HomeMy WebLinkAboutPW Conversion 02.24.25-2
Original: City Clerk’s Office
MEMORANDUM
DATE: February 24, 2025
TO: Matt Horn, Public Works Director
J. Christine Dietrick, City Attorney
FROM: Allie Genard
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 described
in the Secretary of State Guidelines for Trustworthy Electronic Document or Records Preservation Standards.
Record Titles to be eligible for electronic retention:
- REFER TO ATTACHED SHEET
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 _______)
Matt Horn, Public Works Director 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 02/24/2025.
Teresa Purrington, City Clerk
Attachments: - Relevant section of the records retention schedule.
Docusign Envelope ID: EBAE93B2-A595-4D00-9850-246EF0C4D0D0
Original: City Clerk’s Office
Record
Category
Record Title Record
Origin
Year
Retention Record Location in G Drive
Notice of
Completio
n
1000180 Notice of
Completion
2022 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43304#?ope
nmode=PDF
Final Pay
Estimate
1000180 Final Pay
Estimate
2022 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43305#?ope
nmode=PDF
Insurance
Certificate
1000180 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43306#?ope
nmode=PDF
Bid 90742-03 Bid Forms –
Souza Construction
2022 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43327#?ope
nmode=PDF
Notice of
Completio
n
90742-03 Notice of
Completion
2022 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43323#?ope
nmode=PDF
Final Pay
Estimate
90742-03 Final Pay
Estimate
2022 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43324#?ope
nmode=PDF
Insurance
Certificate
90742-03 Certificate of
Liability Insurance
2022 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43325#?ope
nmode=PDF
Bonds 90742-03 Payment &
Performance Bonds
2022 P https://slolf.slocity.org/laserfiche/DocView.a
spx?repo=PublicWorks&docid=43326#?ope
nmode=PDF
Docusign Envelope ID: EBAE93B2-A595-4D00-9850-246EF0C4D0D0
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION
RETENTION FOR RETENTION AND REMARKS
PERIOD DISPOSITION OF RECORD
709 PUBLIC INFORMATION/COMMUNITY RELATIONS
Consumer Price Index (CPI)CU+2 Various GC34090
General Correspondence 2 Various GC34090
Press Releases CU+2 Various GC34090
800 PUBLIC WORKS
801 ENGINEERING
Contractor Bids (not awarded)CL+2 Public Works GC34090 Exception: Federally funded: 3 year retention period or as required by the
funding authority.
Encroachment Permits CL+4 Public Works GC34090
Engineering Standards P Public Works GC34090(a)
General Correspondence 2 Public Works GC34090
Job Files: Certified payroll; pay estimates; original bid documents; legal
ads; preliminary notices/liens; engineer's daily logs or inspector's
diaries; DAS13
CL+2 Public Works GC34090 Federally funded or as req'd by the federal authority
Job Files:Org. specials w/autocad drawings, photos/video tapes for
historic value; agrmnts; CMR/CAR; change orders; env docs; final pay
est. w/attach; notice completion; haz waste manifests/transp docs; ins
certs; perform bonds; proposals; spec reports (haz mat, bio, soils),
submtls (matls, draw), warranty, as-built daily logs or inspectors'
diaries; bids/plans/specs
P Public Works GC34090
Final Tracts and Minor Subdivisions (includes subdivision
improvement agrees; development agrees; in-lieu agrees)
P Public Works GC34090(a) Film after minimum of 10 years*. See Community Development for
Final maps
802 STREET ADDRESS FILES
General Information 2 Public Works GC34090
Street Files 10 Public Works GC34090
803 MASS TRANSPORTATION
General Information 5 Public Works GC34090
Local-SLO Municipal Bus System CU+10 Public Works GC34090
Regional Elderly/Handicapped Transit CU+2 Public Works GC34090
Taxicabs CU+5 Public Works GC34090
Transportation Permits CU+2 Public Works GC34090
Unmet Transit Needs CU+10 Public Works GC34090
804 PARKING
Downtown Parking Study P Public Works GC34090
General Information 2 Public Works GC34090
Parking Appeals CU+2 Public Works GC34090
Parking Citations CU+2 Public Works GC34090
Parking Meters CU+5 Public Works GC34090
Parking Policies CU+5 Public Works GC34090
Ridesharing/Car Pool Program CU+5 Public Works GC34090
806 DISTRICTS
Assessment Districts CL+10 Public Works/Clerk GC34090 Note: original documentation in City Clerk's Office
Benefit Districts CL+10 Public Works/Clerk GC34090 Note: original documentation in City Clerk's Office
General Information 2 Public Works GC34090
Geologic Hazard Abatement Districts CL+10 Public Works GC34090
Residential Parking Districts CL+10 Public Works GC34090
Underground Utilities CL+10 Public Works 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
Job Files:Org. specials w/autocad drawings, photos/video tapes for P
historic value; agrmnts; CMR/CAR; change orders; env docs; final pay
est. w/attach; notice completion; haz waste manifests/transp docs; ins
certs; perform bonds; proposals; spec reports (haz mat, bio, soils),
submtls (matls, draw), warranty, as-built daily logs or inspectors'
diaries; bids/plans/specs
Docusign Envelope ID: EBAE93B2-A595-4D00-9850-246EF0C4D0D0