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Home My WebLink About01-02-2020 Clerk Records Conversion - 7-2017 to 12-2017 Agenda Packets��.. Office of the City Clerk 990 Palm Street, San Luis Obispo, CA 93401-3218 805.781.7100 slouty.0rg MEMORANDUM DATE: January 2, 2020 TO: Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney Teresa Purrington, City Clerk FROM: Kevin Christian, Deputy City Clerk SUBJECT: CONVERSION OF HARD COPIES TO ELECTRONIC FILES In accordance with the City's Records Retention Policy, certain records have been identified as being eligible for conversion from hard copy to electronic copy and will be maintained with a trusted system as described in the Secretary of State Guidelines for Trustworthy Electronic Document or Records Preservation Standards. Please sign below indicating that the listed record titles (Attachment A) are appropriate for electronic retention and the retention system meets the requirements of the records retentionrpallicy (Attachment B). Deputy City Manager Teresa Purrington, City dje Attachments: a) List of record to be converted b) Relevant sections of the records retention schedule Original: City Clerk's Office ChAstine Dietrick, City Attorney RECORDS CONVERSION LIST DEPT/DIV or Category CREATION YEAR DESTROY YEAR DESCRIPTION Council Files 2017 Permanent 07/05/2017 Agenda Packet Council Files 2017 Permanent 07/11/2017 Agenda Packet Council Files 2017 Permanent 07/18/2017 Agenda Packet Council Files 2017 Permanent 07/26/2017 Agenda Packet Council Files 2017 Permanent 08/01/2017 Agenda Packet Council Files 2017 Permanent 08/15/2017 Agenda Packet Council Files 2017 Permanent 09/05/2017 Agenda Packet Council Files 2017 Permanent 09/06/2017 Agenda Packet Council Files 2017 Permanent 09/19/2017 Agenda Packet Council Files 2017 Permanent 09/26/2017 Agenda Packet Council Files 2017 Permanent 10/03/2017 Agenda Packet Council Files 2017 Permanent 10/17/2017 Agenda Packet Council Files 2017 Permanent 10/24/2017 Agenda Packet Council Files 2017 Permanent 10/25/2017 Agenda Packet Council Files 2017 Permanent 11 /07/2017 Agenda Packet Council Files 2017 Permanent 11 /21 /2017 Agenda Packet Council Files 2017 Permanent 12/05/2017 Agenda Packet Council Files 2017 Permanent 12/12/2017 Agenda Packet Council Files 2017 Permanent 12/19/2017 Agenda Packet Original: City Clerk's Office CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE Project Files: Administrative Use Permit; Planning Commission Use Permit; Planned Development; Certificate of Compliance; Architectural Review; Architectural Review Minor and Incidental; Environmental Review; General Plan; Specific Plan; Text Amendment; Rezone; City Initiated Rezone; Annexation; Variance; Lot Line Adjustment; Street Name Change; Other TOTAL OFFICE RESPONSIBLE CODE SECTION REMARKS GC34090(a) Microfilm after 2 years GC34690(a) (Filed under 704-06 in City Clerk's off -ice in Housing Agreement section b"Loynerty address.) RETENTION FOR RETENTION AND PERIOD DISPOSITION OF RECORD P Planning Recorded Agreements: Residents/Covenants, Affordability, First -Time Home -Buyer, etc. P Clerk Sign Inventory Files 2 Planninq _ GC34090 Sign Permits 2 Building IGC34090 Tentative Tracts and Minor Subdivisions P Planning GC3CMa) Film after minimum of 10 years.' See Public Works for final maps. Unreinforced Masonry Files structural analysis P Buildinq GC34090(a) 300 CITY MANAGEMENT 301 COUNCIL FILES Aepea is Heard Py CoUrOl P I Clerk I OC34090 Appeals not Heard by Council CL+2 Various GC34090 Audio Tapes or Liberty System 6 mos Clerk GC34090.7 j Cablecast Schedule for Gov. Access Channel 20 2 Clerk GC34090 CoLuxg Aaanda Packets P _ Clerk _ _ GC34090 Council Brochures P Clerk GC34090 Keep one far histoNcal Council "Notes" 211 Admin GC34090 Council Policies & Procedures P Clerk GC34090 onefor hhistar l purposes Council Resumes CU+2 Admin GC34090 Council Subcommittee Assignments 8 Clerk GC34090 DVDs of Council and Planning Commission Meetinqs P Clerk GC34090.7 Hot Files 2 Admin GC34090 Minutes P Clerk GC3409pie Oaths of Office P Clerk GC34090 Petitions to Council 5 Clerk GC34090 Advisory, non -election related. (If submitted to Council, retain permanently with agenda packet.) Proclamations 2 Clerk GC34090 Proposition 218 Protest letters P Clerk State Constitution Public Comment and Speaker Slios 2 Clerk GC34090 Red File Items (i.e; correspondence) P1 P I pl Clerk Clerk Various GC34090 Original red file is part of the agenda packet GC34090(e) OC34090 GC34090.7 GC34090(e) Resolutions and Ordinances 302 _ COMMISSIONS, COMMITTEES, BOARDS AgendalAgwida Packets Audio Tapes Bylaws 2 Various P Various Membership File: (Appointed AB members applications, oaths, correspondence, etc.) T + 5 Clerk GC34090 _Applications (not appointed) Minutes Recruitment File: Includes correspondence, Maddy Act notices, misc. ads, and information Resolutions 2 Clerk GC34090 GC34090(e) GC34090 GC34090(e) P Various 2 Clerk P Various Rosters S+5 Clerk 304 CITY ADVISORY BODIES Advisory Body Handbook P I Clerk Advisory Body Training 5 Clerk GC34090 GC34090 Keep one for historic reasons GC34090 AE=After Expiration AU=Audk CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated 3/4/2020 7:40 AM City of SLO-Clerk's Office 990 Palm St. San Luis Obispo, CA 93401 CONTACT. Kevin Christian PHONE: (805) 781-7102 1A� -1' 16� DOCUTeam Document Management, Storage, & Shredding a�� SERVICE 111111111111111 iiuiii No. 00287050 3/4/2020 7:39 AM Acct: 0051 Acct PO#: 603488 Service Date: 3/17/2020 Auth: Route: P-DWNTOWN ITEMIZED Container Alternate Code Requestor\Cost Center 202423 SLO/CLERK SHRED 1 LG CAB EVERY 4 WEEKS WORKORDER SUMMARY Total Itemized Pickup Items Containers: 1 Filefolders: 0 Tapes: 0 Page 1 The oc eam City of SLO-Clerk's Office