HomeMy WebLinkAbout04-15-2021 City Attorney Destruction Public RecordsMEMORANDUM
DATE 4/15/2021
TO: Christine Dietrick, Department Head and City Attorney
FROM: Kelly White, Paralegal
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention
Policy and Schedule. In accordance with that policy and schedule, certain records have been
identified as eligible for destruction. A listing of those records and relevant sections from the
records retention schedule are below.
Electronic files older than two years (prior to April 2019), that were collected as preliminary
search results for Public Record Requests. The method of destruction will be deletion from
Department G drive and Laserfiche.
Please sign below indicating your approval for the destruction of the attached listing of records.
(, 0
1 epartment H a C.p
ty Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name), do hereby certify that the records listed on the attached were properly disposed
of on (date).
Urig i l: City Clerk's Office
Copy: epartment
Attachments:
1. Relevant sections of the records retention schedule
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE
TOTAL
OFFICE RESPONSIBLE
CODE SECTION
RETENTION
FOR RETENTION AND
REMARKS
PERIOD
DISPOSITION OF RECORD
COPIES or DUPLICATES of documents for which a department is not
the office of record
D/R
Duplicates and copies distributed to various departments for informational purposes
may be destroyed by the departments when they are no longer useful for reference.
No "Request for Records Destruction" form is required -
ELECTRONIC DOCUMENTS
_
Electronic copies of paper records should be kept no longer than the retention
period specified in this schedule. If electronic documents are also in a paper format,
both must be destroyed at the same time.
100 GENERAL ADMINISTRATION
101 OFFICE GENERAL MANAGEMENT
City Manner (CM) Reports _
5
Various
GC34090
City -Generated Informational Brochures Publications, Newsletters
P
Various
GC34090 Keep one for historical purposes
Ci -wlde Policies and Procedures
P
Various
GC34090 Keep one for historical purposes
Corres ondence - External
2
Various
GC34090
Correspondence - Internal (excluding CM Reports - see above)
2
Various
GC34090
N artmental Policies/Procedures
S+51
Various
GC34090
General Information
21
Various
GC34090
In -House Committees
GU+51
Various
GC34090 May be kept for researchlhistoric p u ases
Staff Meeting Notes
2
Various
GC34040
102
OFFICE REFERENCE
Annual qe artmental Repofts
5
Various
GC34090
1 Certificates of Life
5
Clerk
JGC34090
Chronological Files
2
Various
I GC34090
Community Or anizations
5
Various
IGC34090
Complaints
2
Various
IGC34090
Generallnformadon
2
Various
GC34090
Positive Feedback How are we doing? forms
2
Various
GC34090
Professional Associations
2
Various
GC34090
Publications 6ournals. periodlcals
D/R
Various
Not a public record. No "Request for Records Destruction" form is re uired.
103 FORMS MANAGEMENT
Blank Forms
S1
Various No "Request for Records Destruction" form is required.
I
104 RECORDS MANAGEMENT
Certificates of Destruction
Public Records Requests
P1
21
Clerk GC34090 L al record of final disposidon of document.
Various GC34090
Records Retention Schedule
200 COMMUNITY DEVELOPMENT
201 CITY PLANNING
Address Files
Business Tax Certificates
Code Enforcement Files
COnstruction Files
Construction Permits (numeric)
Home Occupation Permits
S+51
Clerk CCP 343
P1
P
P
P
P
P
Planning GC34090(a)
Planning IGC34090 a
Buildin2 GC34090(a) Microfilm after 5 yLars
Building GC34020(a) Microfilm immediately after final inspection
Building GC34090(a) Microfilm one year after final inspection
Planning GC34090(a)
Ins 'on Cards
P
Building
GC34090(a) Microfilm and retain original cards
Notices of Address Chanae
Notices of Ualerminadon
P
P
Planning
PlanninQ
GC34090 a
GC34090 a
Notices of Exemption
P
Planning !GC34090(a)
Microfilm
AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated