HomeMy WebLinkAboutClerk - 2017, 2018, 2019 Council Correspondence
MEMORANDUM
DATE:January 1, 2022
Greg Hermann, DepartmentHead
TO:
J.Christine Dietrick, City Attorney
Adriana Delgado, Administrative Assistant II
FROM:
SUBJECT: REQUEST FOR RECORDSDESTRUCTION
On April 24, 2001, the City Council adopted a Records Retention Schedule (Resolution No. 9174, 2001Series).
Inaccordancewiththatschedule,certainrecordshavebeenidentifiedaseligiblefordestruction.Alistingofthose
records and relevant sections from the records retention schedule areattached.
Public correspondence that was submitted to City Councilin 2017, 2018, and 2019exceedtheretention
requirementsandassuch,arebeingpreparedfordestruction.Themethodofdestructionwillbeelectronic
destruction.
Please sign below indicating that the record titles are appropriate for destruction and meets the requirements ofthe
records retentionpolicy.
_________________________________________________________________________
Greg Hermann, Department HeadJ.Christine Dietrick, City Attorney
CERTIFICATE OFDESTRUCTION
I,Adriana Delgado, do hereby certifythat the records listed on theattached will be properly disposed of
onJanuary 1, 2022.
________________________________________
Adriana Delgado, Administrative AssistantII
Attachments:
1.List of records to bedestroyed
2.Relevant sections of the records retentionschedule
Original:City ClerkOffice
RECORDS DESTRUCTION LIST
Dept. Document Name Number of Files Creation Year Destroy Year
City Clerk Council 1,258 2017 2019
correspondence
City Clerk Council 617 2018 2020
correspondence
City Clerk Council 752 2019 2021
correspondence
Original: City ClerkOffice
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLECODE SECTION
TOTALOFFICE RESPONSIBLE
RETENTIONFOR RETENTION ANDREMARKS
DISPOSITION OF RECORD
PERIOD
COPIES or DUPLICATES of documents for which a department is not D/RDuplicates and copies distributed to various departments for informational purposes
the office of recordmay be destroyed by the departments when they are no longer useful for reference.
No "Request for Records Destruction" form is required.
ELECTRONIC DOCUMENTSElectronic 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 Manager (CM) Reports5VariousGC34090
City-Generated Informational Brochures, Publications, NewslettersGC34090 Keep one for historical purposes
PVarious
City-wide Policies and Procedures PVariousGC34090 Keep one for historical purposes
Correspondence - External Correspondence - External22VariousVariousGC34090GC34090
Correspondence - Internal (excluding CM Reports - see above)GC34090
2Various
Departmental Policies/Procedures S+5VariousGC34090
General InformationGC34090
2Various
In-House CommitteesGC34090 May be kept for research/historic purposes
CU+5Various
Staff Meeting Notes 2VariousGC34040
102
OFFICE REFERENCE
Annual Departmental Reports5VariousGC34090
Certificates of LifeGC34090
5Clerk
Chronological Files2VariousGC34090
Community Organizations5VariousGC34090
ComplaintsGC34090
2Various
General Information2VariousGC34090
Positive Feedback (How are we doing? forms)2VariousGC34090
Professional AssociationsGC34090
2Various
Publications (journals, periodicals)D/RVariousNot a public record. No "Request for Records Destruction" form is required.
103
FORMS MANAGEMENT
Blank FormsSVarious No "Request for Records Destruction" form is required.
104
RECORDS MANAGEMENT
Certificates of DestructionPClerkGC34090 Legal record of final disposition of document.
Public Records RequestsGC34090
2Various
Records Retention ScheduleS+5ClerkCCP 343
200
COMMUNITY DEVELOPMENT
201
CITY PLANNING
Address FilesGC34090(a)
PPlanning
Business Tax CertificatesPPlanningGC34090(a)
Code Enforcement FilesPBuildingGC34090(a) Microfilm after 5 years
Construction FilesGC34090(a) Microfilm immediately after final inspection
PBuilding
Construction Permits (numeric)PBuildingGC34090(a) Microfilm one year after final inspection
Home Occupation PermitsPPlanningGC34090(a)
Inspection CardsGC34090(a) Microfilm and retain original cards
PBuilding
Notices of Address ChangePPlanningGC34090(a)
Notices of Determination GC34090(a)
PPlanning
Notices of ExemptionPPlanningGC34090(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