HomeMy WebLinkAboutCity Clerk Conversion - Destruction & Conversion Certificates and 87200 filer Form 700s
Original: City Clerk’s Office
MEMORANDUM
DATE: September 22, 2023
TO: Greg Hermann, Deputy City Manager
J. Christine Dietrick, City Attorney
FROM: Kevin Christian, Deputy City Clerk
SUBJECT: CONVERSION OF HARD COPY TO ELECTRONIC RECORDS
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. They will be maintained with a trusted digital system as describe in
the Secretary of State Guidelines for Trustworthy Electronic Document or Records Preservation Standards.
Record Titles to be eligible for electronic retention are listed on pg. 2 of this memo.
Please sign below indicating that the record titles are appropriate for electronic retention and the retention system meets
the requirements of the records retention policy.
(Legal Analyst Review _______)
Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney
CERTIFICATE OF CONVERSION
I, Teresa Purrington, do hereby certify that the records listed on the attached were properly Converted on _________.
Teresa Purrington, City Clerk
Attachments: - Detailed listing of records to be converted to electronic.
- Relevant section of the records retention schedule.
DocuSign Envelope ID: 6A94D6D9-0E78-4647-97E6-5437F64A26ED
9/25/2023 | 8:03 AM PDT
Original: City Clerk’s Office
Record Category Record Title Record Origin Year Retention
General Administration /
Records Mgt - 104
Destruction Certificate – Attorney’s Office 1995 P
Destruction Certificate – Administration Office 2009 P
Destruction Certificates – Police, Utilities,
Parks and Recreation, Attorney’s Offices
2017 P
Conversion Certificate – Finance Office 2017 P
Destruction Certificates – Attorney’s, City
Clerk, Finance, Parks and Recreation, Police
2018 P
Conversion Certificates – Attorney’s, City
Clerk, Finance Offices
2018 P
Destruction Certificates – Attorney,
Community Development, City Clerk, Finance,
Parks and Recreation, Police, Public Works
2019 P
Conversion Certificates – Attorney’s, City
Clerk, Finance Offices
2019 P
Destruction Certificates – Attorney, City Clerk,
Finance, Police and Public Works offices
2020 P
Conversion Certificates – Attorney and City
Clerk offices
2020 P
Destruction Certificates – Attorney, City Clerk,
and Public Works offices
2021 P
Legislative and Legal /
Statement of Economic
Interest - 707
Designated Filer (87200), John McKenzie,
Planning Commission – term complete 2020
2018 T+7
Designated Filers (87200), Charles Stevenson
Planning Commissioner (term end 2020)
2007 - 2010 T+7
Designated Filer (87200), Christine Dietrick,
City Attorney – currently in position
2010 T+7
Designated Filer (87200), Katie Lichtig, City
Manager – terminated 2017
2010 T+7
Designated Filer (87200), Elected Official –
Carlyn Christianson – term ended 2022
2014 T+7
Designated Filer (87200), Elected Official –
Jan Marx – currently in position
2008, 2009, 2014 T+7
DocuSign Envelope ID: 6A94D6D9-0E78-4647-97E6-5437F64A26ED
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLETOTAL OFFICE RESPONSIBLE CODE SECTIONRETENTION FOR RETENTION AND REMARKSPERIODDISPOSITION OF RECORD100GENERAL ADMINISTRATION101OFFICE GENERAL MANAGEMENT City Manager (CM) Reports 5 Various GC34090 City-Generated Informational Brochures, Publications, Newsletters P Various GC34090 Keep one for historical purposes City-wide Policies and Procedures P Various GC34090 Keep one for historical purposes Correspondence - External 2 Various GC34090 Correspondence - Internal (excluding CM Reports - see above) 2 Various GC34090 Departmental Policies/Procedures S+5 Various GC34090 General Information 2 Various GC34090 In-House Committees CU+5 Various GC34090 May be kept for research/historic purposes Staff Meeting Notes 2 Various GC34040102OFFICE REFERENCE Annual Departmental Reports 5 Various GC34090 Certificates of Life5 Clerk GC34090 Chronological Files 2 Various GC34090 Community Organizations 5 Various GC34090 Complaints2 Various GC34090 General Information 2 Various GC34090 Positive Feedback (How are we doing? forms) 2 Various GC34090 Professional Associations 2 Various GC34090 Publications (journals, periodicals) D/R Various Not a public record. No "Request for Records Destruction" form is required. 103FORMS MANAGEMENT Blank FormsS Various No "Request for Records Destruction" form is required.104RECORDS MANAGEMENT Certificates of Destruction P Clerk GC34090 Legal record of final disposition of document. Public Records Requests 2 Various GC34090 Records Retention Schedule S+5 Clerk CCP 343AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=TerminatedDocuSign Envelope ID: 6A94D6D9-0E78-4647-97E6-5437F64A26ED
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLETOTAL OFFICE RESPONSIBLE CODE SECTIONRETENTION FOR RETENTION AND REMARKSPERIODDISPOSITION OF RECORD707STATEMENTS 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=TerminatedDocuSign Envelope ID: 6A94D6D9-0E78-4647-97E6-5437F64A26ED