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Home My WebLink About06-08-2021 City Clerk Conversion Agenda Packets 01-02-2018 thru 12-04-2018DocuSign Envelope ID: B468C814-9EE4-4079-94A8-60F347542795 G1TY O� is 0 Office of the City Clerk 990 Palm Street, Sae Luis Obispo, CA 93401-3218 805.781.7100 slocity.org MEMORANDUM DATE: June 8, 2021 TO: Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney Teresa Purrington, City Clerk FROM: Adriana Delgado, Administrative Assistant II 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 retention policy (Attachment B). DocuSigned by: Greg Hermann, Deputy City Manager DocuSigned by: d� Teresa Purrington, City Clerk Attachments: a) List of record to be converted b) Relevant sections of the records retention schedule Original: City Clerk's Office (DocuSigned by: Christine letrick, City Attorney DocuSign Envelope ID: B468C814-9EE4-4079-94A8-60F347542795 RECORDS CONVERSION LIST DEPT/DIV or Category CREATION YEAR DESTROY YEAR DESCRIPTION Council Files 2018 Permanent 01/02/2018 Agenda Packet Council Files 2018 Permanent 01/05/2018 Agenda Packet Council Files 2018 Permanent 01/09/2018 Agenda Packet Council Files 2018 Permanent 01/16/2018 Agenda Packet Council Files 2018 Permanent 02/06/2018 Agenda Packet Council Files 2018 Permanent 02/20/2018 Agenda Packet Council Files 2018 Permanent 03/06/2018 Agenda Packet Council Files 2018 Permanent 03/12/2018 Agenda Packet Council Files 2018 Permanent 03/20/2018 Agenda Packet Council Files 2018 Permanent 03/21/2018 Agenda Packet Council Files 2018 Permanent 03/28/2018 Agenda Packet Council Files 2018 Permanent 04/03/2018 Agenda Packet Council Files 2018 Permanent 04/10/2018 Agenda Packet Council Files 2018 Permanent 04/17/2018 Agenda Packet Council Files 2018 Permanent 04/24/2018 Agenda Packet Council Files 2018 Permanent 05/01/2018 Agenda Packet Council Files 2018 Permanent 05/15/2018 Agenda Packet Council Files 2018 Permanent 05/22/2018 Agenda Packet Council Files 2018 Permanent 05/23/2018 Agenda Packet Council Files 2018 Permanent 06/05/2018 Agenda Packet Council Files 2018 Permanent 06/19/2018 Agenda Packet Council Files 2018 Permanent 07/10/2018 Agenda Packet Council Files 2018 Permanent 07/17/2018 Agenda Packet Council Files 2018 Permanent 08/21/2018 Agenda Packet Council Files 2018 Permanent 08/28/2018 Agenda Packet Council Files 2018 Permanent 09/04/2018 Agenda Packet Council Files 2018 Permanent 09/18/2018 Agenda Packet Council Files 2018 Permanent 09/26/2018 Agenda Packet Council Files 2018 Permanent 10/02/2018 Agenda Packet Council Files 2018 Permanent 10/16/2018 Agenda Packet Council Files 2018 Permanent 11/13/2018 Agenda Packet Council Files 2018 Permanent 11/27/2018 Agenda Packet Council Files 2018 Permanent 12/03/2018 Agenda Packet Council Files 2018 Permanent 12/04/2018 Agenda Packet Original: City Clerk's Of DocuSign Envelope ID: B468C814-9EE4-4079-94A8-60F347542795 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION r# RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD 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 P Planning GC34090(a) Microfilm after 2 years Recorded Agreements: Residents/Covenants, Affordability, First -Time Home -Buyer, etc. P Clerk GC34090(a) (Filed under 704-06 in City Clerk's office in Housing Agreement section by property address.) Sign Inventory Files 2 Planning GC34090 Sign Permits 2 Building GC34090 Tentative Tracts and Minor Subdivisions P Planning GC34090(a) Film after minimum of 10 years." See Public Works for final maps. Unreinforced Masonry Files (structural analysis) P Building GC34090(a) 300 301 CITY MANAGEMENT COUNCIL FILES Appeals Heard by Council P Clerk GC34090 Appeals not Heard by Council CL+2 Various GC34090 Audio Tapes or Liberty System 6 mos Clerk GC34090.7 Cablecast Schedule for Gov. Access Channel 20 2 Clerk GC34090 Council Agenda Packets P Clerk GC34090 Council Brochures P Clerk GC34090 Keep one for historical purposes Council "Notes" 2 Admin GC34090 Council Policies & Procedures P Clerk GC34090 Keep one for historical purposes Council Resumes CU+2 Admin GC34090 Council Subcommittee Assignments 8 Clerk GC34090 DVDs of Council and Planning Commission Meetings P Clerk GC34090.7 Hot Files 2 Admin GC34090 Minutes P Clerk GC34090(e) 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 Slips 2 Clerk GC34090 Red File Items (Le; correspondence) P Clerk GC34090 Original red file is part of the agenda packet Resolutions and Ordinances P Clerk GC34090(e) 302 COMMISSIONS, COMMITTEES, BOARDS Agenda/Agenda Packets P Various GC34090 Audio Tapes 2 Various GC34090.7 Bylaws P Various GC34090(e) Membership File: (Appointed AB members applications, oaths, correspondence, etc.) T + 5 Clerk GC34090 Applications (not appointed) 2 Clerk GC34090 Minutes P Various GC34090(e) Recruitment File: Includes correspondence, Maddy Act notices, misc. ads, and information 2 Clerk GC34090 Resolutions P Various GC34090(e) Rosters S+5 Clerk GC34090 304 CITY ADVISORY BODIES Advisory Body Handbook P Clerk GC34090 Keep one for historic reasons Advisory Body Training 5 Clerk GC34090 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