The URL can be used to link to this page

Home My WebLink About06-17-2021 City Clerk Destruction Claim Logs 1998-2019DocuSign Envelope ID: E4F11721-9D44-453E-8936-8439EOF5BA8B 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 17, 2021 TO: Department Head J. Christine Dietrick, City Attorney FROM: Adriana Delgado, Administrative Assistant II SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Schedule (Resolution No. 9174, 2001 Series). In accordance with that schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. City Clerk's Claims Logs dating from October 5, 1998, through July 3, 2019, exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be confidential shredding. Please sign below indicating that the record titles are appropriate for destruction and meets the requirements of the records retention policy. Christine Dietrick Department Head E ocuSigned by: J. Christine Dietrick, City Attorney CERTIFICATE OF DESTRUCTION I, Adriana Delgado, do hereby certify that the records listed on the attached will be properly disposed of on July 3, 2021. FDocuSigned by: ad.ViA" V ah A iana e ga o, Administrative Assistant II Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule Original: City Clerk's Of DocuSign Envelope ID: E4F11721-9D44-453E-8936-8439EOF5BA8B RECORDS DESTRUCTION LIST DEPT/DIV or Cate or CREATION YEAR DESTROY YEAR DESCRIPTION City Clerk 1998-2019 2021 Claims logs Original: City Clerk's Of DocuSign Envelope ID: E4F11721-9D44-453E-8936-8439EOF5BA8B 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 Successful Candidates P Clerk GC81009(b) Unsuccessful Candidates E+5 Clerk GC81009(b) Other T+7 Clerk GC81009(e) Election correspondence E+2 Clerk GC34090 Election documents: expenses, proofs, night logs E+2 Clerk GC34090 Election history P Clerk GC34090 Election notices, publications, certificates E+2 Clerk GC34090 Initiative, Referendum, Charter Amendments, Recall Petitions After Certification of results + 8 months Clerk EC17200/EC17400 Confidential Municipal Election File/Sample Ballots P Clerk GC34090 Nomination Papers: Successful Candidates P Clerk EC17100 Unsuccessful Candidates E+5 Clerk EC17100 Precinct Board Appointments - appointment of precinct oficials E+6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list E+6 mos. Clerk EC17304 Confidential Roster of voters, original indices (precinct board) E+5 Clerk EC17300(a) (if no legal action) 703 CITY ATTORNEY Administrative Files CU+5 City Attorney GC34090 Civil Litigation CL+10 City Attorney GC34090(b) Civil Litigation regarding Property (including settlement and releases) P City Attorney GC34090(a) Criminal Cases going to court CL+5 City Attorney GC34090(b) Criminal Citations CL+2 City Attorney GC34090 Legislative Files CU+2 City Attorney GC34090 704 GENERAL LEGAL Agreements/Contracts (consultants, purchase agreements, and others not shown elsewhere in the retention schedule) CU+5AE Various CCP337 Claims/Subpeona Logs 2 Clerk GC34090 Donor and Donation Agreements P Clerk GC34090 Ethics Training Certificates CL + 5 Clerk GC34090 Housing Agreements (Includes recorded and other related agreements) P Clerk GC34090(a) Joint Powers Authorities CL + 10 Clerk GC34090 Lease Agreements of Real Property (long-term; i.e., more than five CL + 5 Clerk GC34090 Liens P Clerk GC34090(a) Public Art Agreements P Clerk GC34090 Recorded Documents (Abandonments, Deeds, Easements, P Clerk GC34090 Williamson Act Contracts P Clerk GC34090(a) 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts P Clerk CCP337 CIB Establishment/Bylaws P Clerk GC34090(e) CIB Resolutions/Ordinances P Clerk GC34090(e) General Correspondence 2 Finance GC34090 Minutes P Clerk GC34090(e) 707 STATEMENTS OF ECONOMIC INTEREST General Correspondence 2 Clerk GC34090 Statements of Economic Interest (87200 Filers) T+7 Clerk GC81009(e) & CCAC Guidelines Statements of Economic Interest(City Code Filers 7 GC81009 e 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