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Home My WebLink AboutPW Conversion 03.06.25 Original: City Clerk’s Office MEMORANDUM DATE: March 6, 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 3/5/2025. Teresa Purrington, City Clerk Attachments: - Relevant section of the records retention schedule. Docusign Envelope ID: 6B2E38F8-114F-4F7F-B419-3451BB958D00 Original: City Clerk’s Office Record Category Record Title Record Origin Year Retention Record Location in G Drive Encroach ment Permit 90480 Encroachment Permit 2020 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49394#?ope nmode=PDF Encroach ment Permit 1000111 Encroachment Permit 2021 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49390#?ope nmode=PDF Encroach ment Permit 1000163A Encroachment Permit 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49392#?ope nmode=PDF Encroach ment Permit 1000184 Encroachment Permit 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49389#?ope nmode=PDF Encroach ment Permit 1000190 Encroachment Permit 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49395#?ope nmode=PDF Encroach ment Permit 1000034 Encroachment Permit 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=42564#?ope nmode=PDF Insurance Certificate 91375 Certificate of Liability Insurance 2020 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49402#?ope nmode=PDF Notice of Completio n 91375 Notice of Completion 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49397#?ope nmode=PDF Bid 91375 Bid Forms 2020 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49400#?ope nmode=PDF Bonds 91375 Payment & Performance Bonds 2020 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49399#?ope nmode=PDF Encroach ment Permit 91375 Encroachment Permit 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49401#?ope nmode=PDF Final Pay Estimate 91375 Final Pay Estimate 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49398#?ope nmode=PDF Submittal 91375 Granite Construction Company – DBE Commitment forms (15-G) 2020 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49404#?ope nmode=PDF RFI 91375 Labor Commissioner, State of 2022 P https://slolf.slocity.org/laserfiche/DocView.a spx?repo=PublicWorks&docid=49403#?ope nmode=PDF Docusign Envelope ID: 6B2E38F8-114F-4F7F-B419-3451BB958D00 Original: City Clerk’s Office California RFI, Awarding Body Docusign Envelope ID: 6B2E38F8-114F-4F7F-B419-3451BB958D00 Rev . 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 8 of 14 TOTAL OFFICE RESPONSIBLE FOR CODE SECTION REMARKS (and/or notes pertaining to retention time RECORD TITLE RETENTION AND PERIOD DISPOSITION OF RECORD establishment) Housing Agreements (Includes recorded and other related agreements) p Clerk, COD GC34090(a) Joint Powers Authorities CL+10 Clerk GC34090 Lease Agreements of Real Property (long-term; i.e ., more than five years) CL+5 Clerk GC34090 I CCP337 Liens p Clerk GC34090(a) Public Art Agreements p Clerk, Finance GC34090 Recorded Documents (Abandonments , Deeds, Easements, Reconveyances) p Clerk, COD GC34090 Williamson Act Contracts p Clerk, COD GC34090(a) 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts p Clerk CCP337 / GC 34090 CIB Establishment/Bylaws p Clerk GC34090 CIB Resolutions/Ordinances p Clerk GC34090(e) Minutes p Clerk GC34090(e) 707 STATEMENTS OF ECONOMIC INTEREST & AGENCY PAYMENT REPORTS Designated Filers -Statements of Economic Interest (87200 Filers) CY+7 Clerk GC81009(e) City Code Filers -Statements of Economic Interest (Form 700) CY+7 Clerk GC81009(e) FPPC Payment (Forms 801 & 802) & Compensation (Form 806) reports CY+7 Clerk GC 81009 FPPC Reports, Form 801, 802, 803, 804, 806 (For Campaign disclosure CY+7 Clerk GC 81009, 84615, 18944, 18944.1 statements, see section 702) 709 PUBLIC INFORMATION/COMMUNITY RELATIONS Consumer Price Index (CPI) affidavits CY+2 City Clerk GC34090 Press Releases / Media Events CY+2 Various GC34090 Social Media Records CY+2 Atty GC34090 71 O General Appeals !Administrative Citation Appeals -filing only I CY+2 I Clerk IGC34090 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 (see Federal Acquisition Regulation 4.703) Engineering Standards p Public Works GC34090 Job Files : Certified payroll; pay estimates; original bid documents; legal ads; CL+2 Public Works GC34090 Federally funded or as req'd by the federal authority preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13 Project Files : Original specials w/autocad drawings, photos/video tapes for historic value; agreements; CMR/CAR; change orders; env docs; final pay est. w/attach ; notice completion; haz waste manifests/transp docs; ins certs; perform p Public Works GC34090 I CCP337 bonds; proposals ; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty, as-built plans, bids/plans/specs 802 STREET ADDRESS FILES File category eliminated 2025 as all files listed here are copies . 803 MASS TRANSPORTATION I Local-SLO Municipal Bus System -Studies I CY+10 I Public Works IGC34090 AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination Docusign Envelope ID: 6B2E38F8-114F-4F7F-B419-3451BB958D00 Rev . 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 1 of 14 TOTAL OFFICE RESPONSIBLE FOR CODE SECTION REMARKS (and/or notes pertaining to retention time RECORD TITLE RETENTION AND PERIOD DISPOSITION OF RECORD establishment) COPIES or DUPLICATES of documents for which a department is not the office Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer of record useful for reference. No "Request for Records Destruction" form is required . Electronic copies of paper records should be kept no longer than the retention ELECTRONIC DOCUMENTS period specified in this schedule. If records are also in a paper format, both must be destroyed at the same time. Files created specifically as working or draft copies of eventual Council Agenda Reports should be considered as draft or copies with the CAR Agenda Report working files document the final original. Council Agenda Packets have a Permanent retention period . Therefore the draft and copy documents do not need to be retained. 100 GENERAL ADMINISTRATION -CITYWIDE 101 GENERAL -- GC34090 (Code requires 2 year retention, City procedure is to keep for 5 City Manager (CM) Reports CY+5 Various Iyears) City-Generated Informational Brochures, Publications , Newsletters CY+2 Various GC34090 May consider keeping one for historical purposes Policies and Procedures 8+4 Various GC34090 = 2 , CCP§343 = 4 Correspondence -Internal & External CY+2 Various GC34090 General Information (City Records not otherwise listed : Includes general subject information, reports and reference documents relating to the record group , but CY+2 Various GC34090 not associated with a specific record series already in the group.) In-House Employee Committees CY+2 Various GC34090 Safety Data Sheets (SDS) I Material Safety Data Sheets (MSDS) CY+30 Various GC34040 I 8CCR3204(d)(1)(B)(2 and 3) / 29CFR1910.1020(d)(1)(ii)(B) Training / Safety Training Materials CL+4 Various CCP 343 Professional Associations <Citv Records) CY+2 Various GC34090 102 OFFICE REFERENCE Cateaorv eliminated 2025 uodate 103 FORMS MANAGEMENT Cateaorv eliminated 2025 uodate 104 RECORDS MANAGEMENT Certificates of Destruction p Clerk GC34090 Legal record of final disposition of document. Public Records Requests and Records Produced CL+2 Clerk, PD GC34090 Records Retention Schedule p Clerk GC34090 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files p Planning GC34090 Code Enforcement Files p Building GC34090 Construction Files p Building GC34090 Construction/Building Permits (numeric) (Building, Signs, Demos, etc.) p Building GC34090 Construction Contracts (including Insurance Certificates) A/E+10 Building GC34090 , Civ. Code 941 Encroachment Permits p Engineering Development GC34090 Review AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination Docusign Envelope ID: 6B2E38F8-114F-4F7F-B419-3451BB958D00