builts"
FINALS
P P Drafts should be destroyed; GC §34090, 34090.7
Public Works
/ Engineering PW-017 Encroachment Permits - Permanent
Encroachments P P Department file may include correspondence; GC §34090
et seq.
Public Works
/ Engineering PW-018
Encroachment Permits - Public Right of Way,
Street Permits, Temporary Construction, Traffic
Control, Utility Cuts etc.
P
When No
Longer
Required -
Minimum 2
years
P
When No
Longer
Required -
Minimum 2
years
If work performed is subject to a warranty, Minimum 2
years after expiration of the warranty; GC §34090
Public Works
/ Engineering PW-019
Engineering Studies / Surveys - Preliminary Studies
/ Project Assessments (Not Acquired or
Developed)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
150
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-020 Engineering Studies / Surveys (City Built Projects)P P GC §34090
Public Works
/ Engineering PW-021 Geotechnical and Soils Reports; Hydrology Reports
(Authored or Purchased by the City)P P GC §34090
Public Works
/ Engineering PW-022 Grading Permits & Plans P P GC §34090
Comm.
Develop. /
Building
PW-023 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §34090 et seq.
Public Works
/ Engineering PW-024
Private Development Projects / Job Files:
Administration File
Correspondence, Project Schedules, etc.
Examples of types of Private Development Projects:
CUPs, Lot Line Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots, Subdivisions,
Tracts,. TPMs, TSMs
Upon
Completion 10 years Completion +
10 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
151
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-025
Private Development Projects / Job Files:
Permanent Files
Construction Inspections, Dedications, Drainage,
Driveway, Easements, Encroachments, Final Reports,
Grading Plans, Photos, Private Lab Verifications,
Rights of Way, Stormwater, Testing Lab Verifications,
etc.
Examples of types of Private Development Projects:
CUPs, Lot Line Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,
TPMs, TSMs
Upon
Completion P P GC §34090
Public Works
/ Engineering PW-026
Project-related Petitions (submitted to Council
related to a proposed project ). Examples: parking
requests, traffic calming requests, etc.
2 years 2 years
May be sent to Public Works or other departments,
depending upon the subject of the petition; For Initiative,
Recall or Referendum petitions, see the City Clerk
schedule GC §34090
Public Works
/ Engineering PW-027
Public Safety Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P
When No
Longer
Required -
Minimum 2
years
P
When No
Longer
Required -
Minimum 2
years
Department preference; GC §§34090.7, 54960.1(c)(1)
Public Works
/ Engineering PW-071
Public Safety Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
152
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-028
Public Safety Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
(Audio recordings are not required to be made); GC
§54953.5(b)
City Clerk PW-029 Public Safety Commission
MINUTES & BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
City Clerk &
Public Works
/ Engineering PW-030 Real Property Acquisitions / Sale P P Final agreements are maintained by City Clerk; GC
§34090 et seq.
Public
Works /
Engineering PW-031 Rights of Ways, Covenants, Liens P P Finals are maintained by City Clerk; Department file may
include correspondence; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
153
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENVIRONMENTAL SERVICES
Public Works
/ Environ.
Services
PW-032
Environmental Services / Solid Waste / AB 939
Compliance; Reports to California integrated Waste
Management Board, Tonnage Reports, etc.
10 years 10 years GC §34090
Public Works
/ Environ.
Services
PW-067 HHW Program Uniform Hazardous Waste Manifests
/ Recycling / Disposal Records 3 years 3 years 14 CCR 18813.4; 22 CCR 66262.40 et seq.; GC §34090
Public Works
/ Environ.
Services
PW-033 NPDES Monitoring and Inspections - Stormwater
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
40 CFR §§122.21, 122.41; CCP §337 et seq.
Public Works
/ Environ.
Services
PW-034 NPDES Permits - Stormwater
Permit
Superseded +
3 years
Permit
Superseded +
3 years
40 CFR §§122.21, 122.41; CCP §337 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
154
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / TRAFFIC ENGINEERING
Public Works
/ Engineering PW-068 Oversized Load Transportation Permits 2 years 2 years GC §34090
Public Works
/ Engineering PW-035 Projects - Studies - Transportation
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
GC §34090
Public Works
/ Engineering PW-036 Traffic Complaints
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Public Works
/ Engineering PW-037 Traffic Signal Cabinet Prints
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course of
business; GC §34090
Public Works
/ Engineering PW-038 Traffic Signal Inventory / Timing
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course of
business; GC §34090
Public Works
/ Engineering PW-039 Traffic Signals (locations, inspections, pole &
structure maintenance)P P Drafts should be destroyed; GC §34090
Public Works
/ Engineering PW-040 Traffic Speed Surveys Until
Superseded Until
Superseded
GC §34090
Public Works
/ Engineering PW-041
Traffic Studies (Speed & Volume Counts, Turning
Movements) Traffic Studies / Traffic Counts / Traffic
Calming Requests
When No
Longer
Required -
Minimum 15
2 years
When No
Longer
Required -
Minimum 15
2 years
Department preference; Drafts should be destroyed; GC
§34090
Public Works
/ Engineering PW-042 Transportation Master Plans / Traffic Master Plans P P Department preference; Drafts should be destroyed; GC
§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
155
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-043 Videos - Traffic / Intersections
When No
Longer
Required
When No
Longer
Required
Does not record regular, ongoing operations of the City;
Preliminary drafts not retained in the ordinary course of
business; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
156
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / OPERATIONS
Public Works
/ Operations PW-044 Alternative Fuel Vehicles Surveys (CNG, etc.)2 years 2 years GC §34090
Public Works
/ Operations PW-045 AQMD Permits (Generators, etc.)5 Current + 2
years
5 Current + 2
years 40 CFR 70.6; GC §34090
Public Works
/ Operations PW-046 Confined Space Entries 3 years 3 years 8 CCR §5158
Lead Dept.PW-047 Correspondence - Regulatory Agencies
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
GC §34090
Public Works
/ Operations PW-048 Daily Worksheets / Daily Logs (document tree
trimming, sidewalk repair, etc.)10 years 10 years GC §34090
Public Works
/ Operations
& Fire
PW-049 Fuel and Gas Usage (Fuel Master)5 years 5 years GC §34090
Public Works
/ Operations PW-050 Generator Operation Logs (for Fixed / Stationary
generators) / Inspections 3 years 3 years AQMD Rule 1470; GC §34090
Public Works
/ Operations PW-069 Generator Operation Logs (for Portable /
Emergency Generators) / Inspections 5 years 5 years AQMD Rule 1470; Form 400–E–13a instructions, GC
§34090
Public Works
/ Operations PW-051 Hazardous Waste Manifests / Certificates of
Disposal 5 years P P
Department preference (City has "cradle to grave"
liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR
66262.40; GC §34090
Public Works
/ Operations PW-052 Operations & Maintenance Manuals (O&M Manuals)
Life of Facility
or Equipment -
Minimum 2
years
Life of Facility
or Equipment -
Minimum 2
years
GC §34090
Public Works
/ Operations PW-053 Pesticide Application Records 2 years 2 years GC §26202; 3 CCR 6623, 40 CFR 171.11 et seq.
Public Works
/ Operations PW-054 Pool Chemical Additions / Logs (Chlorine, Muriatic
Acid)30 years 30 years 8 CCR §3204(d)(1) et seq., GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
157
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Operations PW-055
Pre-Trip Inspections / DOT Program / CHP
Inspections / Vehicle Safety Checks / Daily Vehicle
Inspections / Daily Equipment Checks
2 years 2 years 13 CCR 1234(e); GC §34090
Public Works
/ Operations PW-056 Underground Service Alerts (USA's)3 5 years 3 5 years GC §§4216.2(d) & 4216.3(d), GC §34090
Public Works
/ Operations
& Fire
PW-057
Underground Storage Tank (City Owned)
UST Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic Protection
Maintenance Records
7 years 7 years 23 CCR 2712(b); H&S §25284.4(i)
Public Works
/ Operations
& Fire
PW-058
Underground Storage Tanks - USTs (City Owned)
Repairs, Lining, Upgrade Records
Life of the
Tank
Life of the
Tank 23 CCR 2712(b), H&S §25284.4(i)
Public Works
/ Operations
& Fire
PW-059
Underground Storage Tanks (City-Owned)
Location, Removal, Soil Remediation,
Monitoring Well Records
10 years P P 23 CCR 2712(b), H&S §25284.4(i); GC §34090 et. seq.
Public Works
/ Operations PW-060 Used Oil Disposal 3 years 3 years 22 CCR 66266.130(c)(5), H&S §25250.18(b),
25250.19(a)(3) et seq.
Public Works
/ Operations PW-061 Vehicle Accident Reports (City Vehicles)2 years 2 years GC §34090
Public Works
/ Operations PW-062 Vehicle & Equipment Database Indefinite Indefinite Data Fields / Records are interrelated; GC §34090
Public Works
/ Operations PW-063
Vehicle & Equipment History Files
Maintenance, Crane Certifications, Smog
Certificates, Registrations
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090
Public Works
/ Operations PW-064
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Indefinite Data is interrelated; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
158
Ver. 18.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Operations PW-065 Work Orders / Service Requests - All Information
Entered in CMMS Database
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database is the original); GC
§34090
Public Works
/ Operations PW-066
Work Orders / Service Requests - NOT entered in
CMMS Database (or partial information entered into
CMMS Database)
(Division providing service retains originals; Division
requesting service is considered a copy)
5 years 5 years CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC
§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
159
Ver. 12.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY SERVICES Page R&CS P&R-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
001
Activity / Special Programs / Special Event Files
Bingo, Children's Programs, Cultural Arts, Sports,
Senior Programs, Filming, Theatre Programs and
similar documents
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
002
Athletic Field Use Agreements
(all other agreements are sent to the City Clerk)
Completion 5 years Completion +
5 years GC §34090
Finance R&CS P&R-
003 Cash Receipts (all detail sent to Finance)1 year 1 year GC §34090.7
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
004 Check In List / Drop-in Classes 2 years 2 years GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
005
Contractor's Payment Detail / Breakdown (not sent
to Finance)2 years 3 years 5 years GC §34090 et seq.
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
006 Credit Card Refunds (not sent to Finance)2 years 3 years 5 years GC §34090 et seq.
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
007
Evaluations / Surveys (Program or Facility
Evaluations)
When No
Longer
Required
When No
Longer
Required
Department Preference (Transitory record not
retained in the ordinary course of business); GC
§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
160
Ver. 12.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY SERVICES Page R&CS P&R-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
008
Facility Use Rental Contracts / McClellan Ranch
Preserve Garden Plot Rental Agreements 2 years 2 years GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
009
First Aid Reports
(Accident reports are sent to Human Resources /
Risk Management)
2 years 2 years GC §34090
Rec. &
Community
Services
R&CS-024
Library Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §34090
Rec. &
Community
Services
R&CS-025
Library Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Rec. &
Community
Services
R&CS-026
Library Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk R&CS-027
Library Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
161
Ver. 12.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY SERVICES Page R&CS P&R-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
010
Parks & Recreation Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P
When No
Longer
Required -
Minimum 2
years
P
When No
Longer
Required -
Minimum 2
years
Department preference; GC §§34090, 54960.1(c)(1)
Rec. &
Community
Services
R&CS-028
Parks & Recreation Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
011
Parks & Recreation Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk R&CS P&R-
012
Parks & Recreation Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
013 Rec Bucks Log / Rec Checks Log 2 years 3 years 5 years GC §34090 et seq.
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
014 Recreation Database Indefinite Indefinite GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
162
Ver. 12.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY SERVICES Page R&CS P&R-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
015
Registration / Reservation Forms / Application
Forms / Membership Applications / Fee & Charge /
Liability Forms / Release of Liability Forms /
Permissions / and similar documents: Camps,
Field Trips, Authorization to give Medicine, and
similar documents
3 years 3 years GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
016 Senior Client Case Files Inactive + 5
years
Inactive + 5
years GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
017 Senior Memberships (renewed annually)2 years 2 years GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
018 Senior Nutrition Program 5 years 5 years OMB Circular A-110 & A-133; GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
019 Senior Trips / Travel Program 4 years 4 years GC §34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
020
Sign-in / Sign-out sheets (Day camp, and similar
documents)2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
163
Ver. 12.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY SERVICES Page R&CS P&R-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
021
Teen Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P
When No
Longer
Required -
Minimum 2
years
P
When No
Longer
Required -
Minimum 2
years
GC §§34090, 54960.1(c)(1)
Rec. &
Community
Services
R&CS-029
Teen Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Rec. &
Community
Services
R&CS-030
Teen Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk R&CS P&R-
022
Teen Commission
MINUTES & BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Human
Resources
or Rec. &
Community
Services
Lead Dept.
P&R-024
CW-032
Volunteer / Unpaid Intern Applications &
Agreements - Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii),
GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
164
Ver. 12.0
Adopted: 11/19/2013 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY SERVICES Page R&CS P&R-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Human
Resources
or Rec. &
Community
Services
Lead Dept.
P&R-025
CW-033
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending Applicants 3 years 3 years GC §§12946, 34090
Rec. &
Community
Services
Parks &
Rec.
R&CS P&R-
023 Waivers of Liability 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
165
Ver. 15.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications/ Public Hearing Notices
2 years 2 years GC §§34090, 54960.1(c)(1)
Lead Dept.CW-002
Agreements & Contracts: ADMINISTRATIVE
FILES
(Correspondence, Project Administration, Project
Schedules, Certified Payrolls, Insurance
Certificates, Invoices, Logs, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion
+ 10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
GC §34090
Lead Dept.CW-003
Agreements & Contracts: UNSUCCESSFUL BIDS,
UNSUCCESSFUL PROPOSALS or RESPONSES
to RFPs (Request for Proposals) and/or RFQs
(Request for Qualifications) that don't result in a
contract
2 years,
unless
required by
terms of a
grant
2 years,
unless
required by
terms of a
grant
The RFP / RFQ and the successful proposal becomes
part of the agreement or contract (City Clerk is OFR for
successful bids / proposals); GC §34090
Lead Dept.CW-004 Boards, Commissions and Committees: AUDIO
RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC §54953.5(b)
Lead Dept.CW-005
City Council Subcommittees
(Agendas and Minutes for Subcommittees
Composed solely of less than a quorum of the City
Council)
2 years 2 years All recommendations are presented to the City Council;
GC §34090 et seq.
Lead Dept.CW-006
Boards, Commissions, & Committees: Residents
Advisory Bodies Formed by CITY COUNCIL
AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Brown Act challenges must be filed within 30 or 90 days
of action; GC §§34090, 54960.1(c)(1)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
166
Ver. 15.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Revenue CW-007 Cash Receipts Detail / Backup / Accounts
Receivable Detail / Refund Detail 1 year 1 year
Originals are sent to Finance, who is the Office of Record;
these are copies retained for auditing purposes; GC
§34090.7
Lead
(Responding)
Dept.
CW-008 Complaints / Concerns from Citizens Computer
Tracking Software or Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
City preference; Statute of Limitations for personal
property, fraud, etc. is 3 years; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq., 342, GC
§§945.6, GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-009
Correspondence - ROUTINE
(e.g. Administrative, Chronological, General Files, Letters,
Memorandums, Reading File, Working Files = official
communication, formal communication, etc.)
2 years 2 years GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-010
Correspondence - TRANSITORY / PRELIMINARY
DRAFTS, Interagency and Intraagency Memoranda
not retained in the ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail or social media posting,
instant messaging, inventories, invitations, logs, mailing
lists, meeting room registrations, speaker slips, supply
inventories, telephone messages, text messages.
transmittal letters, thank yous, requests from other cities,
undeliverable envelopes, visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Project based electronic and paper records are
categorized, filed and retained based upon the
appropriate records series (based on the CONTENT of
the record.) E-mails, electronic records, or social media
postings that either the Content relates in a
substantive way to the conduct of the public's
business, or ARE made or retained for the purpose of
preserving the informational content for future
reference are saved printing them out and placing them
in a file folder, or saving them electronically. If not
mentioned here, consult the City Attorney to determine if
a record is considered transitory / preliminary draft. GC
§§34090, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court (Smith).
S218066. Supreme Court of California, 2017
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
167
Ver. 15.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Information
Technology CW-011 Documents Generated by GIS Indefinite Indefinite
Documents generated in City's GIS system by a lead
dept. should be placed in appropriate project files or
saved as necessary for historical purposes. Contact IT
and refer to dept. policy regarding retention of historical
GIS information. GC §34090 et seq.
Lead Dept.CW-012 Drafts & Notes: Drafts that are revised (retain final
version)
When No
Longer
Required
When No
Longer
Required
As long as the drafts and notes are not retained in the
"Regular Course of Business." Consult the City Attorney
to determine if a records is considered a draft. GC
§§34090, 6252, 6254(a)
Lead Dept.CW-013 Facility Use Applications / Facility Use Permits 2 years 2 years GC §34090
Lead Dept. &
City Manager CW-014 Grants / CDBG (UNSUCCESSFUL Applications,
Correspondence)2 years 2 years GC §34090
Lead Dept. &
City Manager CW-015
Grants / CDBG / Reimbursable Claims
(SUCCESSFUL Reports, other records required to
pass the funding agency's audit, if required)
Applications (successful), grant agreement, program
rules, regulations & procedures, reports to grant funding
agencies, correspondence, audit records, completion
records, consultant selection process; RFQ and SOQ for
consultants when required by terms of grant
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
GC §34090
Lead Dept.CW-016 Leave Requests / Vacation Requests
When No
Longer
Required
When No
Longer
Required
City Preference; Preliminary draft / transitory record; GC
§34090, GC §6252
Lead Dept.CW-017
Material Safety Data Sheet (MSDS) / Safety Data
Sheet (SDS) / Chemical Use Report Form (or
records of the chemical / substance / agent, where
& when it was used)
While
Chemical In
Use
30 years 30 years 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(ii)(B), GC §34090
Lead Dept.CW-018 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Non-records - may be obtained from the newspaper
company; GC §34090
Lead Dept.CW-019 Personnel Work Schedules 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
168
Ver. 15.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-020 Public Relations / Press Releases 2 years 2 years GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-021 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc.2 years 2 years GC §§34090, 6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-022 Real Estate Appraisal Reports: Purchased
Property, Funded Loans 2 years
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 5
years
GC §34090
Lead Dept.CW-023
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:
Produced by YOUR Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
OK to destroy after 2 years, whichever is longer; GC
§34090
Lead Dept.CW-024 Reports and Studies (Historically significant - e.g.,
Zoning Studies)10 years P P Administratively and Historically significant, therefore
retained permanently; GC §34090
Lead Dept.CW-025 Reports and Studies (other than Historically
significant reports - e.g. Annual Reports)10 years 10 years GC §34090
Lead Dept.CW-026 Special Projects / Subject Files / Issue Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Lead Dept.CW-027 Subject / Reference Files: Subjects other than
Specifically Mentioned in Retention Schedules
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Department Preference; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
169
Ver. 15.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-028 Supervisor's File - Personnel Issues
When No
Longer
Required
When No
Longer
Required
Ensure that originals of all official personnel records are
provided to Human Resources. Supervisor's notes and
other unofficial records or copies maintained by the
supervisor retained for reference may be retained and
discarded as determined by supervisor. GC §34090 et
seq.
Lead Dept.CW-029
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the survey
forms are considered a draft or transitory record,
and can be destroyed as drafts (When No Longer
Required)
2 years 2 years GC §34090
CW-030 Tapes / Recordings: See Boards & Commissions
Lead Dept.CW-031
Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Safety Training, & Tailgate Training
Meetings)
5 years 5 years
Department preference; Ethics Training is 5 years;
Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR §3203
et seq., 29 CFR 1602.31; LC §6429(c); GC §§12946,
34090, 53235.2(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
170
Ver. 9.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CATT-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Attorney CA-001 Amicus Briefs 2 years 2 years GC §34090
City Attorney CA-002 Attorney / Staff / Department Advice Files (All
subjects)
When no
Longer
Required -
Minimum 2
years
When no
Longer
Required -
Minimum 2
years
GC §34090
City Attorney CA-003 City Attorney Opinions
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City Attorney CA-004
Claims and Accident Reports (Potential Claims -
Accidents to members of the public and vehicle
accident reports involving City employees)
Resolution +
5 years
Resolution +
5 years GC §§ 911.2, 34090, 34090.6
City Attorney CA-005
Confidential Invoice Backup (not sent to Finance)
legal invoices, etc.
2 years 3 years 5 years GC §34090
City Attorney CA-006 Lawsuits / Litigation
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
GC §§ 911.2, 34090, 34090.6
City Attorney CA-007 Subpoenas / Discovery Requests / Personal
Appearance / Duces Tecum 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
171
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-001
Agenda Packets / Staff Reports - IMAGED (1999 &
After): City Council, Redevelopment / Successor
Agency, Public Utilities Corporation
2 years P P GC §34090 et seq.
City Clerk CC-002
Agenda Packets / Staff Reports - NOT IMAGED
(Prior to 1999): City Council, Redevelopment /
Successor Agency, Public Utilities Corporation
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
City Clerk CC-003
Agreements & Contracts: ALL
Agreement or Contract includes all contractual
obligations (e.g. Amendments, Scope of Work ,
Exchange Orders, or Successful Proposal)
4 years P P CCP §§337, 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48 CFR 4.703
City Clerk CC-004 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Land Records; GC §34090
City Clerk CC-005 Annual Commission / Committee Notice of
Vacancies per Maddy Act 2 years 2 years 2 CCR 18702.5; GC §34090
City Clerk CC-006 Applications for Boards, Commissions or
Committees - Successful
Term of
Office +
2 years
Term of
Office +
2 years
GC §34090
City Clerk CC-007 Applications for Boards, Commissions or
Committees - Unsuccessful 2 years 2 years GC §34090
City Clerk CC-008 Bid Packets / Unsuccessful Bids or Proposals 2 years 2 years GC §34090
City
Attorney CC-009 Claim Forms
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Copies (The City Attorney is the Office of Record); GC
§34090.7
City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms -
Statement of Economic Interests): ALL 7 years 7 years GC §81009(e),(f), & (g); 2 CCR 18615(d)
City Clerk CC-011 Employee Bonds / Fidelity Bonds
When No
Longer
Required
P P GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
172
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years 7 years Must post on website; FPPC Regulation 18734(c); 2 CCR
18944(c)(3)
City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass Distributions
Agency Report)7 years 7 years Should post on website for 4 years; FPPC Regulation
18734(c); GC §81009(e)
City Clerk CC-044 FPPC Form 803 (Behested Payment Report)P P FPPC Regulation 18734(c); GC §81009e
City Clerk CC-045 FPPC Form 804 (Agency Report of New Positions)P P FPPC Regulation 18734(c); GC §81009e
City Clerk CC-046 FPPC Form 805 (Agency Report of Consultants)7 years 7 years GC §34090; FPPC Regulation 18734(c); GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official
Appointments)7 years 7 years Must post on website; 2 CCR 18702.5(b)(3); GC §34090;
GC §81009(e)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
173
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ELECTIONS - CONSOLIDATED
City Clerk CC-015 Prop. 218 Fees & Charges: Ballots and/or protest
letters 2 years 2 years GC §53753(e)(2)
City Clerk CC-016 Prop. 218 Fees & Charges: Master Mailing List /
Certifications 2 years 2 years GC §34090
City Clerk CC-017 Prop. 218 Fees & Charges: Undeliverable Mail 3 months 3 months Transitory / Non-record; GC §34090 et seq.
City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms):
SUCCESSFUL CANDIDATES (Elected Officials)7 years P P Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms):
UNSUCCESSFUL CANDIDATES 7 years P P Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL WITH
CITY CLERK (copies)
7 years P P Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years P P Paper must be retained for at least 2 years; GC
§81009(c)(g)
City Clerk CC-022 Candidate File: Nomination Papers, Candidate
Statements, etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Term of
Office +
4 years
EC §17100
City Clerk CC-023 Candidate File: Nomination Papers, Candidate
Statements, etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Election + 4
years EC §17100
City Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence, Precinct
Maps, County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Applications for Vacancies on the Council, etc.)
2 years 2 years GC §34090
City Clerk CC-025
Elections - HISTORICAL (Sample ballot, copies of
resolutions, final results, Certificate of Election, Oath
of Office))
2 years P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
174
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-026 Elections - Petitions (Initiative, Recall or
Referendum)
Results, or
Final
Examination
if No Election
+ 8 mo.
Results, or
Final
Examination
if No Election
+ 8 mo.
The 8 month retention applies after election results, or
final examination if no election, unless there is a legal or
FPPC proceeding. EC §§17200, 17400
(End of Elections Section)
City Clerk CC-027 Ethics Training - Certificates 5 years 5 years GC §§34090, 53235.2(b)
City Clerk CC-028
Historical Records & Historical Projects (e.g.
Incorporation, City Seal, Awards of significant
historical interest, etc.)
5 years P P City Clerk determines historical significance; records can
address a variety of subjects and media; GC §34090
City Clerk CC-029 Insurance Certificates - ALL P P CCP §337 et. seq., GC §34090
City Clerk CC-030
List of City Council Members and Mayors / Historical
List of Council Members and Board & Commission
Members
P P GC §34090
City Clerk CC-031 Minutes - All Boards, Commissions and Committees,
excluding Ad-Hoc 2 years P P GC §34090
City Clerk CC-032 Minutes - City Council, Redevelopment / Successor
Agency, Public Utilities Corporation 2 years P P GC §34090
City Clerk CC-033 Municipal Code and History File 2 years P P GC §34090
City Clerk CC-034 Oaths of Office - Council, Board and Commission
Members 14 years 14 years GC §§36507, 34090; PC §§801.5, 803(c); 29 USC
1113
City Clerk CC-047 Off-Site Records Transmittal Sheets
After Records
Are No
Longer at Off-
Site Storage
After Records
Are No
Longer at Off-
Site Storage
Department preference; GC §34090 et. seq.
City Clerk CC-035 Ordinances (City Council)2 years P P GC §34090 et. seq.
City Clerk CC-036 Proof of Publication / Public Notices / Certificate of
Posting (includes agendas)2 years 2 years GC §34090
City Clerk CC-037
Real Property - Records that Affect the Title to Real
Property (Abandonments, Deeds, Easements, Liens,
Vacations, etc.)
2 years P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
175
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-038 Records Destruction Lists / Certificates of Records
Destruction P P GC §34090 et. seq.
City Clerk CC-039 Records Retention Schedules / Amendments to
Records Retention Schedules P P GC §34090 et. seq.
City Clerk CC-040 Request for Public Records 2 years 2 years City Clerk Employees are not required to retain the
records produced, only the request; GC §34090
City Clerk CC-041 Resolutions - City Council, Redevelopment /
Successor Agency, Public Utilities Corporation 2 years P P GC §34090 et. seq.
City
Attorney CC-042 Subpoenas / Discovery Requests / Personal
Appearance / Duces Tecum
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
GC §34090.7
City Clerk CC-043 Uniform Building Codes / California Building Codes Superseded Superseded GC §50022.6
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
176
Ver. 10.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER / ADMINISTRATION
City
Manager CM-001 City Council Correspondence / Mayor's
Correspondence / City Manager Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager CM-002
Confidential Employee Recruitment Contracts /
Applications
(e.g. City Manager, City Attorney)
3 years 3 years 29 CFR 1602 et seq & 1627.3(a)(5) and (6); GC
§§12946, 34090 2 CCR 11013
City
Manager CM-003 Grand Jury Reports & Responses 5 years 5 years GC §34090
City
Manager CM-004 Newsletters to the City Council (Items of Interest)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Lead Dept.
CM-005
Projects, Programs, Events, Subject & Issues
(Issues and/or projects will vary over time - e.g.
Hotels, Developments, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
177
Ver. 10.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Econ. Dev.
CM-006 Census, Demographics
When No
Longer
Required
When No
Longer
Required
GC §34090 et seq.
City
Manager /
Econ. Dev.
CM-007 Department of Finance Schedule of Obligations:
Approvals, Denials, Meet & Confer, etc.10 years 10 years GC §34090
City
Manager /
Econ. Dev.
CM-008 Economic Development Projects (Projects will vary
over time - e.g. Proposed Hotels, etc.)
Minimum 2
years
Minimum 2
years GC §34090
City
Manager /
Econ. Dev.
CM-009
Redevelopment / Successor Agency Project Files &
Project Plans (Includes Environmental
Assessments)
Project
Completion
+ 5 years
P P GC §34090
City
Manager /
Econ. Dev.
CM-010 Redevelopment Plans (Historical)
Project
Completion
+ 5 years
P P GC §34090
City
Manager /
Econ. Dev.
CM-011 Relocation Files Where Redevelopment was the
Lead
Settle + 1
year
Settle + 4
years
Settle + 5
years GC §§ 945, 34090, 34090.6
ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
178
Ver. 10.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC AFFAIRS / CITY CHANNEL / CABLE TV / PIO
City
Manager /
Public
Affairs
CM-012 Cable TV Complaints 2 years 2 years GC §34090
City
Manager /
Public
Affairs
CM-013 Cable TV Franchise Administration / PACT
Administration
Completion
+ 5 years
Completion
+ 5 years GC §34090
City
Manager /
Public
Affairs
CM-014 Cable TV Programming, Production & Scheduling 2 years 2 years GC §34090
City
Manager /
Public
Affairs
CM-015 Videos: Historical and Community Events 90 days P P GC §34090
City
Manager /
Public
Affairs
CM-016 Community Outreach
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Public
Affairs
CM-017 Emergency Preparedness Plans Superseded
+ 2 years
Superseded
+ 2 years GC §34090
City
Manager /
Public
Affairs
CM-018 Newsletters to the Public (The Scene)P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
179
Ver. 10.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Public
Affairs
CM-019 Proclamations / Commendations / Memoriums /
Recognitions, etc.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Public
Affairs
CM-020 Speech Notes / PowerPoint Presentations
When No
Longer
Required
When No
Longer
Required
GC §34090 et seq.
City
Manager /
Public
Affairs
CM-021
Video Recordings of City Council Meetings,
Planning Commission Meetings, Parks & Recreation
Commission Meetings, or other public meetings
25 years 25 years GC §§34090.7, 34090
SUSTAINABILITY
City
Manager /
Sustain-
ability
CM-022 City Energy Bill Analysis (Consumption Analysis)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Sustain-
ability
CM-023 Climate / Green House Inventory
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Sustain-
ability
CM-024
Sustainability Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
180
Ver. 10.0
Revision Adopted: RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Sustain-
ability
CM-025
Sustainability Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Department preference; GC §34090
City
Manager /
Sustain-
ability
CM-026
Sustainability Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CM-027
Sustainability Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
181
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING
Comm.
Develop. /
Building
CD-001 Building Permit Database (includes reports)Indefinite Indefinite GC §34090, H&S §19850
Comm.
Develop. /
Building
CD-002 Complaints (Written)2 years 2 years GC §34090
Comm.
Develop. /
Building
CD-003
Construction Notices / Inspection Notices
(correction notices, compliance orders, stop work notices,
etc.)
2 years 2 years GC §34090
City Clerk CD-004 Cupertino’s currently adopted model code as amended
(California Building Codes / Uniform Building Codes)
Until
Superseded
Dept. to
retain copies
Until
Superseded
Previously adopted codes are maintained
permanently by the City Clerk, who is the Office of
Record; GC §34090.7
Comm.
Develop. /
Building
CD-005
Multi-Family Dwellings, Commercial and Industrial Buildings.
Building Plans, Permits and Supporting Documents (including
project that are expired or withdrawn)
Supporting Documents include: Applications, Fee Estimator,
Contractor / Subcontractor list, Owner Builder form, Soils /
Geotechnical Reports, Structural Calculations, Special Inspection
Reports, Specifications, Accessibility Hardship form, Alternate
Materials & Methods form, Energy Compliance forms,
Certificate of Occupancy, Green Bldg Checklist, & Hazardous
Materials Questionnaire, Landscape Water Efficiency Checklist,
Permit cancellation letters, PG&E / Gas / Electric Abandonment,
Removal Letter (Building Demo)
P P GC §34090
Comm.
Develop. /
Building
CD-006 New Address Assignments; Change of Addresses P P GC §34090, H&S §19850
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
182
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Building
CD-007
Plan Check Comments, Outside Agency Reports,
Correspondence, Checklists, Temporary Certificate of
Occupancy, etc.
Keep Until
Permit is
Finalled
Keep Until
Permit is
Finalled
Preliminary Drafts; GC §34090
Comm.
Develop. /
Building
CD-008 Public Records Requests / Requests & Permissions to
Receive Copies of Plans 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Building
CD-009
Single Family Dwelling and Duplexes.
Issued Building Plans, Permits and Supporting Documents
(including project that are expired or withdrawn)
Supporting Documents include: Applications, Fee Estimator,
Contractor / Subcontractor list, Owner Builder form, Soils /
Geotechnical Reports, Structural Calculations, Special Inspection
Reports, Specifications, Accessibility Hardship form, Alternate
Materials & Methods form, Energy Compliance forms,
Certificate of Occupancy, Green Bldg Checklist, Landscape Water
Efficiency Checklist, Permit cancellation letters, PG&E / Gas /
Electric Abandonment, Removal Letter (Building Demo)
P P CBC 104.7, & 107.5, H&S§19850, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
183
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CODE ENFORCEMENT
Comm.
Develop. /
Code
Enforce.
CD-010 Abandoned Vehicles 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-011 Alarm Records / False Alarms 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-012 Appeals - Administrative Citations
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-013 Appeals - Parking Citations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-014 Citations (Parking, Traffic, or Criminal)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-015
Code Enforcement Case Files / Abatement Case Files /
Administrative Citations (Includes appeals and Code
Enforcement Complaint Letters, Complaints, Correction
notices, Orders, etc.)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
184
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Code
Enforce.
CD-016 Crime Reports (Misdemeanor or Infractions)2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-017 Liens P P GC §34090(a)
Comm.
Develop. /
Code
Enforce.
CD-018 Permits: Massage Solicitor, Handbill, Taxi Expiration +
2 years
Expiration + 2
years GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
185
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HOUSING
Comm.
Develop. /
Housing
CD-019
Housing Commission
AGENDAS, AGENDA PACKETS (Imaged, 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Housing
CD-049
Housing Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Housing
CD-020
Housing Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-021
Housing Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Housing
CD-022
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, Community
Housing Development Organizations, CDBG & HOME
WITH a Recapture / Resale Restriction
Deeds and Title Insurance are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
24 CFR 85.42, 92.508(a)(c)(2) & 570.502(b), 29
CFR 97.42, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
186
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Housing
CD-023
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, Community
Housing Development Organizations, CDBG & HOME
WITHOUT a Recapture / Resale Restriction
Deeds and Title Insurance are sent to City Clerk
Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
24 CFR 85.42, 92.508(a)(c), & 570.502, 29 CFR
97.42
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
187
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PLANNING
Comm.
Develop. /
Planning
CD-024
Administrative Hearings
AGENDAS, AGENDA PACKETS (Imaged, 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-051
Administrative Hearings
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-025
Administrative Hearings
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-026
Administrative Hearings
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning &
City Clerk
CD-027 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Land Records; GC §34090
Comm.
Develop. /
Planning
CD-028
Design Review Committee
AGENDAS, AGENDA PACKETS (Imaged, 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-052
Design Review Committee
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
188
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-029
Design Review Committee
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-030
Design Review Committee
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-031
Environmental Determinations: Environmental Impact
Reports (EIRs), Negative Declarations, etc. )
Inside City boundaries
P P 14 CCR §15095(c); GC §34090
Comm.
Develop. /
Planning
CD-032
Environmental Determinations: Environmental Impact
Reports (EIRs), Negative Declarations, etc. )
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Non-records
Comm.
Develop. /
Planning
CD-033
Environmental Review Committee
AGENDAS, AGENDA PACKETS (Imaged 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-053
Environmental Review Committee
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-034
Environmental Review Committee
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
189
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CD-035
Environmental Review Committee
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-054
Fine Arts Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 & After)
P P Department preference; GC §34090
Comm.
Develop. /
Planning
CD-055
Fine Arts Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-056
Fine Arts Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-057
Fine Arts Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-036 General Plan, Elements and Amendments P P GC §34090
Comm.
Develop. /
Planning
CD-037 Master Plans, Specific Plans, Bikeway Plans, etc.P P GC §34090
Comm.
Develop. /
Planning
CD-038
Planning Commission
AGENDAS, AGENDA PACKETS (Imaged 2002 & After)
P P Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
190
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-059
Planning Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2002)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Comm.
Develop. /
Planning
CD-039
Planning Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk CD-040
Planning Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-041
Planning Commission
RESOLUTIONS
P P GC §34090
Comm.
Develop. /
Planning
CD-042
Planning Project Files - Approved & Unapproved
Temporary Entitlements:
Christmas Tree Lots, Banner, Garage Sales, Pumpkin
Lots, Temporary Signs, etc.
2 years 2 years GC§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
191
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-043
Planning Project Files - Permanent Entitlements (ALL)
(Includes Associated CEQA Noticing, Conditions of
Approval, Consultant's Reports, Public Noticing,
Environmental Determinations, Staff Reports, Plans &
Maps, arborist, architecture, geologic, noise, soils, traffic,
and all other uniquely dated environmental and technical
reports and studies; incomplete and complete letters;
project approval and conditions of approval letters; and
any other documents that project planner deems critical.)
Examples: Conditional Use Permits (CUPs), Design Review, Lot
Line Adjustments, Parcel Maps, Planned Unit Developments
(PUD), Site Plans, Tentative Subdivisions, Variances, Zone
Changes, etc.
3 years P P 14 CCR §15095(c); GC§§34090, 34090.7
Comm.
Develop. /
Planning
CD-044 Project Log Index / Spreadsheet / Binders of Historic
Actions P P GC§34090
Comm.
Develop. /
Planning
CD-045
Special Studies (authored by the City, not related to a
particular subject. e.g. Noise / traffic in the Downtown
Corridor, etc.)
P P GC§34090
Comm.
Develop. /
Planning
CD-046 Tree Removal Permits 3 years P P GC§34090
Comm.
Develop. /
Planning
CD-047 Zoning Maps P P
Department Preference; City Clerk Maintains
originals of all documents that were presented to
Council; GC §34090.7
City Clerk CD-048 Zoning Ordinance Amendments, Reclassifications / Zone
Change 3 years P P Department Preference (copies); GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
192
Ver. 14.0
Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / ADMINISTRATION
Finance /
Admin.FN-001
Assessment Districts / Community Facilities Districts,
and similar documents - Financial Records / Assessor
Roll
2 years 3 years 5 years GC §34090
Finance /
Admin.FN-035
Audit Committee
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §34090
Finance /
Admin.FN-036
Audit Committee
AGENDAS, AGENDA PACKETS (NOT Imaged, prior
to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Finance /
Admin.FN-037
Audit Committee
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk FN-038
Audit Committee
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Finance /
Admin.FN-002 Audit Reports / CAFR - Comprehensive Annual Financial
Reports and related Audit Opinions 5 years P P GC §34090.7
Finance /
Admin.FN-003 Audit Work Papers 5 years 5 years GC §34090
Finance /
Admin.FN-004 Budgets - Adopted / Final 5 years P P GC §34090, 40802, 53901
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
193
Ver. 14.0
Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Admin.FN-005 Budgets - Preliminary, Backup Documents
When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §34090
Finance /
Admin.FN-006 Single Audits / Transportation Audits / PERS Audit, et.2 years 3 years 5 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
194
Ver. 14.0
Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-007 1099's, 1096's / W-9s 5 years 5 years R&T §19530, GC §34090
Finance /
General
Accounting
FN-008
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense Reimbursements,
Warrant Request, and similar documents)
2 years 3 years 5 years GC §34090
Finance /
General
Accounting
FN-009 FEMA Reimbursement Claims 2 years 8 years 10 years GC §34090
Finance /
General
Accounting
FN-010 Bank Statements, Trustee Statements, and similar
documents 2 years 3 years 5 years GC §34090, 26 CFR 31.6001-1
Finance /
General
Accounting
FN-011
Bond Official Statements / Transcripts / Certificates of
Participations (COPs) See Bank Statements for
statement retention.
Fully
Defeased +
10 years
Fully
Defeased +
10 years
CCP §§336a, 337.5(a); 26 CFR 1.6001-1(e): GC
§43900 et seq.
Finance /
General
Accounting
FN-012 Checks / Warrant Register Report (issued)2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-013 Checks / Warrants (Cashed)2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years Meets municipal government auditing standards;
CCP §§340, 1519; GC §34090
Finance /
General
Accounting
FN-015 Financial Services Database Indefinite Indefinite Data Fields / Records are interrelated; GC §34090
Finance /
General
Accounting
FN-016 Fixed Assets - Annual Listing (Source Documents)5 years 5 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
195
Ver. 14.0
Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FN-017 Investment Reports / Treasurer's Reports (Report and
Backup)5 years 5 years GC §34090
Finance /
General
Accounting
FN-018
Investments / Arbitrage / Certificate of Deposit /
Investment Bonds (Receipts / Advisor Reports and
Statements / Trade Tickets / LAIF (Local Agency
Investment Fund))
5 years 5 years GC§§ 34090, 43900
Finance /
General
Accounting
FN-019 Journal Entries / Journal Vouchers 2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-020
Reports, Subsidiary Ledgers, Reconciliations,
Transaction Histories, Balance Sheets, Revenue &
Expenditure Reports, and similar documents (MONTHLY
OR PERIODIC)
When No
Longer
Required
When No
Longer
Required
GC §34090
Finance /
General
Accounting
FN-021
Reports: Annual State or Federal: State Controller's
Report, Street Report, Local Government Compensation
Report, and similar documents
5 years 5 years Department Preference; Meets auditing standards;
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
196
Ver. 14.0
Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / PAYROLL
Finance /
Payroll FN-022 CalPERS Reports 2 years 3 years 5 years GC §34090
Finance /
Payroll FN-023 DE-6, 941 & DE-166 Forms - Quarterly Payroll Tax
Returns / OASDI 2 years 3 years 5 years 26 CFR §31.6001-1(e)(2), R&T §19530; 29 CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FN-024 Deferred Compensation (City Statements)2 years 3 years 5 years GC §34090, 26 CFR 31.6001.1
Human
Resources FN-025 Payroll Employee Files (by employee name, includes W-
4s, deductions, garnishments, and similar documents)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Human Resources retains originals; GC §34090.7
Finance /
Payroll FN-026 Payroll Registers 2 years 3 years 5 years GC §34090
Finance /
Payroll FN-027 Time Sheets / Time Cards 2 years 3 years 5 years 26 CFR §31.6001-1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 & 516.6(c); GC §34090
Finance /
Payroll FN-028 W-2 Reports 2 years 3 years 5 years 26 CFR §31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FN-029 W-2's 2 years P P 26 CFR §31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
197
Ver. 14.0
Revision Adopted: RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Revenue FN-030
Accounts Receivable - General - Business License
Applications & Registrations and Renewal Responses,
Transient Occupancy Tax (TOT), Parking Meters,
Invoices to Outside Entities, Franchise Income, and
similar documents
2 years 3 years 5 years GC §34090
Finance /
Revenue FN-031 Business License Renewal Notices, Payment Stubs
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §34090 et seq.
Finance /
Revenue FN-032 Business License Closure Letter / Confirmations Not
Doing Business in City 2 years 2 years GC §34090 et seq.
Finance /
Revenue FN-033 Accounts Receivable - Leases / Rent / Property
Management 2 years 3 years 5 years Meets municipal government auditing standards; GC
§34090
Finance /
Revenue FN-034 Daily Cash Receipts / Cashier Receipts 2 years 3 years 5 years GC §34090 et seq.
FINANCE / REVENUE / ACCOUNTS RECEIVABLE
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
198
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-023 1095-C (Employer-Provided Health Insurance Offer and
Coverage)5 years 5 years 26 CFR 31.6001-1(e)(2); GC §34090
Human
Resources HR-002 Classification / Reorganization Studies (for employee
classifications and department structures)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §§12946, 34090
Human
Resources HR-003 Classification Specifications / Job Descriptions
When No
Longer
Required -
Minimum 6
years
When No
Longer
Required -
Minimum 6
years
GC §§12946, 34090
Human
Resources HR-004 Compensation Surveys & Studies
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §§12946, 34090
Human
Resources HR-005
Confidential Invoice Backup (not sent to Finance)
Benefit backup, legal invoices, etc.
2 years 3 years 5 years GC §34090
Human
Resources HR-006 Department of Fair Employment & Housing (DFEH or
EEOC) Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
2 CCR 11013(c);GC §§12946, 34090
Human
Resources HR-007 DMV Pull Notices
Until
Superseded
or Separated
Until
Superseded
or Separated
GC §34090
Human
Resources HR-008 Drug & Alcohol Test Results (All - Positives and
Negatives)5 years 5 years GC §§12946, 34090, 49 CFR 655.71 et seq.; 49
CFR 382.401 et seq.; 29 CFR 1627.3(b)(1)(v),
Human
Resources HR-009 EEO-4 Reports and records required to generate EEO-4
report (Self-Identification Form, etc.)3 years 3 years 29 CFR 1602.30
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
199
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-010 Grievances, Investigations, and Informal Complaints Separation +
6 years
Separation +
6 years
29 CFR 1602.31 & 1627.3(b)(1); GC §§12946,
12960, 34090
Human
Resources HR-011 I-9s Separation +
3 years
Separation +
3 years GC §§12946, 34090
Human
Resources HR-012 Insurance Policies: General Liability, Property, etc.
When No
Longer
Required
P P GC §34090
Human
Resources HR-013
Labor Relations Files
(Negotiation Notes, Correspondence, Interpretation of
MOU Provisions, Documentation, etc.)
10 years 10 years GC §34090
Human
Resources HR-014 OSHA Inspections & Citations, Log 200 and Log 300,
301, 301A, etc.2 years 3 years 5 years
OSHA requires 5 years;8 CCR §3203(b)(1), 29 CFR
1904.33, OMB 1220-0029, 8 CCR 14300.33; GC
§34090; LC §6429c
Human
Resources HR-015 Livescan Applications 2 years 2 years GC §34090
Human
Resources HR-016 Livescan Clearance Sheets Upon
Separation
Upon
Separation GC §34090
Human
Resources HR-017 Personnel Files - Employees Separation +
1 year P P 29 CFR 1602.14; 29 CFR 1602.31 & 1627.3(b)(ii),
GC §§12946, 34090
Human
Resources HR-018
Personnel Files - Medical File (all employees)
Includes Pre-employment physicals, Respirator Fit Tests, etc.
Separation +
1 year P P GC §§12946, 34090
Human
Resources HR-019
Recruitment and Testing File
(Includes Unsuccessful Applications, Interview Notes,
Advertisements, Job Brochures, Test Data, Testing Analysis &
statistical Metric, Job Analysis, Rating Sheets, Scantrons,
Rater's Profile & Confidentiality Agreement, Flowchart, Eligible
Lists, etc.)
5 years 5 years
Department preference; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR 11013(c); GC §§12946,
34090
Human
Resources HR-020 Safety Committee Agendas 2 years 3 years 5 years GC §§12946, 34090, 53235.2(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
200
Ver. 13.0
Revision Adopted: RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-021 Studies & Surveys Conducted on Behalf of the City
(Sick Leave, Attrition, Benefits, etc.)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §34090
Human
Resources
or Rec. &
Community
Services.
HR-024 Volunteer / Unpaid Intern Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii),
GC §§12946, 34090
Human
Resources
or Rec. &
Community
Services.
HR-025 Volunteer / Unpaid Intern Applications & Agreements -
Unsuccessful or Pending Applicants 3 years 3 years GC §§12946, 34090
Human
Resources HR-022
Workers' Compensation / Employee Accident Reports
Includes all Accident, Incident, or Injury Reports and
associated MSDS, Refusal of Medical Treatment of an
Industrial Accident
Until Closed P P 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2;
GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
201
Ver. 11.0
Revision Adopted: RECORDS RETENTION SCHEDULE: INNOVATION & TECHNOLOGY Page IT-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Innovation
&
Technology
IT-001 Backups (Disk to Disk) - Daily
When No
Longer
Required
When No
Longer
Required
Used for Disaster Recovery Purposes Only; GC
§34090 et seq.
Innovation
&
Technology
IT-002 Backups (Disk to Disk) - Weekly / Monthly (Documents -
12 months, email - 3 days)
When No
Longer
Required
When No
Longer
Required
Used for Disaster Recovery Purposes Only; GC
§34090 et seq.
Innovation
&
Technology
IT-003 Inventory, Information Systems
When No
Longer
Required
When No
Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.
Innovation
&
Technology
IT-004 Network Configuration Maps & Plans
When No
Longer
Required
When No
Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.
Innovation
&
Technology
IT-005
Technology, Information, and Communications
Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 & After)
P P Department preference; GC §34090
Innovation
&
Technology
IT-006
Technology, Information, and Communications
Commission
AGENDAS, AGENDA PACKETS (NOT Imaged, prior to
2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Innovation
&
Technology
IT-007
Technology, Information, and Communications
Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
30 days, or
After
Minutes are
Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk IT-008
Technology, Information, and Communications
Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
202
Ver. 11.0
Revision Adopted: RECORDS RETENTION SCHEDULE: INNOVATION & TECHNOLOGY Page IT-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Innovation
&
Technology
IT-009
UNALTERABLE MEDIA / WORM / DVD-r / CD-r / Blue
Ray-R or other Unalterable Media that does not permit
additions, deletions, or changes
P P
For legal compliance for Trustworthy Electronic
Records (when the electronic record serves as the
official record); GC §34090 et seq., 12168.7, EVC
1550, 2 CCR 22620 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
203
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENGINEERING
Public Works
/ Engineering PW-001 Abandonments / Vacations (Streets) P P GC §34090
Public Works
/ Engineering PW-002 Aerial Maps / Photographs - Analog or Digital &
Index to Aerials P P GC §34090
Public Works
/ Engineering PW-003
Assessment Districts / Community Facilities
Districts / Maintenance Districts / Landscape &
Lighting / Street Improvement District Projects /
Underground Utility Districts
(FORMATION, BOUNDARIES, ENGINEERS
REPORTS, MAPS)
P P GC §34090
Public Works
/ Engineering PW-004 Benchmarks, Center Line Ties, Survey Books P P GC §34090
Public Works
/ Engineering PW-005
Bicycle Pedestrian Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §§34090.7, 54960.1(c)(1)
Public Works
/ Engineering PW-070
Bicycle Pedestrian Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Public Works
/ Engineering PW-006
Bicycle Pedestrian Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
(Audio recordings are not required to be made); GC
§54953.5(b)
City Clerk PW-007 Bicycle Pedestrian Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
204
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-008 Block Party Permits 2 years 2 years GC §34090 et seq.
Public Works
/ Engineering PW-009 Bonds: Construction Bonds / Subdivision Bonds
Release of
Bond /
Security
Release of
Bond /
Security
Securities (Performance Bonds, Letters of Credit, CD's,
etc.) are released after the Notice of Completion is issued
and released according to the bond release schedule,
which is fully released 1 year after the Notice of
Completion date; GC §34090
Public Works
/ Engineering PW-010
Capital Improvement Projects (CIP):
Administration File
Budget, Bid Set and Conform Set of Drawings, Estimates,
Advertisement / Notice Inviting Bids / Bid Results, Project
Administration, Certified Payrolls, Correspondence /
Notices, Council or Commission Staff Reports & Minutes,
Preliminary Notices / Stop Notices, Presentations, Project
Schedules, Meeting Notes, Progress meetings, Public
Information Real Estate Appraisals, Bond Release Letters,
etc.
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
GC §34090
Public Works
/ Engineering PW-011
Capital Improvement Projects (CIP): Permanent
File
Plans, Specifications & Addenda, Agreement / Contract,
Successful Proposal, Change Orders, Construction
Manager's Logs, Daily Inspections, Easements,
Environmental / EIRs, Negative Declarations, Categorical
Exemptions, Field Authorizations, Materials Testing
Reports, Grading Permits, Insurance Certificates,
Hazardous Materials Plans, Notice of Completion, Photos,
Real Property Acquisitions, RFIs & Responses, Soils
Reports, Studies, Submittals, Surveys, etc.
Upon
Completion P P GC §34090
Lead Dept.PW-012 Capital Improvement Projects (CIP): Unsuccessful
Proposals 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
205
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Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.PW-013 Correspondence - Regulatory Agencies
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
GC §34090
City Clerk &
Public Works
/ Engineering PW-014 Deeds, Easements P P Finals are maintained by City Clerk; GC §34090 et seq.
Public Works
/ Engineering PW-015 Design & Construction Standards P P GC §34090
Public Works
/ Engineering PW-016
Drawings, Maps, Plans and Record Drawings, Large-
Format Drawings, Survey Record Maps, Capital
Improvement Project "As-Builts"
FINALS
P P Drafts should be destroyed; GC §34090, 34090.7
Public Works
/ Engineering PW-017 Encroachment Permits - Permanent
Encroachments P P Department file may include correspondence; GC §34090
et seq.
Public Works
/ Engineering PW-018
Encroachment Permits - Public Right of Way,
Street Permits, Temporary Construction, Traffic
Control, Utility Cuts etc.
P P If work performed is subject to a warranty, Minimum 2
years after expiration of the warranty; GC §34090
Public Works
/ Engineering PW-019
Engineering Studies / Surveys - Preliminary Studies
/ Project Assessments (Not Acquired or
Developed)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Public Works
/ Engineering PW-020 Engineering Studies / Surveys (City Built Projects)P P GC §34090
Public Works
/ Engineering PW-021 Geotechnical and Soils Reports; Hydrology Reports
(Authored or Purchased by the City)P P GC §34090
Public Works
/ Engineering PW-022 Grading Permits & Plans P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
206
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Building
PW-023 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §34090 et seq.
Public Works
/ Engineering PW-024
Private Development Projects / Job Files:
Administration File
Correspondence, Project Schedules, etc.
Examples of types of Private Development Projects:
CUPs, Lot Line Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots, Subdivisions,
Tracts,. TPMs, TSMs
Upon
Completion 10 years Completion +
10 years GC §34090
Public Works
/ Engineering PW-025
Private Development Projects / Job Files:
Permanent Files
Construction Inspections, Dedications, Drainage,
Driveway, Easements, Encroachments, Final Reports,
Grading Plans, Photos, Private Lab Verifications,
Rights of Way, Stormwater, Testing Lab Verifications,
etc.
Examples of types of Private Development Projects:
CUPs, Lot Line Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,
TPMs, TSMs
Upon
Completion P P GC §34090
Public Works
/ Engineering PW-026
Project-related Petitions (submitted to Council
related to a proposed project ). Examples: parking
requests, traffic calming requests, etc.
2 years 2 years
May be sent to Public Works or other departments,
depending upon the subject of the petition; For Initiative,
Recall or Referendum petitions, see the City Clerk
schedule GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
207
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-027
Public Safety Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §§34090.7, 54960.1(c)(1)
Public Works
/ Engineering PW-071
Public Safety Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Public Works
/ Engineering PW-028
Public Safety Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
(Audio recordings are not required to be made); GC
§54953.5(b)
City Clerk PW-029 Public Safety Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
City Clerk &
Public Works
/ Engineering PW-030 Real Property Acquisitions / Sale P P Final agreements are maintained by City Clerk; GC
§34090 et seq.
Public
Works /
Engineering PW-031 Rights of Ways, Covenants, Liens P P Finals are maintained by City Clerk; Department file may
include correspondence; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
208
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENVIRONMENTAL SERVICES
Public Works
/ Environ.
Services
PW-032
Environmental Services / Solid Waste / AB 939
Compliance; Reports to California integrated Waste
Management Board, Tonnage Reports, etc.
10 years 10 years GC §34090
Public Works
/ Environ.
Services
PW-067 HHW Program Uniform Hazardous Waste Manifests
/ Recycling / Disposal Records 3 years 3 years 14 CCR 18813.4; 22 CCR 66262.40 et seq.; GC §34090
Public Works
/ Environ.
Services
PW-033 NPDES Monitoring and Inspections - Stormwater
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
40 CFR §§122.21, 122.41; CCP §337 et seq.
Public Works
/ Environ.
Services
PW-034 NPDES Permits - Stormwater
Permit
Superseded +
3 years
Permit
Superseded +
3 years
40 CFR §§122.21, 122.41; CCP §337 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
209
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / TRAFFIC ENGINEERING
Public Works
/ Engineering PW-068 Oversized Load Transportation Permits 2 years 2 years GC §34090
Public Works
/ Engineering PW-035 Projects - Transportation
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
GC §34090
Public Works
/ Engineering PW-036 Traffic Complaints
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Public Works
/ Engineering PW-037 Traffic Signal Cabinet Prints
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course of
business; GC §34090
Public Works
/ Engineering PW-038 Traffic Signal Inventory / Timing
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course of
business; GC §34090
Public Works
/ Engineering PW-039 Traffic Signals (locations, inspections, pole &
structure maintenance)P P Drafts should be destroyed; GC §34090
Public Works
/ Engineering PW-041 Traffic Studies (Speed & Volume Counts, Turning
Movements)
When No
Longer
Required -
Minimum 15
years
When No
Longer
Required -
Minimum 15
years
Department preference; Drafts should be destroyed; GC
§34090
Public Works
/ Engineering PW-042 Transportation Master Plans / Traffic Master Plans P P Department preference; Drafts should be destroyed; GC
§34090
Public Works
/ Engineering PW-043 Videos - Traffic / Intersections
When No
Longer
Required
When No
Longer
Required
Does not record regular, ongoing operations of the City;
Preliminary drafts not retained in the ordinary course of
business; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
210
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Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / OPERATIONS
Public Works
/ Operations PW-044 Alternative Fuel Vehicles Surveys (CNG, etc.)2 years 2 years GC §34090
Public Works
/ Operations PW-045 AQMD Permits (Generators, etc.)5 years 5 years 40 CFR 70.6; GC §34090
Public Works
/ Operations PW-046 Confined Space Entries 3 years 3 years 8 CCR §5158
Lead Dept.PW-047 Correspondence - Regulatory Agencies
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
GC §34090
Public Works
/ Operations PW-048 Daily Worksheets / Daily Logs (document tree
trimming, sidewalk repair, etc.)10 years 10 years GC §34090
Public Works
/ Operations
& Fire
PW-049 Fuel and Gas Usage (Fuel Master)5 years 5 years GC §34090
Public Works
/ Operations PW-050 Generator Operation Logs (for Fixed / Stationary
generators) / Inspections 3 years 3 years AQMD Rule 1470; GC §34090
Public Works
/ Operations PW-069 Generator Operation Logs (for Portable /
Emergency Generators) / Inspections 5 years 5 years AQMD Rule 1470; Form 400–E–13a instructions, GC
§34090
Public Works
/ Operations PW-051 Hazardous Waste Manifests / Certificates of
Disposal 5 years P P Department preference (City has "cradle to grave"
liability); 22 CCR 66262.40; GC §34090
Public Works
/ Operations PW-052 Operations & Maintenance Manuals (O&M Manuals)
Life of Facility
or Equipment -
Minimum 2
years
Life of Facility
or Equipment -
Minimum 2
years
GC §34090
Public Works
/ Operations PW-053 Pesticide Application Records 2 years 2 years GC §26202; 3 CCR 6623, 40 CFR 171.11 et seq.
Public Works
/ Operations PW-054 Pool Chemical Additions / Logs (Chlorine, Muriatic
Acid)30 years 30 years 8 CCR §3204(d)(1) et seq., GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
211
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Operations PW-055
Pre-Trip Inspections / DOT Program / CHP
Inspections / Vehicle Safety Checks / Daily Vehicle
Inspections / Daily Equipment Checks
2 years 2 years 13 CCR 1234(e); GC §34090
Public Works
/ Operations PW-056 Underground Service Alerts (USA's)3 years 3 years GC §§4216.2(d) & 4216.3(d), GC §34090
Public Works
/ Operations
& Fire
PW-057
Underground Storage Tank (City Owned)
UST Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic Protection
Maintenance Records
7 years 7 years 23 CCR 2712(b); H&S §25284.4(i)
Public Works
/ Operations
& Fire
PW-058
Underground Storage Tanks - USTs (City Owned)
Repairs, Lining, Upgrade Records
Life of the
Tank
Life of the
Tank 23 CCR 2712(b), H&S §25284.4(i)
Public Works
/ Operations
& Fire
PW-059
Underground Storage Tanks (City-Owned)
Location, Removal, Soil Remediation,
Monitoring Well Records
10 years P P 23 CCR 2712(b), H&S §25284.4(i); GC §34090 et. seq.
Public Works
/ Operations PW-060 Used Oil Disposal 3 years 3 years 22 CCR 66266.130(c)(5), H&S §25250.18(b),
25250.19(a)(3) et seq.
Public Works
/ Operations PW-061 Vehicle Accident Reports (City Vehicles)2 years 2 years GC §34090
Public Works
/ Operations PW-062 Vehicle & Equipment Database Indefinite Indefinite Data Fields / Records are interrelated; GC §34090
Public Works
/ Operations PW-063
Vehicle & Equipment History Files
Maintenance, Crane Certifications, Smog
Certificates, Registrations
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090
Public Works
/ Operations PW-064
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Indefinite Data is interrelated; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
212
Ver. 18.0
Revision Adopted: RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Operations PW-065 Work Orders / Service Requests - All Information
Entered in CMMS Database
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database is the original); GC
§34090
Public Works
/ Operations PW-066
Work Orders / Service Requests - NOT entered in
CMMS Database (or partial information entered into
CMMS Database)
(Division providing service retains originals; Division
requesting service is considered a copy)
5 years 5 years CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC
§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
213
Ver. 12.0
Revision Adopted: RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
R&CS-001
Activity / Special Programs / Special Event Files
Bingo, Children's Programs, Cultural Arts, Sports,
Senior Programs, Filming, Theatre Programs and
similar documents
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Rec. &
Community
Services
R&CS-002
Athletic Field Use Agreements
(all other agreements are sent to the City Clerk)
Completion 5 years Completion +
5 years GC §34090
Finance R&CS-003 Cash Receipts (all detail sent to Finance)1 year 1 year GC §34090.7
Rec. &
Community
Services
R&CS-004 Check In List / Drop-in Classes 2 years 2 years GC §34090
Rec. &
Community
Services
R&CS-005 Contractor's Payment Detail / Breakdown (not sent
to Finance)2 years 3 years 5 years GC §34090 et seq.
Rec. &
Community
Services
R&CS-006 Credit Card Refunds (not sent to Finance)2 years 3 years 5 years GC §34090 et seq.
Rec. &
Community
Services
R&CS-007 Evaluations / Surveys (Program or Facility
Evaluations)
When No
Longer
Required
When No
Longer
Required
Department Preference (Transitory record not
retained in the ordinary course of business); GC
§34090
Rec. &
Community
Services
R&CS-008 Facility Use Rental Contracts / McClellan Ranch
Preserve Garden Plot Rental Agreements 2 years 2 years GC §34090
Rec. &
Community
Services
R&CS-009
First Aid Reports
(Accident reports are sent to Human Resources /
Risk Management)
2 years 2 years GC §34090
Rec. &
Community
Services
R&CS-024
Library Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
214
Ver. 12.0
Revision Adopted: RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
R&CS-025
Library Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Rec. &
Community
Services
R&CS-026
Library Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk R&CS-027
Library Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Rec. &
Community
Services
R&CS-010
Parks & Recreation Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P Department preference; GC §§34090, 54960.1(c)(1)
Rec. &
Community
Services
R&CS-028
Parks & Recreation Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Rec. &
Community
Services
R&CS-011
Parks & Recreation Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
215
Ver. 12.0
Revision Adopted: RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
City Clerk R&CS-012
Parks & Recreation Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Rec. &
Community
Services
R&CS-013 Rec Bucks Log / Rec Checks Log 2 years 3 years 5 years GC §34090 et seq.
Rec. &
Community
Services
R&CS-014 Recreation Database Indefinite Indefinite GC §34090
Rec. &
Community
Services
R&CS-015
Registration / Reservation Forms / Application
Forms / Membership Applications / Fee & Charge /
Liability Forms / Release of Liability Forms /
Permissions / and similar documents: Camps,
Field Trips, Authorization to give Medicine, and
similar documents
3 years 3 years GC §34090
Rec. &
Community
Services
R&CS-016 Senior Client Case Files Inactive + 5
years
Inactive + 5
years GC §34090
Rec. &
Community
Services
R&CS-017 Senior Memberships (renewed annually)2 years 2 years GC §34090
Rec. &
Community
Services
R&CS-018 Senior Nutrition Program 5 years 5 years OMB Circular A-110 & A-133; GC §34090
Rec. &
Community
Services
R&CS-019 Senior Trips / Travel Program 4 years 4 years GC §34090
Rec. &
Community
Services
R&CS-020 Sign-in / Sign-out sheets (Day camp, and similar
documents)2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
216
Ver. 12.0
Revision Adopted: RECORDS RETENTION SCHEDULE: RECREATION & COMMUNITY SERVICES Page R&CS-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)
Active
(in office or
imaged)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Rec. &
Community
Services
R&CS-021
Teen Commission
AGENDAS, AGENDA PACKETS (Imaged 2017 &
After)
P P GC §§34090, 54960.1(c)(1)
Rec. &
Community
Services
R&CS-029
Teen Commission
AGENDAS, AGENDA PACKETS (NOT Imaged,
prior to 2017)
When No
Longer
Required,
Minimum 2
years
When No
Longer
Required,
Minimum 2
years
Department preference; GC §34090
Rec. &
Community
Services
R&CS-030
Teen Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
Audio tapes are not required to be made; GC
§54953.5(b)
City Clerk R&CS-022
Teen Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Rec. &
Community
Services
R&CS-024 Volunteer / Unpaid Intern Applications &
Agreements - Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii),
GC §§12946, 34090
Human
Resources
or Rec. &
Community
Services.
R&CS-025 Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending Applicants 3 years 3 years GC §§12946, 34090
Rec. &
Community
Services
R&CS-023 Waivers of Liability 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
217
RESOLUTION NO. 13-094
A RESOLUTION OF THE CUPERTINO CITY COUNCIL RESCINDING
RESOLUTION NO 12-039 AND ADOPTING A RECORDS RETENTION
SCHEDULE FOR THE CITY OF CUPERTINO
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 may be destroyed; and
WHEREAS, the State of California has adopted guidelines for retention period
for various government records; and
WHEREAS, on March 4, 2002, the Cupertino City Council adopted Resolution
No. 02-037 adopting the Local Government Retention Guidelines Administered by
the California State Archives Division of the Secretary of State’s office as the records
retention schedule for the City of Cupertino; and
WHEREAS, on May 1, 2012, the Cupertino City Council rescinded Resolution
No. 02-037 and adopted Resolution No. 12-039 amending the records retention
schedule to add specific record types and extend timelines on certain record types;
and
WHEREAS, the City of Cupertino recognizes the importance of providing
clear, specific record descriptions and retention periods, and applying current law
and technology to a records retention program; and
WHEREAS, the term “records” as used herein shall include documents,
instructions, books, microforms, electronic files, magnetic tape, optical media, or
papers; as defined by the California Public Records Act; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Cupertino hereby takes the following action:
1. Rescinds Resolution No. 12-039
2. Adopts the Records Retention Schedule, as set forth in Exhibit A,
attached hereto and incorporated herein by this reference
218
Resolution No. 13-094
2
PASSED AND ADOPTED at a regular meeting of the City Council of the City
of Cupertino this 19th day of November, 2013 by the following vote:
Vote Members of the City Council
AYES: Mahoney, Wong, Chang, Santoro, Sinks
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST: APPROVED:
/s/ Grace Schmidt /s/ Orrin Mahoney
___________________________ __________________________________
Grace Schmidt, City Clerk Orrin Mahoney, Mayor, City of Cupertino
219
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Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications/ Public Hearing Notices
2 years 2 years CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1)
Lead Dept.CW-002
Agreements & Contracts: ADMINISTRATIVE
FILES
(Correspondence, Project Administration, Project
Schedules, Certified Payrolls, Insurance
Certificates, Invoices, Logs, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion
+ 10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
GC §34090
Lead Dept.CW-003
Agreements & Contracts: UNSUCCESSFUL BIDS,
UNSUCCESSFUL PROPOSALS or RESPONSES
to RFPs (Request for Proposals) and/or RFQs
(Request for Qualifications) that don't result in a
contract
2 years 2 years
The RFP / RFQ and the successful proposal becomes
part of the agreement or contract (City Clerk is OFR for
successful bids / proposals); GC §34090
Lead Dept.CW-004 Boards and Committees: AUDIO RECORDINGS of
Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
Lead Dept.CW-005
Boards, Commissions, & Committees: City
Council Subcommittees
(Agendas and Minutes for Subcommittees
Composed solely of less than a quorum of the City
Council)
2 years 2 years All recommendations are presented to the City Council;
GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
245
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-006
Boards, Commissions, & Committees: Residents
Advisory Bodies Formed by CITY COUNCIL
AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Brown Act challenges must be filed within 30 or 90 days
of action; GC §§34090, 54960.1(c)(1)
Finance /
Revenue CW-007 Cash Receipts Detail / Backup / Accounts
Receivable Detail / Refund Detail 1 year 1 year
Originals are sent to Finance, who is the Office of Record;
these are copies retained for auditing purposes; GC
§34090.7
Lead
(Responding)
Dept.
CW-008 Complaints / Concerns from Citizens Computer
Tracking Software or Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
City preference; Statute of Limitations for personal
property, fraud, etc. is 3 years; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq., 342, GC
§§945.6, GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-009
Correspondence - ROUTINE
(e.g. Administrative, Chronological, General Files, Letters,
Memorandums, Reading File, Working Files, etc.)
2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
246
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-010
Correspondence - TRANSITORY / PRELIMINARY
DRAFTS, Interagency and Intraagency Memoranda
not retained in the ordinary course of business
(e.g. calendars, checklists, e-mail or social media posting
that is NOT made or retained for the purpose of
preserving the informational content for future reference,
instant messaging, inventories, invitations, logs, mailing
lists, meeting room registrations, speaker slips, supply
inventories, telephone messages, transmittal letters,
thank yous, requests from other cities, undeliverable
envelopes, visitors logs, voice mails, webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Electronic and paper records are categorized, filed and
retained based upon the appropriate records series
(based on the content of the record.) E-mails, electronic
records, or social media postings that ARE made or
retained for the purpose of preserving the informational
content for future reference are saved by printing them
out and placing them in a file folder, or saving them
electronically. If not mentioned here, consult the City
Attorney to determine if a record is considered transitory /
preliminary draft. GC §§34090, 6252, 6254(a)
Information
Technology CW-011 Documents Generated by GIS Indefinite Indefinite
Documents generated in City's GIS system by a lead
dept. should be placed in appropriate project files or
saved as necessary for historical purposes. Contact IT
and refer to dept. policy regarding retention of historical
GIS information. GC §34090 et seq.
Lead Dept.CW-012 Drafts & Notes: Drafts that are revised (retain final
version)
When No
Longer
Required
When No
Longer
Required
As long as the drafts and notes are not retained in the
"Regular Course of Business." Consult the City Attorney
to determine if a records is considered a draft. GC
§§34090, 6252, 6254(a)
Lead Dept.CW-013 Facility Use Applications / Facility Use Permits 2 years 2 years GC §34090
Lead Dept. &
City Manager CW-014 Grants / CDBG (UNSUCCESSFUL Applications,
Correspondence)2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
247
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. &
City Manager CW-015
Grants / CDBG / Reimbursable Claims
(SUCCESSFUL Reports, other records required to
pass the funding agency's audit, if required)
Applications (successful), grant agreement, program
rules, regulations & procedures, reports to grant funding
agencies, correspondence, audit records, completion
records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
GC §34090
Lead Dept.CW-016 Leave Requests / Vacation Requests
When No
Longer
Required
When No
Longer
Required
City Preference; Preliminary draft / transitory record; GC
§34090, GC §6252
Lead Dept.CW-017
Material Data Safety Sheet (MSDS) / Chemical Use
Report Form (or records of the chemical /
substance / agent, where & when it was used)
While
Chemical In
Use
30 years 30 years GC §34090
Lead Dept.CW-018 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Non-records - may be obtained from the newspaper
company; GC §34090
Lead Dept.CW-019 Personnel Work Schedules 2 years 2 years GC §34090
Lead Dept.CW-020 Public Relations / Press Releases 2 years 2 years GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-021 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc.2 years 2 years GC §§34090, 6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-022 Real Estate Appraisal Reports: Purchased
Property, Funded Loans 2 years
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 5
years
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
248
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-023
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, etc: Produced by
YOUR Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
OK to destroy after 2 years, whichever is longer; GC
§34090
Lead Dept.CW-024 Reports and Studies (Historically significant - e.g.,
Zoning Studies)10 years P P Administratively and Historically significant, therefore
retained permanently; GC §34090
Lead Dept.CW-025 Reports and Studies (other than Historically
significant reports - e.g. Annual Reports)10 years 10 years GC §34090
Lead Dept.CW-026 Special Projects / Subject Files / Issue Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Lead Dept.CW-027 Subject / Reference Files: Subjects other than
Specifically Mentioned in Retention Schedules
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Department Preference; GC §34090 et seq.
Lead Dept.CW-028 Supervisor's File - Personnel Issues
When No
Longer
Required
When No
Longer
Required
Ensure that originals of all official personnel records are
provided to Human Resources. Supervisor's notes and
other unofficial records or copies maintained by the
supervisor retained for reference may be retained and
discarded as determined by supervisor. GC §34090 et
seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
249
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-029
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the survey
forms are considered a draft or transitory record,
and can be destroyed as drafts (When No Longer
Required)
2 years 2 years GC §34090
CW-030 Tapes / DVD Recordings: See Boards &
Commissions
Lead Dept.CW-031
Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics & Safety training)
5 years 5 years
Department preference; Ethics Training is 5 years;
Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR §3203
et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
Lead Dept.CW-032 Volunteer / Unpaid Intern Applications &
Agreements - Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection, or discharge;
29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946,
34090
Lead Dept.CW-033 Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending Applicants 3 years 3 years GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
250
Ver. 5.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CATT-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Attorney CA-001 Amicus Briefs 2 years 2 years GC §34090
City Attorney CA-002 Attorney / Staff / Department Advice Files (All
subjects)
When no
Longer
Required -
Minimum 2
years
When no
Longer
Required -
Minimum 2
years
GC §34090
City Attorney CA-003 City Attorney Opinions
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City Attorney CA-004 Claims Resolution +
5 years
Resolution +
5 years GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5
City Attorney CA-005
Confidential Invoice Backup (not sent to Finance)
legal invoices, etc.
2 years 3 years 5 years GC §34090
City Attorney CA-006 Lawsuits / Litigation
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
When no
Longer
Required -
Minimum
Final
Resolution
+ 5 years
GC §§ 911.2, 945.6, 34090, 34090.6; PC §832.5
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
251
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-001
Agenda Packets / Staff Reports - IMAGED (1999 &
After): City Council, Redevelopment / Successor
Agency, Public Utilities Corporation
2 years P P GC §34090 et seq.
City Clerk CC-002
Agenda Packets / Staff Reports - NOT IMAGED
(Prior to 1999): City Council, Redevelopment /
Successor Agency, Public Utilities Corporation
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
City Clerk CC-003
Agreements & Contracts: ALL
Agreement or Contract includes all contractual
obligations (e.g. Amendments, Scope of Work ,
Exchange Orders, or Successful Proposal)
4 years P P CCP §§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48 CFR 4.703
City Clerk CC-004 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Land Records; GC §34090
City Clerk CC-005 Annual Commission / Committee Notice of
Vacancies per Maddy Act 2 years 2 years 2 CCR 18705.5; GC §34090
City Clerk CC-006 Applications for Boards, Commissions or
Committees - Successful
Term of
Office +
2 years
Term of
Office +
2 years
GC §34090
City Clerk CC-007 Applications for Boards, Commissions or
Committees - Unsuccessful 2 years 2 years GC §34090
City Clerk CC-008 Bid Packets / Unsuccessful Bids or Proposals 2 years 2 years GC §34090
City
Attorney CC-009 Claim Forms
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Copies (The City Attorney is the Office of Record); GC
§34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
252
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-010 Economic Interest Filings (FPPC 700 Series Forms -
Statement of Economic Interests): ALL 7 years 7 years GC §81009(e),(f), & (g); 2 CCR 18615(d)
City Clerk CC-011 Employee Bonds / Fidelity Bonds
When No
Longer
Required
P P GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113
City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 4 years 4 years 2 CCR 18944(c)(3)(G)
City Clerk CC-013 FPPC Form 802 (Tickets Provided by Agency
Report)7 years 7 years GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official
Appointments)2 years 2 years 2 CCR 18705.5; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
253
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ELECTIONS - CONSOLIDATED
City Clerk CC-015 Prop. 218 Fees & Charges: Ballots and/or protest
letters 2 years 2 years GC §53753(e)(2)
City Clerk CC-016 Prop. 218 Fees & Charges: Master Mailing List /
Certifications 2 years 2 years GC §34090
City Clerk CC-017 Prop. 218 Fees & Charges: Undeliverable Mail 3 months 3 months Transitory / Non-record; GC §34090 et seq.
City Clerk CC-018 Campaign Filings (FPPC 400 Series Forms):
SUCCESSFUL CANDIDATES (Elected Officials)7 years P P Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-019 Campaign Filings (FPPC 400 Series Forms):
UNSUCCESSFUL CANDIDATES 7 years 7 years Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL WITH
CITY CLERK (copies)
7 years 7 years Paper must be retained for at least 2 years; GC
§81009(b)(g)
City Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years 7 years Paper must be retained for at least 2 years; GC
§81009(c)(g)
City Clerk CC-022 Candidate File: Nomination Papers, Candidate
Statements, etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Term of
Office +
4 years
EC §17100
City Clerk CC-023 Candidate File: Nomination Papers, Candidate
Statements, etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Election + 4
years EC §17100
City Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence, Precinct
Maps, County Election Services, Candidate
Statements to be printed in the Sample Ballot, etc.)
2 years 2 years GC §34090
City Clerk CC-025 Elections - HISTORICAL (Sample ballot, copies of
resolutions, final results)2 years P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
254
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-026 Elections - Petitions (Initiative, Recall or
Referendum)
Results, or
Final
Examination
if No Election
+ 8 mo.
Results, or
Final
Examination
if No Election
+ 8 mo.
The 8 month retention applies after election results, or
final examination if no election, unless there is a legal or
FPPC proceeding. EC §§17200, 17400
(End of Elections Section)
City Clerk CC-027 Ethics Training - Certificates 5 years 5 years GC §§34090, 53235.2(b)
City Clerk CC-028
Historical Records & Historical Projects (e.g.
Incorporation, City Seal, Awards of significant
historical interest, etc.)
5 years P P City Clerk determines historical significance; records can
address a variety of subjects and media; GC §34090
City Clerk CC-029 Insurance Certificates - ALL P P CCP §337 et. seq., GC §34090
City Clerk CC-030
List of City Council Members and Mayors / Historical
List of Council Members and Board & Commission
Members
P P GC §34090
City Clerk CC-031 Minutes - All Boards & Commissions, excluding Ad-
Hoc 2 years P P GC §34090
City Clerk CC-032 Minutes - City Council, Redevelopment / Successor
Agency, Public Utilities Corporation 2 years P P GC §34090
City Clerk CC-033 Municipal Code and History File 2 years P P GC §34090
City Clerk CC-034 Oaths of Office - Council, Board and Commission
Members 14 years 14 years GC §§36507, 34090; PC §§801.5, 803(c); 29 USC
1113
City Clerk CC-035 Ordinances (City Council)2 years P P GC §34090 et. seq.
City Clerk CC-036 Proof of Publication / Public Notices / Certificate of
Posting (includes agendas)2 years 2 years GC §34090
City Clerk CC-037
Real Property - Records that Affect the Title to Real
Property (Abandonments, Deeds, Easements, Liens,
Vacations, etc.)
2 years P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
255
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-038 Records Destruction Lists / Certificates of Records
Destruction P P GC §34090 et. seq.
City Clerk CC-039 Records Retention Schedules / Amendments to
Records Retention Schedules P P GC §34090 et. seq.
City Clerk CC-040 Request for Public Records 2 years 2 years Employees are not required to retain the records
produced, only the request; GC §34090
City Clerk CC-041 Resolutions - City Council, Redevelopment /
Successor Agency, Public Utilities Corporation 2 years P P GC §34090 et. seq.
City Clerk CC-042 Subpoenas / Discovery Requests / Personal
Appearance / Duces Tecum 2 years 2 years GC §34090
City Clerk CC-043 Uniform Building Codes / California Building Codes P P GC §50022.6
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
256
Ver. 5.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY MANAGER / ADMINISTRATION
City
Manager CM-001 City Council Correspondence / Mayor's
Correspondence / City Manager Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager CM-002
Confidential Employee Recruitment Contracts /
Applications
(e.g. City Manager, City Attorney)
3 years 3 years 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), GC §§12946, 34090
City
Manager CM-003 Grand Jury Reports & Responses 5 years 5 years GC §34090
City
Manager CM-004 Newsletters to the City Council (Items of Interest)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Lead Dept.
CM-005
Projects, Programs, Events, Subject & Issues
(Issues and/or projects will vary over time - e.g.
Hotels, Developments, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
257
Ver. 5.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Econ. Dev.
CM-006 Census, Demographics
When No
Longer
Required
When No
Longer
Required
GC §34090 et seq.
City
Manager /
Econ. Dev.
CM-007 Department of Finance Schedule of Obligations:
Approvals, Denials, Meet & Confer, etc.10 years 10 years GC §34090
City
Manager /
Econ. Dev.
CM-008 Economic Development Projects (Projects will vary
over time - e.g. Proposed Hotels, etc.)
Minimum 2
years
Minimum 2
years GC §34090
City
Manager /
Econ. Dev.
CM-009
Redevelopment / Successor Agency Project Files &
Project Plans (Includes Environmental
Assessments)
Project
Completion
+ 5 years
P P GC §34090
City
Manager /
Econ. Dev.
CM-010 Redevelopment Plans (Historical)
Project
Completion
+ 5 years
P P GC §34090
City
Manager /
Econ. Dev.
CM-011 Relocation Files Where Redevelopment was the
Lead
Settle + 1
year
Settle + 4
years
Settle + 5
years GC §§ 945, 34090, 34090.6; PC §832.5
ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
258
Ver. 5.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC AFFAIRS / CITY CHANNEL / CABLE TV / PIO
City
Manager /
Public
Affairs
CM-012 Cable TV Complaints 2 years 2 years GC §34090
City
Manager /
Public
Affairs
CM-013 Cable TV Franchise Administration / PACT
Administration
Completion
+ 5 years
Completion
+ 5 years GC §34090
City
Manager /
Public
Affairs
CM-014 Cable TV Programming, Production & Scheduling 2 years 2 years GC §34090
City
Manager /
Public
Affairs
CM-015 Videos: Historical and Community Events 90 days P P GC §34090
City
Manager /
Public
Affairs
CM-016 Community Outreach
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Public
Affairs
CM-017 Emergency Preparedness Plans Superseded
+ 2 years
Superseded
+ 2 years GC §34090
City
Manager /
Public
Affairs
CM-018 Newsletters to the Public (The Scene)P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
259
Ver. 5.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City
Manager /
Public
Affairs
CM-019 Proclamations / Commendations / Memoriums /
Recognitions, etc.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
City
Manager /
Public
Affairs
CM-020 Speech Notes / PowerPoint Presentations
When No
Longer
Required
When No
Longer
Required
GC §34090 et seq.
City
Manager /
Public
Affairs
CM-021
Video Recordings of City Council Meetings,
Planning Commission Meeting, or other public
meetings
25 years 25 years GC §§34090.7, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
260
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING
Comm.
Develop. /
Building
CD-001 Building Permit Database (includes reports)Indefinite Indefinite GC §34090, H&S §19850
Comm.
Develop. /
Building
CD-002 Complaints (Written)2 years 2 years GC §34090
Comm.
Develop. /
Building
CD-003
Construction Notices / Inspection Notices
(correction notices, compliance orders, stop work notices,
etc.)
2 years 2 years GC §34090
City Clerk CD-004 Cupertino’s currently adopted model code as amended
(California Building Codes / Uniform Building Codes)
Until
Superseded
Dept. to
retain copies
Until
Superseded
Previously adopted codes are maintained
permanently by the City Clerk, who is the Office of
Record; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
261
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Building
CD-005
Multi-Family Dwellings, Commercial and Industrial Buildings.
Building Plans, Permits and Supporting Documents (including
project that are expired or withdrawn)
Supporting Documents include: Applications, Fee Estimator,
Contractor / Subcontractor list, Owner Builder form, Soils /
Geotechnical Reports, Structural Calculations, Special Inspection
Reports, Specifications, Accessibility Hardship form, Alternate
Materials & Methods form, Energy Compliance forms,
Certificate of Occupancy, Green Bldg Checklist, & Hazardous
Materials Questionnaire, Landscape Water Efficiency Checklist,
Permit cancellation letters, PG&E / Gas / Electric Abandonment,
Removal Letter (Building Demo)
P P GC §34090
Comm.
Develop. /
Building
CD-006 New Address Assignments; Change of Addresses P P GC §34090, H&S §19850
Comm.
Develop. /
Building
CD-007
Plan Check Comments, Outside Agency Reports,
Correspondence, Checklists, Temporary Certificate of
Occupancy, etc.
Keep Until
Permit is
Finalled
Keep Until
Permit is
Finalled
Preliminary Drafts; GC §34090
Comm.
Develop. /
Building
CD-008 Public Records Requests / Requests & Permissions to
Receive Copies of Plans 2 years 2 years GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
262
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Building
CD-009
Single Family Dwelling and Duplexes.
Issued Building Plans, Permits and Supporting Documents
(including project that are expired or withdrawn)
Supporting Documents include: Applications, Fee Estimator,
Contractor / Subcontractor list, Owner Builder form, Soils /
Geotechnical Reports, Structural Calculations, Special Inspection
Reports, Specifications, Accessibility Hardship form, Alternate
Materials & Methods form, Energy Compliance forms,
Certificate of Occupancy, Green Bldg Checklist, Landscape Water
Efficiency Checklist, Permit cancellation letters, PG&E / Gas /
Electric Abandonment, Removal Letter (Building Demo)
P P CBC 104.7, & 107.5, H&S§19850, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
263
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CODE ENFORCEMENT
Comm.
Develop. /
Code
Enforce.
CD-010 Abandoned Vehicles 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-011 Alarm Records / False Alarms 2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-012 Appeals - Administrative Citations
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-013 Appeals - Parking Citations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-014 Citations (Parking, Traffic, or Criminal)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-015
Code Enforcement Case Files / Abatement Case Files /
Administrative Citations (Includes appeals and Code
Enforcement Complaint Letters, Complaints, Correction
notices, Orders, etc.)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
CFC §104.3.4, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
264
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Code
Enforce.
CD-016 Crime Reports (Misdemeanor or Infractions)2 years 2 years GC §34090 et seq.
Comm.
Develop. /
Code
Enforce.
CD-017 Liens P P GC §34090(a)
Comm.
Develop. /
Code
Enforce.
CD-018 Permits: Massage Solicitor, Handbill, Taxi Expiration +
2 years
Expiration +
2 years GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
265
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
HOUSING
Community
Develop. /
Housing
CM-019
Housing Commission
AGENDAS, AGENDA PACKETS
P P GC §34090
Community
Develop. /
Housing
CM-020
Housing Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
City Clerk CM-021
Housing Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Community
Develop. /
Housing
CM-022
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, Community
Housing Development Organizations, CDBG & HOME
WITH a Recapture / Resale Restriction
Deeds and Title Insurance are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
24 CFR 85.42, 92.508(a)(c)(2) & 570.502(b), 29
CFR 97.42, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
266
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Community
Develop. /
Housing
CM-023
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, Community
Housing Development Organizations, CDBG & HOME
WITHOUT a Recapture / Resale Restriction
Deeds and Title Insurance are sent to City Clerk
Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
24 CFR 85.42, 92.508(a)(c), & 570.502, 29 CFR
97.42
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
267
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PLANNING
Comm.
Develop. /
Planning
CD-024
Administrative Hearings
AGENDAS, AGENDA PACKETS
P P GC §34090
Comm.
Develop. /
Planning
CD-025
Administrative Hearings
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
City Clerk CD-026
Administrative Hearings
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning &
City Clerk
CD-027 Annexations / Boundaries / Consolidations / LAFCO 5 years P P Land Records; GC §34090
Comm.
Develop. /
Planning
CD-028
Design Review Commission
AGENDAS, AGENDA PACKETS
P P GC §34090
Comm.
Develop. /
Planning
CD-029
Design Review Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
268
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CD-030
Design Review Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-031
Environmental Determinations: Environmental Impact
Reports (EIRs), Negative Declarations, etc. )
Inside City boundaries
P P 14 CCR §15095(c); GC §34090
Comm.
Develop. /
Planning
CD-032
Environmental Determinations: Environmental Impact
Reports (EIRs), Negative Declarations, etc. )
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Non-records
Comm.
Develop. /
Planning
CD-033
Environmental Review Commission
AGENDAS, AGENDA PACKETS
P P GC §34090
Comm.
Develop. /
Planning
CD-034
Environmental Review Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
City Clerk CD-035
Environmental Review Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-036 General Plan, Elements and Amendments P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
269
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-037 Master Plans, Specific Plans, Bikeway Plans, etc.P P GC §34090
Comm.
Develop. /
Planning
CD-038
Planning Commission
AGENDAS, AGENDA PACKETS
P P GC §34090
Comm.
Develop. /
Planning
CD-039
Planning Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
City Clerk CD-040
Planning Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Comm.
Develop. /
Planning
CD-041
Planning Commission
RESOLUTIONS
P P GC §34090
Comm.
Develop. /
Planning
CD-042
Planning Project Files - Approved & Unapproved
Temporary Entitlements:
Christmas Tree Lots, Banner, Garage Sales, Pumpkin
Lots, Temporary Signs, etc.
2 years 2 years GC§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
270
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-11
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Comm.
Develop. /
Planning
CD-043
Planning Project Files - Permanent Entitlements (ALL)
(Includes Associated CEQA Noticing, Conditions of
Approval, Consultant's Reports, Public Noticing,
Environmental Determinations, Staff Reports, Plans &
Maps, arborist, architecture, geologic, noise, soils, traffic,
and all other uniquely dated environmental and technical
reports and studies; incomplete and complete letters;
project approval and conditions of approval letters; and
any other documents that project planner deems critical.)
Examples: Conditional Use Permits (CUPs), Design Review, Lot
Line Adjustments, Parcel Maps, Planned Unit Developments
(PUD), Site Plans, Tentative Subdivisions, Variances, Zone
Changes, etc.
3 years P P 14 CCR §15095(c); GC§§34090, 34090.7
Comm.
Develop. /
Planning
CD-044 Project Log Index / Spreadsheet / Binders of Historic
Actions P P GC§34090
Comm.
Develop. /
Planning
CD-045
Special Studies (authored by the City, not related to a
particular subject. e.g. Noise / traffic in the Downtown
Corridor, etc.)
P P GC§34090
Comm.
Develop. /
Planning
CD-046 Tree Removal Permits 3 years P P GC§34090
Comm.
Develop. /
Planning
CD-047 Zoning Maps P P
Department Preference; City Clerk Maintains
originals of all documents that were presented to
Council; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
271
Ver. 13.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-12
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CD-048 Zoning Ordinance Amendments, Reclassifications / Zone
Change 3 years P P Department Preference (copies); GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
272
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / ADMINISTRATION
Finance /
Admin.FN-001
Assessment Districts / Community Facilities Districts,
and similar documents - Financial Records / Assessor
Roll
2 years 3 years 5 years GC §34090
Finance /
Admin.FN-002 Audit Reports / CAFR - Comprehensive Annual
Financial Reports and related Audit Opinions 5 years P P GC §34090.7
Finance /
Admin.FN-003 Audit Work Papers 5 years 5 years GC §34090
Finance /
Admin.FN-004 Budgets - Adopted / Final 5 years P P GC §34090, 40802, 53901
Finance /
Admin.FN-005 Budgets - Preliminary, Backup Documents
When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §34090
Finance /
Admin.FN-006 Single Audits / Transportation Audits / PERS Audit, et.2 years 3 years 5 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
273
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-007 1099's Issued / W-9s 5 years 5 years R&T §19530, GC §34090
Finance /
General
Accounting
FN-008
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense Reimbursements,
Warrant Request, and similar documents)
2 years 3 years 5 years GC §34090
Finance /
General
Accounting
FN-009 FEMA Reimbursement Claims 2 years 8 years 10 years GC §34090
Finance /
General
Accounting
FN-010 Bank Statements, Trustee Statements, and similar
documents 2 years 3 years 5 years GC §34090, 26 CFR 31.6001-1
Finance /
General
Accounting
FN-011
Bond Official Statements / Transcripts / Certificates of
Participations (COPs) See Bank Statements for
statement retention.
Fully
Defeased +
10 years
Fully
Defeased +
10 years
CCP §§336(a)(1) & (2), 337.5(a); GC §43900 et seq.
Finance /
General
Accounting
FN-012 Checks / Warrant Register Report (issued)2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-013 Checks / Warrants (Cashed)2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-014 Escheat (Unclaimed money / uncashed checks)5 years 5 years CCP §§340, 1519; GC §34090
Finance /
General
Accounting
FN-015 Financial Services Database Indefinite Indefinite Data Fields / Records are interrelated; GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
274
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
General
Accounting
FN-016 Fixed Assets - Annual Listing (Source Documents)5 years 5 years GC §34090
Finance /
General
Accounting
FN-017 Investment Reports / Treasurer's Reports (Report and
Backup)5 years 5 years GC §34090
Finance /
General
Accounting
FN-018
Investments / Arbitrage / Certificate of Deposit /
Investment Bonds (Receipts / Advisor Reports and
Statements / Trade Tickets / LAIF (Local Agency
Investment Fund))
5 years 5 years GC§§ 34090, 43900
Finance /
General
Accounting
FN-019 Journal Entries / Journal Vouchers 2 years 3 years 5 years GC §34090, CCP § 337
Finance /
General
Accounting
FN-020
Reports, Subsidiary Ledgers, Reconciliations,
Transaction Histories, Balance Sheets, Revenue &
Expenditure Reports, and similar documents (MONTHLY
When No
Longer
Required
When No
Longer
Required
GC §34090
Finance /
General
Accounting
FN-021
Reports: Annual State or Federal: State Controller's
Report, Street Report, Local Government Compensation
Report, and similar documents
5 years 5 years Department Preference; Meets auditing standards;
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
275
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FINANCE / PAYROLL
Finance /
Payroll FN-022 CalPERS Reports 2 years 3 years 5 years GC §34090
Finance /
Payroll FN-023 DE-6, 941 & DE-166 Forms - Quarterly Payroll Tax
Returns / OASDI 2 years 3 years 5 years IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FN-024 Deferred Compensation (City Statements)2 years 3 years 5 years GC §304090, 26 CFR 31.6001.1
Human
Resources FN-025 Payroll Employee Files (by employee name, includes W-
4s, deductions, garnishments, and similar documents)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Human Resources retains originals; GC §34090.7
Finance /
Payroll FN-026 Payroll Registers 2 years 3 years 5 years GC §34090
Finance /
Payroll FN-027 Time Sheets / Time Cards 2 years 3 years 5 years IRS Reg §31.6001-1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5; GC §34090
Finance /
Payroll FN-028 W-2 Reports 2 years 3 years 5 years IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FN-029 W-2's 2 years P P IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
276
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Revenue FN-030
Accounts Receivable - General - Business License
Applications & Registrations and Renewal Responses,
Transient Occupancy Tax (TOT), Parking Meters,
Invoices to Outside Entities, and similar documents
2 years 3 years 5 years GC §34090
Finance /
Revenue FN-031 Business License Renewal Notices, Payment Stubs
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §34090 et seq.
Finance /
Revenue FN-032 Business License Closure Letter / Confirmations Not
Doing Business in City 2 years 2 years GC §34090 et seq.
Finance /
Revenue FN-033 Accounts Receivable - Leases / Rent / Property
Management 2 years 3 years 5 years Statewide guidelines propose audit + 4 years;
Published articles show 3 - 7 years; GC §34090
Finance /
Revenue FN-034 Daily Cash Receipts / Cashier Receipts 2 years 3 years 5 years GC §34090 et seq.
FINANCE / REVENUE / ACCOUNTS RECEIVABLE
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
277
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-001 Accident Reports (Potential Claims - Accidents to
members of the public)2 years 2 years GC §34090
Human
Resources HR-002 Classification / Reorganization Studies (for employee
classifications and department structures)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §§12946, 34090
Human
Resources HR-003 Classification Specifications / Job Descriptions
When No
Longer
Required -
Minimum 6
years
When No
Longer
Required -
Minimum 6
years
GC §§12946, 34090; 29 USC 1113
Human
Resources HR-004 Compensation Surveys & Studies
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §§12946, 34090
Human
Resources HR-005
Confidential Invoice Backup (not sent to Finance)
Benefit backup, legal invoices, etc.
2 years 3 years 5 years GC §34090
Human
Resources HR-006 Department of Fair Employment & Housing (DFEH or
EEOC) Claims
Final
Disposition
+ 3 years
Final
Disposition
+ 3 years
2 CCR 7287.0; GC §§12946, 34090
Human
Resources HR-007 DMV Pull Notices
Until
Superseded
or
Separated
Until
Superseded
or
Separated
GC §34090
Human
Resources HR-008 Drug & Alcohol Test Results (All - Positives and
Negatives)5 years 5 years GC §§12946, 34090, 49 CFR 655.71 et seq.; 49
CFR 382.401 et seq.
Human
Resources HR-009 EEO-4 Reports and records required to generate EEO-4
report (Self-Identification Form, etc.)3 years 3 years 29 CFR 1602.30
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
278
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-010 Grievances, Investigations, and Informal Complaints Separation +
6 years
Separation +
6 years GC §§12946, 12960, 34090
Human
Resources HR-011 I-9s Separation +
3 years
Separation +
3 years GC §§12946, 34090
Human
Resources HR-012 Insurance Policies: General Liability, Property, etc.
When No
Longer
Required
P P
Human
Resources HR-013
Labor Relations Files
(Negotiation Notes, Correspondence, Interpretation of
MOU Provisions, Documentation, etc.)
10 years 10 years GC §34090
Human
Resources HR-014 OSHA Inspections & Citations, Log 200 and Log 300,
301, 301A, etc.2 years 3 years 5 years OSHA requires 5 years; State law requires 2 years;
8 CCR §3203(b)(1), GC §34090; LC §6429(c)
Human
Resources HR-015 Livescan Applications 2 years 2 years GC §34090
Human
Resources HR-016 Livescan Clearance Sheets Upon
Separation
Upon
Separation GC §34090
Human
Resources HR-017 Personnel Files - Employees Separation +
1 year P P GC §§12946, 34090; 29 USC 1113
Human
Resources HR-018
Personnel Files - Medical File (all employees)
Includes Pre-employment physicals, Respirator Fit Tests, etc.
Separation +
1 year P P GC §§12946, 34090
Human
Resources HR-019
Recruitment and Testing File
(Includes Advertisements, Job Brochures, Test Data, Testing
Analysis & statistical Metric, Job Analysis, Rating Sheets,
Scantrons, Rater's Profile & Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)
3 years 3 years 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), GC §§12946, 34090
Human
Resources HR-020 Safety Committee Agendas 2 years 3 years 5 years GC §§12946, 34090, 53235.2(b)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
279
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: HUMAN RESOURCES &
RISK MANAGEMENT
Page HR-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources HR-021 Studies & Surveys Conducted on Behalf of the City
(Sick Leave, Attrition, Benefits, etc.)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
GC §34090
Human
Resources HR-022
Workers' Compensation / Employee Accident Reports
Includes all Accident, Incident, or Injury Reports and
associated MSDS, Refusal of Medical Treatment of an
Industrial Accident
Until Closed P P 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2;
GC §§12946, 34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
280
Ver. 6.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Information
Technology IT-001 Backup Tapes - Daily
When No
Longer
Required
When No
Longer
Required
Used for Disaster Recovery Purposes Only; GC
§34090 et seq.
Information
Technology IT-002 Backup Tapes - Weekly / Monthly
When No
Longer
Required
When No
Longer
Required
Used for Disaster Recovery Purposes Only; GC
§34090 et seq.
Information
Technology IT-003 Inventory, Information Systems
When No
Longer
Required
When No
Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.
Information
Technology IT-004 Network Configuration Maps & Plans
When No
Longer
Required
When No
Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
281
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Parks &
Rec.P&R-001
Activity / Special Programs / Special Event Files
Bingo, Children's Programs, Cultural Arts, Sports,
Senior Programs, Filming, Theatre Programs and
similar documents
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Parks &
Rec.P&R-002
Athletic Field Use Agreements
(all other agreements are sent to the City Clerk)
Completion 5 years Completion +
5 years GC §34090
Finance P&R-003 Cash Receipts (all detail sent to Finance)1 year 1 year GC §34090.7
Parks &
Rec.P&R-004 Check In List / Drop-in Classes 2 years 2 years GC §34090
Parks &
Rec.P&R-005 Contractor's Payment Detail / Breakdown (not sent
to Finance)2 years 3 years 5 years GC §34090 et seq.
Parks &
Rec.P&R-006 Credit Card Refunds (not sent to Finance)2 years 3 years 5 years GC §34090 et seq.
Parks &
Rec.P&R-007 Evaluations / Surveys (Program or Facility
Evaluations)
When No
Longer
Required
When No
Longer
Required
Department Preference (Transitory record not
retained in the ordinary course of business); GC
§34090
Parks &
Rec.P&R-008 Facility Use Rental Contracts / McClellan Ranch
Preserve Garden Plot Rental Agreements 2 years 2 years GC §34090
Parks &
Rec.P&R-009
First Aid Reports
(Accident reports are sent to Human Resources /
Risk Management)
2 years 2 years GC §34090
Parks &
Rec.P&R-010
Parks & Recreation Commission
AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §§34090, 54960.1(c)(1)
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
282
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Parks &
Rec.P&R-011
Parks & Recreation Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
City Clerk P&R-012
Parks & Recreation Commission
MINUTES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Parks &
Rec.P&R-013 Rec Bucks Log / Rec Checks Log 2 years 3 years 5 years GC §34090 et seq.
Parks &
Rec.P&R-014 Recreation Database Indefinite Indefinite GC §34090
Parks &
Rec.P&R-015
Registration / Reservation Forms / Application
Forms / Membership Applications / Fee & Charge /
Liability Forms / Release of Liability Forms /
Permissions / and similar documents: Camps,
Field Trips, Authorization to give Medicine, and
similar documents
3 years 3 years GC §34090
Parks &
Rec.P&R-016 Senior Client Case Files Inactive + 5
years
Inactive + 5
years GC §34090
Parks &
Rec.P&R-017 Senior Memberships (renewed annually)2 years 2 years GC §34090
Parks &
Rec.P&R-018 Senior Nutrition Program 5 years 5 years OMB Circular A-110 & A-133; GC §34090
Parks &
Rec.P&R-019 Senior Trips / Travel Program 4 years 4 years GC §34090
Parks &
Rec.P&R-020 Sign-in / Sign-out sheets (Day camp, and similar
documents)2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
283
Ver. 8.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Parks &
Rec.P&R-021
Teen Commission
AGENDAS, AGENDA PACKETS.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §§34090, 54960.1(c)(1)
City Clerk P&R-022
Teen Commission
MINUTES & BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Parks &
Rec.P&R-023 Waivers of Liability 2 years 2 years GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
284
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENGINEERING
Public Works
/ Engineering PW-001 Abandonments / Vacations (Streets) P P GC §34090
Public Works
/ Engineering PW-002 Aerial Maps / Photographs - Analog or Digital &
Index to Aerials P P GC §34090
Public Works
/ Engineering PW-003
Assessment Districts / Community Facilities
Districts / Maintenance Districts / Landscape &
Lighting / Street Improvement District Projects /
Underground Utility Districts
(FORMATION, BOUNDARIES, ENGINEERS
REPORTS, MAPS)
P P GC §34090
Public Works
/ Engineering PW-004 Benchmarks, Center Line Ties, Survey Books P P GC §34090
Public Works
/ Engineering PW-005
Bicycle Pedestrian Commission
AGENDAS, AGENDA PACKETS.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §§34090, 54960.1(c)(1)
Public Works
/ Engineering PW-006
Bicycle Pedestrian Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
City Clerk PW-007 Bicycle Pedestrian Commission
MINUTES & BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
285
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-008 Block Party Permits 2 years 2 years GC §34090 et seq.
Public Works
/ Engineering PW-009 Bonds: Construction Bonds / Subdivision Bonds
Release of
Bond /
Security
Release of
Bond /
Security
Securities (Performance Bonds, Letters of Credit, CD's,
etc.) are released after the Notice of Completion is issued
and released according to the bond release schedule,
which is fully released 1 year after the Notice of
Completion date; GC §34090
Public Works
/ Engineering PW-010
Capital Improvement Projects (CIP):
Administration File
Budget, Bid Set and Conform Set of Drawings, Estimates,
Advertisement / Notice Inviting Bids / Bid Results, Project
Administration, Certified Payrolls, Correspondence /
Notices, Council or Commission Staff Reports & Minutes,
Preliminary Notices / Stop Notices, Presentations,
Progress Payments, Project Schedules, Meeting Notes,
Progress meetings, Public Information Real Estate
Appraisals, Bond Release Letters, etc.
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
286
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-011
Capital Improvement Projects (CIP): Permanent
File
Plans, Specifications & Addenda, Agreement / Contract,
Successful Proposal, Change Orders, Construction
Manager's Logs, Daily Inspections, Easements,
Environmental / EIRs, Negative Declarations, Categorical
Exemptions, Field Authorizations, Materials Testing
Reports, Grading Permits, Insurance Certificates,
Hazardous Materials Plans, Notice of Completion, Photos,
Real Property Acquisitions, RFIs & Responses, Soils
Reports, Studies, Submittals, Surveys, etc.
Upon
Completion P P GC §34090
Lead Dept.PW-012 Capital Improvement Projects (CIP): Unsuccessful
Proposals 2 years 2 years GC §34090
Lead Dept.PW-013 Correspondence - Regulatory Agencies
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
GC §34090
City Clerk &
Public Works
/ Engineering PW-014 Deeds, Easements P P Finals are maintained by City Clerk; GC §34090 et seq.
Public Works
/ Engineering PW-015 Design & Construction Standards P P GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
287
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-016
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Builts"
FINALS
P P Drafts should be destroyed; GC §34090, 34090.7
Public Works
/ Engineering PW-017 Encroachment Permits - Permanent
Encroachments P P Department file may include correspondence; GC §34090
et seq.
Public Works
/ Engineering PW-018
Encroachment Permits - Public Right of Way,
Street Permits, Temporary Construction, Traffic
Control, Utility Cuts etc.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
If work performed is subject to a warranty, Minimum 2
years after expiration of the warranty; GC §34090
Public Works
/ Engineering PW-019
Engineering Studies / Surveys - Preliminary Studies
/ Project Assessments (Not Acquired or
Developed)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Public Works
/ Engineering PW-020 Engineering Studies / Surveys (City Built Projects)P P GC §34090
Public Works
/ Engineering PW-021 Geotechnical and Soils Reports; Hydrology Reports
(Authored or Purchased by the City)P P GC §34090
Public Works
/ Engineering PW-022 Grading Permits & Plans P P GC §34090
Comm.
Develop. /
Building
PW-023 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
288
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-024
Private Development Projects / Job Files:
Administration File
Correspondence, Project Schedules, etc.
Examples of types of Private Development Projects:
CUPs, Lot Line Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots, Subdivisions,
Tracts,. TPMs, TSMs
Upon
Completion 10 years Completion +
10 years GC §34090
Public Works
/ Engineering PW-025
Private Development Projects / Job Files:
Permanent Files
Construction Inspections, Dedications, Drainage,
Driveway, Easements, Encroachments, Final Reports,
Grading Plans, Photos, Private Lab Verifications,
Rights of Way, Stormwater, Testing Lab Verifications,
etc.
Examples of types of Private Development Projects:
CUPs, Lot Line Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots, Subdivisions, Tracts,
TPMs, TSMs
Upon
Completion P P GC §34090
Public Works
/ Engineering PW-026
Project-related Petitions (submitted to Council
related to a proposed project ). Examples: parking
requests, traffic calming requests, etc.
2 years 2 years
May be sent to Public Works or other departments,
depending upon the subject of the petition; For Initiative,
Recall or Referendum petitions, see the City Clerk
schedule GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
289
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-027
Public Safety Commission
AGENDAS, AGENDA PACKETS.
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §§34090, 54960.1(c)(1)
Public Works
/ Engineering PW-028
Public Safety Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
30 days, or
After Minutes
are Adopted,
Whichever is
Longer
GC §54953.5(b)
City Clerk PW-029 Public Safety Commission
MINUTES & BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Send all originals to the City Clerk; GC §34090.7
City Clerk &
Public Works
/ Engineering PW-030 Real Property Acquisitions / Sale P P Final agreements are maintained by City Clerk; GC
§34090 et seq.
Public
Works /
Engineering PW-031 Rights of Ways, Covenants, Liens P P Finals are maintained by City Clerk; Department file may
include correspondence; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
290
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENVIRONMENTAL SERVICES
Public Works
/ Environ.
Services
PW-032
Environmental Services / Solid Waste / AB 939
Compliance; Reports to California integrated Waste
Management Board, Tonnage Reports, etc.
10 years 10 years GC §34090
Public Works
/ Environ.
Services
PW-033 NPDES Monitoring and Inspections - Stormwater
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
40 CFR §§122.21, 122.41; CCP §337 et seq.
Public Works
/ Environ.
Services
PW-034 NPDES Permits - Stormwater
Permit
Superseded +
3 years
Permit
Superseded +
3 years
40 CFR §§122.21, 122.41; CCP §337 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
291
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / TRAFFIC ENGINEERING
Public Works
/ Engineering PW-035 Studies - Transportation
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
GC §34090
Public Works
/ Engineering PW-036 Traffic Complaints
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Public Works
/ Engineering PW-037 Traffic Signal Cabinet Prints
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course of
business; GC §34090
Public Works
/ Engineering PW-038 Traffic Signal Inventory / Timing
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in the ordinary course of
business; GC §34090
Public Works
/ Engineering PW-039 Traffic Signals (locations, inspections, pole &
structure maintenance)P P Drafts should be destroyed; GC §34090
Public Works
/ Engineering PW-040 Traffic Speed Surveys Until
Superseded
Until
Superseded GC §34090
Public Works
/ Engineering PW-041 Traffic Studies / Traffic Counts / Traffic Calming
Requests
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
GC §34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
292
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Engineering PW-042 Transportation Master Plans / Traffic Master Plans P P Department preference; Drafts should be destroyed; GC
§34090
Public Works
/ Engineering PW-043 Videos - Traffic / Intersections
When No
Longer
Required
When No
Longer
Required
Does not record regular, ongoing operations of the City;
Preliminary drafts not retained in the ordinary course of
business; GC §34090 et seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
293
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / OPERATIONS
Public Works
/ Operations PW-044 Alternative Fuel Vehicles Surveys (CNG, etc.)2 years 2 years GC §34090
Public Works
/ Operations PW-045 AQMD Permits (Generators, etc.)Current + 2
years
Current + 2
years GC §34090
Public Works
/ Operations PW-046 Confined Space Entries 3 years 3 years 8 CCR §5158
Lead Dept.PW-047 Correspondence - Regulatory Agencies
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
GC §34090
Public Works
/ Operations PW-048 Daily Worksheets / Daily Logs (document tree
trimming, sidewalk repair, etc.)10 years 10 years GC §34090
Public Works
/ Operations
& Fire
PW-049 Fuel and Gas Usage (Fuel Master)5 years 5 years GC §34090
Public Works
/ Operations PW-050 Generator Operation Logs (for fixed / stationary
generators) / Inspections 3 years 3 years GC §34090
Public Works
/ Operations PW-051 Hazardous Waste Manifests / Certificates of
Disposal 5 years P P 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
294
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Operations PW-052 Operations & Maintenance Manuals (O&M Manuals)
Life of Facility
or Equipment -
Minimum 2
years
Life of Facility
or Equipment -
Minimum 2
years
GC §34090
Public Works
/ Operations PW-053 Pesticide Application Records 2 years 2 years GC §26202; 3 CCR 6623, 40 CFR 171.11 et seq.
Public Works
/ Operations PW-054 Pool Chemical Additions / Logs (Chlorine, Muriatic
Acid)30 years 30 years 8 CCR §3204(d)(1) et seq., GC §§12946, 34090
Public Works
/ Operations PW-055
Pre-Trip Inspections / DOT Program / CHP
Inspections / Vehicle Safety Checks / Daily Vehicle
Inspections / Daily Equipment Checks
2 years 2 years GC §34090
Public Works
/ Operations PW-056 Underground Service Alerts (USA's)5 years 5 years GC §34090
Public Works
/ Operations
& Fire
PW-057
Underground Storage Tank (City Owned)
UST Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic Protection
Maintenance Records
7 years 7 years 23 CCR 2712(b); H&S §25284.4(i)
Public Works
/ Operations
& Fire
PW-058
Underground Storage Tanks - USTs (City Owned)
Repairs, Lining, Upgrade Records
Life of the
Tank
Life of the
Tank 23 CCR 2712(b), H&S §25284.4(i)
Public Works
/ Operations
& Fire
PW-059
Underground Storage Tanks (City-Owned)
Location, Removal, Soil Remediation,
Monitoring Well Records
10 years P P 23 CCR 2712(b), H&S §25284.4(i); GC §34090 et. seq.
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
295
Ver. 10.0
Adopted: xx/xx/xx RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12
Office of
Record Retention No.Records Description Retention / Disposition Comments / Reference
(OFR)Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Copies, drafts, notes and non-records do not require authorization, and can be destroyed when they are no longer required.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public Works
/ Operations PW-060 Used Oil Disposal 3 years 3 years 22 CCR 66266.130(c)(5), H&S §25250.18(b),
25250.19(a)(3) et seq.
Public Works
/ Operations PW-061 Vehicle Accident Reports (City Vehicles)2 years 2 years GC §34090
Public Works
/ Operations PW-062 Vehicle & Equipment Database Indefinite Indefinite Data Fields / Records are interrelated; GC §34090
Public Works
/ Operations PW-063
Vehicle & Equipment History Files
Maintenance, Crane Certifications, Smog
Certificates, Registrations
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3(c); CCP §337 et. Seq., GC §34090
Public Works
/ Operations PW-064
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Indefinite Data is interrelated; GC §34090
Public Works
/ Operations PW-065 Work Orders / Service Requests - All Information
Entered in CMMS Database
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database is the original); GC
§34090
Public Works
/ Operations PW-066
Work Orders / Service Requests - NOT entered in
CMMS Database (or partial information entered into
CMMS Database)
(Division providing service retains originals; Division
requesting service is considered a copy)
5 years 5 years CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC
§34090
Cupertino, CA This material is protected by copyright held by Gladwell Governmental Services, Inc., (909) 337-3516, but is also a public record, which the City may
duplicate and distribute upon a valid request for public records pursuant to state law
296
CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2870 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:7/26/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Amend 2017-18 Adopted Budget to specify streets to be maintained using the Road
Maintenance and Rehabilitation Account created by Senate Bill 1
Sponsors:
Indexes:
Code sections:
Attachments:Staff Report
A - Draft Resolution
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Amend 2017-18 Adopted Budget to specify streets to be maintained using the Road
Maintenance and Rehabilitation Account created by Senate Bill 1
Adopt Resolution No. 17-089 amending the City’s adopted budget for fiscal year 2017-18 to
incorporate a list of projects planned to be funded with Road Maintenance and Rehabilitation
Account revenues
CITY OF CUPERTINO Printed on 8/30/2017Page 1 of 1
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2972 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/30/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: City's Agreed Upon Procedures with Outside Auditors for Gann Limit and Investments
Sponsors:
Indexes:
Code sections:
Attachments:Staff report
A - GANN AUP
B - Investment AUP
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: City's Agreed Upon Procedures with Outside Auditors for Gann Limit and
Investments
Authorize City Manager to sign on behalf of the City Council the Agreed Upon Procedures
with Outside Auditors for Gann Limit and Investments
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300
CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2971 Name:
Status:Type:Consent Calendar Agenda Ready
File created:In control:8/30/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Update to Treasurer's Investment Report for Quarter Ending June 2017 approved by Council
on August 1, 2017
Sponsors:
Indexes:
Code sections:
Attachments:Staff Report
A - Treasurer Investment Report FY2016-17
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Update to Treasurer's Investment Report for Quarter Ending June 2017 approved by
Council on August 1, 2017
Accept the updated report
CITY OF CUPERTINO Printed on 8/30/2017Page 1 of 1
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City of Cupertino
Investment Portfolio
June 30, 2017
ACTIVITY DATE COUPON ADJUSTED MATURITY MARKET UNREALIZEDPURCHASEMATURITYDESCRIPTIONRATEYTMCOSTVALUEVALUEPROFIT/LOSS
SECURITIES MATURED
06/07/16 05/12/21 Agency notes - FNMA (called 5/12/17)0.90%1.87%
06/23/14 06/15/17 US Treasury Note 0.88%0.95%
SECURITIES PURCHASED
04/18/17 10/26/17 Agency notes - FNMA 0.88%0.90%999,914 1,000,000 999,270 (644)
04/18/17 05/21/18 Agency notes - FNMA 0.88%1.09%998,097 1,000,000 996,610 (1,487)
06/22/17 10/11/19 Agency notes - FHLB 2.00%1.43%2,025,594 2,000,000 2,021,980 (3,614)
06/22/17 05/16/20 Agency notes - FHLB 1.50%1.58%1,995,613 2,000,000 1,993,000 (2,613)
CITY PORTFOLIOCASH06/30/17 Wells Fargo - Workers Comp Checking 19,909 19,909 19,909 06/30/17 Wells Fargo - Regular Checking - - - 06/30/17 Wells Fargo - Repurchase Agreements 0.08%0.08%6,436,534 6,436,534 6,436,534
6,456,443 6,456,443 6,456,443 LAIF 06/30/17 LAIF - State Pool 0.78%0.78%40,885,119 40,885,119 40,885,119 MONEY MARKET FUNDS 06/30/17 Wells Fargo Advantage 100% Treasury 0.31%0.31%6,333,531 6,333,531 6,333,531
6,333,531 6,333,531 6,333,531 GOVERNMENT AGENCY NOTES
07/07/14 07/07/17 Agency notes - FHLMC 1.00%1.00%2,999,898 3,000,000 3,000,030 132
10/03/14 09/22/17 Agency notes - FFCB 1.13%1.12%3,000,034 3,000,000 2,999,730 (304)
04/18/17 10/26/17 Agency notes - FNMA 0.88%0.90%999,914 1,000,000 999,290 (624)
12/31/14 12/18/17 Agency notes - FFCB 1.13%1.14%999,949 1,000,000 999,630 (319)
09/30/14 01/12/18 Agency notes - FHLMC 0.75%1.26%997,328 1,000,000 997,680 352
09/30/14 03/07/18 Agency notes - FHLMC 0.88%1.32%997,030 1,000,000 997,410 380
03/30/15 03/12/18 Agency notes - FFCB 1.13%0.95%2,002,399 2,000,000 1,997,900 (4,499)
03/28/16 03/28/18 Agency notes - FHLB 1.09%1.09%2,000,000 2,000,000 1,994,280 (5,720)
04/02/15 04/02/18 Agency notes - FFCB 1.00%0.98%3,000,446 3,000,000 2,995,830 (4,616)
05/11/15 05/11/18 Agency notes - FFCB 1.03%1.08%1,999,121 2,000,000 1,995,580 (3,541)
04/18/17 05/21/18 Agency notes - FNMA 0.88%1.09%998,097 1,000,000 996,580 (1,517)
07/23/14 06/08/18 Agency notes - FHLB 1.25%1.39%2,996,145 3,000,000 2,998,890 2,745
05/07/15 08/07/18 Agency notes - FHLB 1.05%1.13%1,998,229 2,000,000 1,994,520 (3,709)
09/12/16 09/06/18 Agency notes - FFCB 0.93%0.82%3,003,893 3,000,000 2,987,790 (16,103)
01/26/17 10/26/18 Agency notes - FHLB 1.20%1.20%3,000,000 3,000,000 2,995,950 (4,050)
02/01/17 02/01/19 Agency notes - FFCB 1.30%1.30%3,000,000 3,000,000 2,993,010 (6,990)
05/07/15 02/27/19 Agency notes - FNMA 1.68%1.30%1,006,129 1,000,000 1,002,810 (3,319)
06/22/16 03/22/19 Agency notes - FHLMC 1.25%1.25%3,000,000 3,000,000 2,985,420 (14,580)
11/23/16 05/24/19 Agency notes - FHLMC 1.30%1.30%3,000,000 3,000,000 2,986,650 (13,350)
10/16/15 09/13/19 Agency notes - FHLB 2.00%1.21%2,033,824 2,000,000 2,021,660 (12,164)
06/22/17 10/11/19 Agency notes - FHLB 2.00%1.43%2,025,594 2,000,000 2,021,020 (4,574)
11/23/16 11/18/19 Agency notes - FFCB 1.10%1.36%1,987,822 2,000,000 1,979,480 (8,342)
03/30/16 12/30/19 Agency notes - FHLMC 1.50%1.50%3,000,000 3,000,000 2,994,360 (5,640)
06/30/16 12/30/19 Agency notes - FHLMC 1.02%1.02%3,000,000 3,000,000 2,949,570 (50,430)
06/22/17 05/16/20 Agency notes - FHLB 1.50%1.58%1,995,613 2,000,000 1,991,440 (4,173)
05/31/16 05/26/20 Agency notes - FHLMC 1.35%1.35%2,000,000 2,000,000 1,967,580 (32,420)
05/26/16 05/26/20 Agency notes - FNMA 1.38%1.38%2,000,000 2,000,000 1,970,100 (29,900)
06/30/16 06/30/20 Agency notes - FHLMC 1.50%1.50%2,000,000 2,000,000 1,987,800 (12,200)
05/25/16 11/25/20 Agency notes - FNMA 1.50%1.50%3,000,000 3,000,000 2,947,470 (52,530)
01/19/17 12/10/21 Agency notes - FHLB 2.63%1.90%3,091,739 3,000,000 3,091,950 211
67,133,203 67,000,000 66,841,410 (291,793) US TREASURY SECURITIES
07/23/14 09/30/17 US Treasury Note 0.63%1.08%2,996,594 3,000,000 2,996,670 76
03/24/17 12/31/17 US Treasury Note 0.75%0.95%2,996,941 3,000,000 2,994,000 (2,941)
03/18/16 02/28/18 US Treasury Note 0.75%0.98%1,997,014 2,000,000 1,993,900 (3,114)
09/12/16 08/31/18 US Treasury Note 0.75%0.71%2,000,928 2,000,000 1,986,880 (14,048)
11/23/16 10/31/18 US Treasury Note 0.75%1.04%2,988,487 3,000,000 2,976,810 (11,677)
03/31/17 03/31/19 US Treasury Note 1.25%1.25%1,000,000 1,000,000 997,850 (2,150)
03/31/17 07/31/19 US Treasury Note 0.88%1.32%2,972,367 3,000,000 2,968,140 (4,227)
09/12/16 08/15/19 US Treasury Note 0.75%0.84%1,996,364 2,000,000 1,972,820 (23,544)
03/30/17 09/30/19 US Treasury Note 1.00%1.42%1,981,451 2,000,000 1,981,400 (51)
05/07/15 04/30/20 US Treasury Note 1.38%1.54%1,990,937 2,000,000 1,991,020 83
22,921,082 23,000,000 22,859,490 (61,592)
Total Managed Portfolio 143,729,378 143,675,093 143,375,993 (353,385)
Average Yield 1.00%
Average Length to Maturity (in years) 1.03 Duration (calculated by USBank)1.47
302
City of Cupertino
Investment Portfolio
June 30, 2017
ACTIVITY DATE COUPON ADJUSTED MATURITY MARKET UNREALIZEDPURCHASEMATURITYDESCRIPTIONRATEYTMCOSTVALUEVALUEPROFIT/LOSS
TRUST PORTFOLIO Institutional MM Account Wells Fargo Bank Secured 0.45%0.45%48,585 48,585 48,585
BOND RESERVE PORTFOLIO
Bond Lease Pymt Acct Goldman Sachs Financial Sq Money Mkt 0.10%0.10%2,653,694 2,653,694 2,653,694
Bond Reserve Acct Goldman Sachs Financial Sq Money Mkt 0.10%0.10%1,597,909 1,597,909 1,597,909
Total Bond Reserve Portfolio 4,251,603 4,251,603 4,251,603
303
CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2734 Name:
Status:Type:Public Hearings Agenda Ready
File created:In control:6/12/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: General Plan and Zoning Amendment to make minor corrections to the Land Use and Zoning
maps. Application No(s): GPA-2017-01, Z-2017-01; Applicant(s): City of Cupertino; Location: Citywide
Sponsors:
Indexes:
Code sections:
Attachments:Staff Report
Attachment A - Draft Reso GPA-2017-01
Attachment B - Draft Ord Z-2017-01
Attachment C - PC Reso 6835
Attachment D - link to PC Staff Report
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: General Plan and Zoning Amendment to make minor corrections to the Land Use and
Zoning maps. Application No(s): GPA-2017-01, Z-2017-01; Applicant(s): City of Cupertino;
Location: Citywide
1. Find that the project is exempt from CEQA;
2. Adopt Resolution No. 17-090 “Amending The General Plan Land Use Map As Shown in
Exhibit A”; and
3. Conduct the first reading of Ordinance No. 17-2166 “Amendments To The Zoning Map To
Correct Inconsistencies Between The City Of Cupertino’s Records And Certain Map
Designations As Shown in Exhibit A”
CITY OF CUPERTINO Printed on 8/30/2017Page 1 of 1
powered by Legistar™304
GPA-2017-01
DRAFT RESOLUTION NO. 17-___
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
AMENDING THE GENERAL PLAN LAND USE MAP AS SHOWN IN EXHIBIT A
SECTION I: PROJECT DESCRIPTION
Application No.: GPA-2017-01
Applicant: City of Cupertino
Location: Citywide
APN(s): 326 49 034, 326 49 035, 326 49 039, 357 07 029, 357 06 014, 357 06 019, 326 27 030, 357 09 053,
342 52 006, 342 48 999, and 326 41 115.
SECTION II: FINDINGS FOR CONDITIONAL USE PERMIT:
WHEREAS, each mandatory element of the City’s General Plan may be amended no more than four
times during any calendar year and, subject to that limitation, “an amendment may be made at any
time, as determined by the legislative body “ (Cal. Gov. Code 65358(b)); and
WHEREAS, California Government Code Section 65358(a) provides that: “If it deems it to be in the
public interest, the legislative body may amend all or part of an adopted general plan. An amendment
to the general plan shall be initiated in the manner specified by the legislative body”; and
WHEREAS, amendments to the General Plan are made by a resolution of the City Council; and
WHEREAS, corrections are necessary because the General Plan land use map and zoning map must
be internally consistent and changes to the zoning map are made by a separate ordinance of the City
Council; and
WHEREAS, the proposed amendments to the General Plan land use map will correct inaccuracies in
these maps and will not add development capacity or result in a change of land use, development
rights, or regulations for any of the affected parcels; and
WHEREAS, the proposed amendments to the General Plan land use map are exempt from the
requirements of the California Environmental Quality Act (CEQA) because “it can be seen with a
certainty that there is no possibility that the activity in question may have a significant effect on the
environment,” and are, therefore, not subject to CEQA (CEQA Guidelines § 15061(b)(3)); and
WHEREAS, the Planning Commission held a public hearing on August 8, 2017 and recommended
that the City Council approve the amendments to the General Plan land use map; and
305
Draft Resolution No. 17-___ GPA-2017-01 September 5, 2017
WHEREAS, the necessary public notices have been given as required by the procedural ordinances
of the City of Cupertino and the Government Code, and the City Council held a public meeting on
September 5, 2017 to consider the proposed amendments; and
WHEREAS, the City Council finds that the proposed amendments to the General Plan land Use map
will correct inaccuracies in these maps and will not add development capacity or result in a change
of land use, development rights, or regulations for any of the affected parcels; and
WHEREAS, the approved amendments are shown within Exhibit “A” attached to this resolution; and
NOW, THEREFORE, BE IT RESOLVED that after careful consideration of the maps, facts, exhibits,
testimony and other evidence submitted in this matter, application no. GPA-2017-01 for amendments
to the General Plan land use map is hereby approved in substantially the form as shown in Exhibit
“A” attached and that the subconclusions upon which the findings and conditions specified in this
resolution are based and contained in the Public Hearing record as set forth in the Minutes of City
Council, dated September 5, 2017, and are incorporated by reference as though fully set forth herein.
PASSED AND ADOPTED at a Regular Meeting of the City Council of the City of Cupertino the 5th
day of September 2017, by the following vote:
Vote: Members of the City Council:
AYES:
NOES:
ABSTAIN:
ABSENT:
ATTEST: APPROVED:
_____________________ _______________________
Grace Schmidt Savita Vaidhyanathan
City Clerk Mayor, City of Cupertino
306
Map keyAPNLot sq. ft. General Plan Land Use (GPLU)ZoningGeneral Plan Land Use (GPLU)ZoningOwnerCity action/public record1326 49 03439,332 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47352326 49 03539,332 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47353326 49 0396,875 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47354357 07 029161,168 Parks and Open SpaceR1-7.5Parks and Open SpacePRCity of Cupertino (open space)Tract Map 5873; City Council reso. 43075357 06 014138,888 Parks and Open SpaceR1-10Parks and Open SpacePRCity of Cupertino (McClellan Ranch)City Council reso. 823; Santa Clara County Assessor's data6357 06 019105,636 Parks and Open SpaceR1-7.5Parks and Open SpacePRSCVWDCity Council reso. 823; Santa Clara County Assessor's data7326 27 03028,600 Parks and Open SpaceP(R1C)Parks and Open SpacePRCity of Cupertino (Mary Ave. Dog Park)City Council reso. 13-012; ord. 13-21048357 09 053223,898 Very Low Density (1/2 acre slope density)PRParks and Open SpacePRCity of CupertinoCity Council reso. 99-186 purchased Stocklmeir farm in 19999342 52 00614,578 Parks and Open SpacePRQuasi-public/institutionalP (Institutional)Roman Catholic Bishop of SJCity Council reso. 99-072 vacated roadway easement in 199910342 48 999Very Low Density (1/2 acre slope density)P(R1) 0-2))Parks and Open SpacePRCity of CupertinoTract Map 619011326 41 1159,516 Public FacilitiesR1-10Low Density Residential (1-5 dwelling units per acre): R1-10 R1-10Private ownerCity Council reso. 12-008; Grant deed document #23244980* The corrected designation is highlighted in grayZoning abbreviations key:BA: Public buildingBQ: Quasi-public buildingOS/PR: Open space/Public park/recreational zoneP: Planned development R1: Single family residentialCurrentCorrected*307
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Z-2017-01
ORDINANCE NO. 17-_______
ORDINANCE OF THE CITY COUNCIL OF THE CITY OF CUPERTINO
APPROVING AMENDMENTS TO THE ZONING MAP TO CORRECT
INCONSISTENCIES BETWEEN THE CITY OF CUPERTINO’S RECORDS
AND CERTAIN MAP DESIGNATIONS AS SHOWN IN EXHIBIT A
WHEREAS, corrections are necessary because the General Plan land use map and zoning map
must be internally consistent and changes to the zoning map are made by a separate ordinance
of the City Council; and
WHEREAS, the proposed amendments to the zoning map will correct inaccuracies and will not
add development capacity or result in a change of land use, development rights, or regulations
for any of the affected parcels; and
WHEREAS, the proposed amendments to the zoning map are exempt from the requirements of
the California Environmental Quality Act (CEQA) because “it can be seen with a certainty that
there is no possibility that the activity in question may have a significant effect on the
environment,” and are, therefore, not subject to CEQA (CEQA Guidelines § 15061(b)(3)); and
WHEREAS, the necessary public notices have been given as required by the procedural
ordinances of the City of Cupertino and the Government Code, the Planning Commission held a
public hearing on August 8, 2017 to consider the proposed amendments and the City Council
held a public meeting on September 5, 2017 to consider the proposed amendments.
NOW, THEREFORE, BE IT ORDAINED AS FOLLOWS:
That after careful consideration of the facts, exhibits, testimony and other evidence submitted in
this matter, the City Council based upon the findings described above, the public hearing record
and the Minutes of Planning Commission Meeting of August 8, 2017:
Section 1. The recitals set forth above are true and correct, and are hereby
incorporated herein by this reference as if fully set forth in their entirety.
Section 2. The City Council, having considered the evidence received at the public
hearing duly noticed and held for said proposed amendments, finds that in accordance with
Cupertino Municipal Code Chapter 19.152.020 (Amendments to the Zoning Maps and Zoning
Regulations), the Approval Body may approve of an application to change the district
boundaries, if it finds all of the following:
1. That the proposed zoning is in accord with this title of the Municipal Code and the City's
Comprehensive General Plan.
310
Draft Ordinance No. 17-_______ September 5, 2017
Parcels #1-8 are public facilities or public parks and open spaces. The requested corrections align the general
plan land use with the internally correct zoning of either BA (public buildings) or PR (parks and
recreation).
Parcel #9 (~14,578 sq.ft. and ~54 feet wide) was originally offered and accepted as a public roadway
easement to the City for future development in the area of the Diocese/Oak Valley. However, this easement
was formally vacated in 1999 through City Council Resolution 99-072, because during development of the
Oak Valley neighborhood, Oak Valley Road was located approximately 500 feet to the south instead of in
the area of the easement. Once vacated, the land use designation of the easement should have been changed
to Quasi-public/Institutional; the zoning remained “Planned Development with Institutional uses”
(P(Institutional)) to match the zoning of the Forum. Research on this parcel indicates that the land use
designation of the parcel was changed to Parks and Open Space during the 2005 General Plan update.
During the 2014 General Plan update, the parcel was rezoned to Park and Recreation (PR) for consistency
with the land use designation from 2005 and the existing parcel data which erroneously listed City of
Cupertino as the owner. The current change in the land use and zoning designations is proposed to correct
the City’s past erroneous and/or incomplete actions.
Parcel #10 is a portion of property offered for dedication to, and accepted by, the City for open space
purposes. However, this was not reflected in the City’s zoning maps.
Parcel #11 is a privately-owned, single-family residential parcel. The northeast corner of the subject parcel
was once a surplus City-owned parcel that was eventually sold to the adjacent property owner of 10500
Castine Avenue. The transaction to merge the parcels into one single-family residential lot occurred in
2016. However, the land use designation needs to be updated to reflect this transaction.
The total effect of making these revisions does not add development capacity for any of the parcels.
2. The proposed zoning is in compliance with the provisions of the California Environmental
Quality Act (CEQA).
The proposed amendments to the Zoning Maps will correct inaccuracies in these maps and will not add
development capacity or result in a change of land use, development rights, or regulations for any of the
affected parcels. Therefore, the proposed amendments are exempt from the requirements of the California
Environmental Quality Act (CEQA) because “it can be seen with a certainty that there is no possibility
that the activity in question may have a significant effect on the environment” and are, therefore, not subject
to CEQA (CEQA Guidelines § 15061(b)(3).)
3. The site is physically suitable (including, but not limited to, access, provision of utilities,
compatibility with adjoining land uses, and absence of physical constraints) for the requested
zoning designation(s) and anticipated land use development(s).
Parcels #1-8 are public facilities or public parks and open spaces. The requested corrections align the general
plan land use with the internally correct zoning of either BA (public buildings) or PR (parks and
recreation).
311
Draft Ordinance No. 17-_______ September 5, 2017
Parcel #9 (~14,578 sq.ft. and ~54 feet wide) was originally offered and accepted as a public roadway
easement to the City for future development in the area of the Diocese/Oak Valley. However, this easement
was formally vacated in 1999, because during development of the Oak Valley neighborhood, Oak Valley
Road was located approximately 500 feet to the south instead of in the area of the easement. Once vacated,
the land use designation of the easement was changed to Quasi-public/Institutional and was zoned
“Planned Development with Institutional uses” (P(Institutional)) to match the zoning of the Forum.
However, during the last General Plan Update in 2014, as a result of inaccurate data from the County
Assessor’s records, which reflected this parcel to be owned by the City, the land use and zoning
designations, were incorrectly changed to Parks and Open Space and PR. The current change in the land
use and zoning designations is proposed to correct the City’s past erroneous action.
Parcel #10 is a portion of property offered for dedication to, and accepted by, the City for open space
purposes. However, this was not reflected in the City’s general plan land use or zoning maps.
Parcel #11 is a privately-owned, single-family residential parcel. The northeast corner of the subject parcel
was once a surplus City-owned parcel that was eventually sold to the adjacent property owner of 10500
Castine Avenue. The transaction to merge the parcels into one single family residential lot occurred in
2016. However, the land use designation needs to be updated to reflect this transaction.
The total effect of making these revisions does not add development capacity for any of the parcels.
4. The proposed zoning will promote orderly development of the City.
As a result of responding to public inquiries, along with city actions over the years, Planning staff have
identified parcels for which the general plan land use designation and zoning is not internally consistent
or correct or has not been updated to correlate with known city actions, such as resolutions, ordinances,
recorded tract maps, purchases and agreements. Corrections assure internal consistency and provide for
orderly development by assuring that maps are accurate and, in a timely manner, reflect city actions that
have already occurred.
5. That the proposed zoning is not detrimental to the health, safety, peace, morals and general
welfare of persons residing or working in the neighborhood of subject parcels.
There is no increase in development capacity and therefore is not detrimental to the health, safety, peace,
morals and general welfare of persons residing or working in the neighborhood of subject parcels.
Section 3. This Ordinance shall be effective thirty (30) days following its adoption.
INTRODUCED at a regular meeting of the City Council of the City of Cupertino the 5th day of
September 2017, and ENACTED at a regular meeting of the City Council of the City of Cupertino
the 19th day of September, 2017, by the following vote:
312
Draft Ordinance No. 17-_______ September 5, 2017
Vote: Members of the City Council:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST: APPROVED:
_____________________ _______________________
Grace Schmidt Savita Vaidhyanathan
City Clerk Mayor, City of Cupertino
313
Map keyAPNLot sq. ft. General Plan Land Use (GPLU)ZoningGeneral Plan Land Use (GPLU)ZoningOwnerCity action/public record1326 49 03439,332 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47352326 49 03539,332 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47353326 49 0396,875 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47354357 07 029161,168 Parks and Open SpaceR1-7.5Parks and Open SpacePRCity of Cupertino (open space)Tract Map 5873; City Council reso. 43075357 06 014138,888 Parks and Open SpaceR1-10Parks and Open SpacePRCity of Cupertino (McClellan Ranch)City Council reso. 823; Santa Clara County Assessor's data6357 06 019105,636 Parks and Open SpaceR1-7.5Parks and Open SpacePRSCVWDCity Council reso. 823; Santa Clara County Assessor's data7326 27 03028,600 Parks and Open SpaceP(R1C)Parks and Open SpacePRCity of Cupertino (Mary Ave. Dog Park)City Council reso. 13-012; ord. 13-21048357 09 053223,898 Very Low Density (1/2 acre slope density)PRParks and Open SpacePRCity of CupertinoCity Council reso. 99-186 purchased Stocklmeir farm in 19999342 52 00614,578 Parks and Open SpacePRQuasi-public/institutionalP (Institutional)Roman Catholic Bishop of SJCity Council reso. 99-072 vacated roadway easement in 199910342 48 999Very Low Density (1/2 acre slope density)P(R1) 0-2))Parks and Open SpacePRCity of CupertinoTract Map 619011326 41 1159,516 Public FacilitiesR1-10Low Density Residential (1-5 dwelling units per acre): R1-10 R1-10Private ownerCity Council reso. 12-008; Grant deed document #23244980* The corrected designation is highlighted in grayZoning abbreviations key:BA: Public buildingBQ: Quasi-public buildingOS/PR: Open space/Public park/recreational zoneP: Planned development R1: Single family residentialCurrentCorrected*314
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GPA-2017-01 and Z-2017-01
1
CITY OF CUPERTINO
10300 Torre Avenue
Cupertino, California 95014
RESOLUTION NO. 6835
OF THE PLANNING COMMISSION OF THE CITY OF CUPERTINO
RECOMMENDING THAT THE CITY COUNCIL ADOPT A RESOLUTION
AND ORDINANCE AMENDING THE GENERAL PLAN LAND USE
AND ZONING MAPS AS SHOWN IN EXHIBIT A
SECTION I: PROJECT DESCRIPTION
Application No: GPA-2017-01, Z-2017-01
Applicant: City of Cupertino
Location: Citywide
APN(s): 326 49 034, 326 49 035, 326 49 039, 357 07 029, 357 06 014, 357 06 019, 326 27 030,
357 09 053, 342 52 006, 342 48 999, and 326 41 115)
SECTION II: RECITALS
WHEREAS, each mandatory element of the City’s General Plan may be amended no
more than four times during any calendar year and, subject to that limitation, “an
amendment may be made at any time, as determined by the legislative body “ (Cal.
Gov. Code 65358(b)); and
WHEREAS, California Government Code Section 65358(a) provides that: “If it deems it
to be in the public interest, the legislative body may amend all or part of an adopted
general plan. An amendment to the general plan shall be initiated in the manner
specified by the legislative body. . . .”; and
WHEREAS, amendments to the General Plan are made by a resolution of the City
Council; and
WHEREAS, amendments to the Zoning Code are made by ordinance of the City
Council;
WHEREAS, Cupertino Municipal Code Chapter 19.152.020 provides the procedures,
approval authority and findings for amendments to the zoning map and changes in
district boundaries; and
317
WHEREAS, corrections are necessary because General Plan land use map and zoning
map must be internally consistent; and
WHEREAS, the proposed amendments to the General Plan land use map and the
proposed amendments to the zoning map will correct inaccuracies in these maps and
will not add development capacity or result in a change of land use, development
rights, or regulations for any of the affected parcels; and
WHEREAS, the proposed amendments to the General Plan land use map and the
proposed amendments to the zoning map are exempt from the requirements of the
California Environmental Quality Act (CEQA) because “it can be seen with a certainty
that there is no possibility that the activity in question may have a significant effect on
the environment,” and are, therefore, not subject to CEQA (CEQA Guidelines §
15061(b)(3)); and
WHEREAS, the necessary public notices have been given as required by the procedural
ordinances of the City of Cupertino and the Government Code, and the Planning
Commission held a public hearing on August 8, 2017 to consider the proposed
amendments.
SECTION III: FINDINGS
In accordance with Cupertino Municipal Code Chapter 19.152.020 (Amendments to the
Zoning Maps and Zoning Regulations), the Approval Body may approve of an
application to change the district boundaries, if it finds all of the following:
1. That the proposed zoning is in accord with this title of the Municipal Code and the
City's Comprehensive General Plan.
Parcels #1-8 are public facilities or public parks and open spaces. The requested corrections align
the general plan land use with the internally correct zoning of either BA (public buildings) or
PR (parks and recreation).
Parcel #9 (~14,578 sq.ft. and ~54 feet wide) was originally offered and accepted as a public
roadway easement to the City for future development in the area of the Diocese/Oak Valley.
However, this easement was formally vacated in 1999, because during development of the Oak
Valley neighborhood, Oak Valley Road was located approximately 500 feet to the south instead of
in the area of the easement. Once vacated, the land use designation of the easement was changed
to Quasi-public/Institutional and was zoned “Planned Development with Institutional uses”
(P(Institutional)) to match the zoning of the Forum. However, during the last General Plan
Update in 2014, as a result of inaccurate data from the County Assessor’s records, which
reflected this parcel to be owned by the City, the land use designation and zoning designations
318
were incorrectly changed to Parks and Open Space and PR. The current change in the land use
and zoning designations is proposed to correct the City’s past erroneous action.
Parcel #10 is a portion of property offered for dedication to, and accepted by, the City for open
space purposes. However, this was not reflected in the City’s general plan land use or zoning
maps.
Parcel #11 is a privately-owned, single family residential parcel. The northeast corner of the
subject parcel was once a surplus City-owned parcel that was eventually sold to the adjacent
property owner of 10500 Castine Avenue. The transaction to merge the parcels into one single
family residential lot occurred in 2016. However, the land use designation needs to be updated to
reflect this transaction.
The total effect of making these revisions does not add development capacity for any of the
parcels.
2. The proposed zoning is in compliance with the provisions of the California
Environmental Quality Act (CEQA).
The proposed amendments to the General Plan land Use Map and the proposed amendments to
the Zoning Maps will correct inaccuracies in these maps and will not add development capacity
or result in a change of land use, development rights, or regulations for any of the affected
parcels. Therefore, the proposed amendments are exempt from the requirements of the California
Environmental Quality Act (CEQA) because “it can be seen with a certainty that there is no
possibility that the activity in question may have a significant effect on the environment” and
are, therefore, not subject to CEQA (CEQA Guidelines § 15061(b)(3).)
3. The site is physically suitable (including, but not limited to, access, provision of
utilities, compatibility with adjoining land uses, and absence of physical constraints) for
the requested zoning designation(s) and anticipated land use development(s).
Parcels #1-8 are public facilities or public parks and open spaces. The requested corrections align
the general plan land use with the internally correct zoning of either BA (public buildings) or
PR (parks and recreation).
Parcel #9 (~14,578 sq.ft. and ~54 feet wide) was originally offered and accepted as a public
roadway easement to the City for future development in the area of the Diocese/Oak Valley.
However, this easement was formally vacated in 1999, because during development of the Oak
Valley neighborhood, Oak Valley Road was located approximately 500 feet to the south instead of
in the area of the easement. Once vacated, the land use designation of the easement was changed
to Quasi-public/Institutional and was zoned “Planned Development with Institutional uses”
(P(Institutional)) to match the zoning of the Forum. However, during the last General Plan
Update in 2014, as a result of inaccurate data from the County Assessor’s records, which
reflected this parcel to be owned by the City, the land use and zoning designations, were
incorrectly changed to Parks and Open Space and PR. The current change in the land use and
zoning designations is proposed to correct the City’s past erroneous action.
319
Parcel #10 is a portion of property offered for dedication to, and accepted by, the City for open
space purposes. However, this was not reflected in the City’s general plan land use or zoning
maps.
Parcel #11 is a privately-owned, single family residential parcel. The northeast corner of the
subject parcel was once a surplus City-owned parcel that was eventually sold to the adjacent
property owner of 10500 Castine Avenue. The transaction to merge the parcels into one single
family residential lot occurred in 2016. However, the land use designation needs to be updated to
reflect this transaction.
The total effect of making these revisions does not add development capacity for any of the
parcels.
4. The proposed zoning will promote orderly development of the City.
As a result of responding to public inquiries, along with city actions over the years, Planning
staff have identified parcels for which the general plan land use designation and zoning is not
internally consistent or correct or has not been updated to correlate with known city actions,
such as resolutions, ordinances, recorded tract maps, purchases and agreements. Corrections
assure internal consistency and provide for orderly development by assuring that maps are
accurate and, in a timely manner, reflect city actions that have already occurred.
5. That the proposed zoning is not detrimental to the health, safety, peace, morals and
general welfare of persons residing or working in the neighborhood of subject parcels.
There is no increase in development capacity and therefore is not detrimental to the health,
safety, peace, morals and general welfare of persons residing or working in the neighborhood of
subject parcels.
NOW, THEREFORE, BE IT RESOLVED:
The Planning Commission recommends City Council approval of the proposed
amendments in substantially the form as shown in Exhibit “A,” attached.
320
PASSED AND ADOPTED this 8th day of August 2017, at a Regular Meeting of the
Planning Commission of the City of Cupertino, State of California, by the following roll
call vote:
AYES: COMMISSIONERS: Vice Chair Paulsen, Fung, Liu
NOES: COMMISSIONERS: none
ABSTAIN: COMMISSIONERS: none
ABSENT: COMMISSIONERS: Chair Sun, Takahashi
ATTEST: APPROVED:
Benjamin Fu Geoff Paulsen
Assist. Dir. of Community Development Vice Chair, Planning Commission
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6
EXHIBIT “A”
<insert table and maps>
914854.1
322
Map keyAPNLot sq. ft. General Plan Land Use (GPLU)ZoningGeneral Plan Land Use (GPLU)ZoningOwnerCity action/public record1326 49 03439,332 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47352326 49 03539,332 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47353326 49 0396,875 Public FacilitiesR1-10Public FacilitiesBAPG&ETract Map 47354357 07 029161,168 Parks and Open SpaceR1-7.5Parks and Open SpacePRCity of Cupertino (open space)Tract Map 5873; City Council reso. 43075357 06 014138,888 Parks and Open SpaceR1-10Parks and Open SpacePRCity of Cupertino (McClellan Ranch)City Council reso. 823; Santa Clara County Assessor's data6357 06 019105,636 Parks and Open SpaceR1-7.5Parks and Open SpacePRSCVWDCity Council reso. 823; Santa Clara County Assessor's data7326 27 03028,600 Parks and Open SpaceP(R1C)Parks and Open SpacePRCity of Cupertino (Mary Ave. Dog Park)City Council reso. 13-012; ord. 13-21048357 09 053223,898 Very Low Density (1/2 acre slope density)PRParks and Open SpacePRCity of CupertinoCity Council reso. 99-186 purchased Stocklmeir farm in 19999342 52 00614,578 Parks and Open SpacePRQuasi-public/institutionalP (Institutional)Roman Catholic Bishop of SJCity Council reso. 99-072 vacated roadway easement in 199910342 48 999Very Low Density (1/2 acre slope density)P(R1) 0-2))Parks and Open SpacePRCity of CupertinoTract Map 619011326 41 1159,516 Public FacilitiesR1-10Low Density Residential (1-5 dwelling units per acre): R1-10 R1-10Private ownerCity Council reso. 12-008; Grant deed document #23244980* The corrected designation is highlighted in grayZoning abbreviations key:BA: Public buildingBQ: Quasi-public buildingOS/PR: Open space/Public park/recreational zoneP: Planned development R1: Single family residentialCurrentCorrected*323
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:116-2035 Name:
Status:Type:Reports by Council and Staff Agenda Ready
File created:In control:10/4/2016 City Council
On agenda:Final action:9/5/2017
Title:Subject: Report on Committee assignments and general comments
Sponsors:
Indexes:
Code sections:
Attachments:
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Report on Committee assignments and general comments
Report on Committee assignments and general comments
CITY OF CUPERTINO Printed on 8/30/2017Page 1 of 1
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CITY OF CUPERTINO
Legislation Details (With Text)
File #: Version:117-2973 Name:
Status:Type:Adjournment Agenda Ready
File created:In control:8/30/2017 City Council
On agenda:Final action:9/5/2017
Title:Subject: Adjournment in memory of artist and community leader Ann Woo
Sponsors:
Indexes:
Code sections:
Attachments:
Action ByDate Action ResultVer.
City Council9/5/2017 1
Subject: Adjournment in memory of artist and community leader Ann Woo
Adjourn the meeting in memory of artist and community leader Ann Woo
CITY OF CUPERTINO Printed on 8/30/2017Page 1 of 1
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