HomeMy WebLinkAbout03-10-2025 Records Retention Policy and ScheduleRECORDS RETENTION
POLICY AND SCHEDULE
PREPARED BY THE
OFFICE OF THE CITY CLERK
CITY OF SAN LUIS OBISPO
March 2025
City of San Luis Obispo Records Retention Policy and Schedule Page 2
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY’S RECORDS
Table of Contents
OVERVIEW OF RECORDS MANAGEMENT ........................................................................................................... 3
GOALS .......................................................................................................................................................................... 3
OWNERSHIP ................................................................................................................................................................ 4
RECORD KEEPING RESPONSIBILITY .................................................................................................................... 4
FILE HANDLING ......................................................................................................................................................... 5
Naming Conventions - Creating and Organizing Files .............................................................................................. 5
Duplicate Records (Copies) ....................................................................................................................................... 6
Records Disposition and Audits ................................................................................................................................ 6
Records Hold ............................................................................................................................................................. 6
FILE FORMAT and STORAGE ................................................................................................................................... 7
Physical Records ........................................................................................................................................................ 7
Digital (Electronic) Records ...................................................................................................................................... 7
DIGITAL WORKFLOW ............................................................................................................................................ 10
Conversion ............................................................................................................................................................... 10
MODIFICATION OF POLICY OR SCHEDULE ...................................................................................................... 11
DEFINITIONS ............................................................................................................................................................ 12
CODE FILE GLOSSARY ........................................................................................................................................... 15
SAMPLES: .................................................................................................................................................................. 16
SAMPLE 1 – Records Destruction Template .......................................................................................................... 16
SAMPLE 2 – Records Destruction List ................................................................................................................... 17
SAMPLE 3 – Conversion to Electronic Records Template ..................................................................................... 18
SAMPLE 4 – Modification to Retention Schedule Template .................................................................................. 19
City of San Luis Obispo Records Retention Policy and Schedule Page 3
OVERVIEW OF RECORDS MANAGEMENT
The primary purposes for structured records management are to ensure that information is
efficiently retrievable as needed, risk management and compliance to the California Public
Records Act concerning City activities are defensible, and ultimately to ensure that institutional
documents of critical historical, fiscal and legal value are identified and preserved, and that non-
essential documents are disposed of in a timely manner in accordance with established policies
and laws. To do this efficiently and thoroughly, records must be identified, organized,
maintained for the requisite number of years, and then documented when destroyed. Records
management encompasses all the record-keeping requirements that allow an organization to
establish and maintain control over information flow and administrative operations, seeking to
control and manage records through the entirety of their life cycle, from creation to final
disposition. A sound records management program doesn't cost—it pays. It pays by improving
customer service, increasing staff efficiency, allocating scarce resources, optimizing the use of
space, minimizing the cost of record retention, and providing a legal foundation for how an
agency conducts its daily mission.
GOALS
❖ Ensure needed documentation is readily accessible for efficient City operation
❖ Provide public access to and protect the public's rights to inspect public records in
accordance with the California Public Records Act
❖ Preserve records with long-term or permanent value
❖ Protect records vital to City government in the event of a disaster
❖ Protect records essential to City government, but which are referenced infrequently
❖ Demonstrate compliance with legal retention requirements established by federal, state,
and local authorities
❖ Manage record holds
❖ Orderly disposition and destruction of records no longer required by statute to be retained
or needed for reference
❖ Eliminate duplicate records filed in several departments
❖ Protect privacy by ensuring proper administration of records not subject to disclosure
❖ Provide protection in litigation, audits, and other disputes
❖ Optimize space (physical and electronic) and associated costs
❖ Minimize the cost of record retention
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OWNERSHIP
All public records are the property of the City, whether they are maintained physically or
electronically. Public records include not only records produced by City staff but also records
related to the business of the City that are used or retained by the City.
Outgoing officials shall deliver all original records that they may hold locally on City owned
devices or on outside devices or storage of any kind to the City Attorney, and employees to their
successors or to the City Attorney if confidential. Public records are to be maintained in active
file areas or in a designated records center or electronic repository.
RECORD KEEPING RESPONSIBILITY
In January 1994, the CAO approved a decentralized approach to the City’s records management
program. This program allows departments control and responsibility over their own department
records, records storage systems, and records management procedures. In July 1995, the City
Council adopted, by motion, a formal Records Management Program and Manual. The intent of
the manual was to provide educational and legal resources for each department to assist them
with implementing a records management system.
City Council – The management of all public records of the City shall rest with the City Council.
Resolution 9174 (2001 Series), passed by City Council April 24, 2001, both adopted a Records
Retention Policy and Retention Schedule, and resolved to allow for an annual updating to both
by the City Clerk in consultation with the City Attorney without further review by City Council.
Staff - Each officer, employee, contractor, or volunteer of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records in
accordance with applicable federal and state regulations, or such rules as may be approved by the
City Council.
City Attorney - The duty of the City Attorney shall be to review and approve requests to dispose
of records in accordance with the City’s adopted Records Retention Schedule; and to provide
legal guidance to the City Clerk in any review of, or amendment to the retention schedule, in
accordance with federal, state and city regulations.
City Clerk - The City Clerk may, for the proper and efficient management of public records:
1. Develop and circulate instructions and regulations necessary and proper to implement the
Records Retention Schedule.
2. Advise and assist City departments in the preparation of records inventories, retention
periods, and make recommendations to the City Attorney.
3. Maintain archives to protect records of historic nature, which should not be destroyed.
4. In consultation with the City Attorney, revise the Records Retention Schedule and/or policy
as appropriate. (Resolution No. 9174)
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City Department Heads - Each City Department Head shall establish and maintain an active,
continuing program for the economical and efficient management of the public records of that
department. Such program shall incorporate:
1. The Law - Meet legal standards for public examination, protection, storage and retrieval of
records
2. Control - Maintain effective controls over the creation, maintenance, and use of public
records in the conduct of business.
3. Secure and Preserve - Maintain the security of records deemed appropriate for preservation.
4. Efficient Storage - Optimize the use of space (physical or electronic) to minimize the cost of
record retention, maintenance, and final disposition or destruction.
5. Disposition - Dispose of outdated records or records of temporary value in accordance with
the established retention schedule and this policy.
6. Training - Educate staff concerning this records retention policy, the current records retention
schedule, and restrict access to confidential records and information where appropriate.
7. Records Custodian - Each department shall identify a person who serves as the department’s
primary Records Custodian. This person shall coordinate the department’s record program,
coordinate the disposition of department records, oversee public record requests made to the
department, and serve as a liaison to the City Clerk for records related issues.
FILE HANDLING
All records, regardless of format, physical or electronic, are subject to this policy and the
published records retention schedule. City records should only be stored on approved devices
(City I.T. issued) or systems, and in appropriate physical storage locations as determined by the
Department Director. Filing systems (logic and naming) for physical vs. electronic should be
comparable. There are several different ways to establish a filing system: alphabetical,
numerical, alphanumeric, or series driven. No one solution has been set for City use and systems
are dictated and maintained at the department level.
Naming Conventions - Creating and Organizing Files
As with file storage, naming conventions are managed at the department level but there should
be departmental uniformity and consistency, and new staff should be trained on proper use. It is
suggested that commonly understood words and terms be used for file naming, refraining from
the use of abbreviations, jargon, or special characters (/ \ ? | : * etc.). The use of record category
is encouraged (see retention schedule) along with the date (something relative to the file or the
file disposition) and version numbers when appropriate. Dates should always consist of a four-
digit year; the recommended date format is MMDDYYYY as the City has records over 100
years old. Version numbers are typically expressed as “v1.0” with subsequent minor changes
expressed as v1.2, v1.2 etc. and major revisions changing the first number, “v2.0.” Project titles
and or project location (street address or identified City Specific Plan) are logical names that can
be identified over time. Department personnel are advised to create new files with an eye to the
future disposition of the file. For example, by knowing that the information/materials contained
within a new file will be retained for a specific number of years, it would be prudent to create the
file on a calendar year or perhaps fiscal year basis. Planning avoids separating files later when it
comes time for storage and/or destruction. Also, reviewing the department's retention schedule
beforehand can avoid the necessity and time-consuming activity of separating permanent
information/documents from short-term materials prior to time of destruction. Staff names or
general references such as “Interns” should never be used for file or folder naming.
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Duplicate Records (Copies)
If a particular department is responsible for maintaining a specific record (as listed in the
published records retention schedule), another department may choose to keep a copy for a short
time in a working file but there is no need to maintain duplicate files. Duplicate files create a
liability, such as subsequent modifications creating multiple versions and for public records
requests or court “discovery” search complexity. Copies should be purged on a regular basis
when the need for the working file ends. It is recommended that if/when you have the need to
create a copy, to append the file name with “copy” or otherwise to ensure that it is easily
identified. An alternate and more easily managed alternative is to create a “shortcut” to the
original file instead of making a copy or to share the file in a system such as SharePoint.
Duplicate Records (copies) may be destroyed at the discretion of the department head without
further authorization from the City Clerk or City Attorney.
Records Disposition and Audits
The records classification and retention periods outlined in the City’s Record Retention Schedule
constitute legal authority for retention and disposal (disposition) of official records. No records
shall be destroyed until they meet the minimum retention period listed on the currently
approved/published record retention schedule, and final approval for destruction is authorized by
the City Attorney. State laws generally preclude the destruction of a public record less than two-
years old unless the record is transitory in nature. Record disposition applies to all records,
regardless of the physical form or location of the record. At the conclusion of a record’s retention
period, the record shall be disposed of in accordance with this Policy. Unless the document is
retained permanently, all copies of the record, physical and electronic, including databases, shall
be destroyed. Physical record destruction shall be by recycling where possible or destroyed
securely (shredded) for confidential records. Securely destroyed records shall either be done
under the supervision of a City employee or by an approved agency.
Destruction of original records must be requested and approved by the responsible Department
Head and the City Attorney prior to destruction (see Sample 1, Records Destruction memo). A
listing of documents to be destroyed (see Sample 2, Records Destruction List), and copy of the
appropriate page(s) from the records retention schedule shall accompany the Destruction Memo
and be filed in the Office of the City Clerk upon completion.
• Destruction memos should be submitted for signatures electronically per City Council
Resolution R11129 (2020 Series), “Citywide Policy Regarding Electronic Signature Use.”
• Once authority has been received to destroy records, all copies and forms of that record must
be destroyed (or deleted): paper, microfilm/fiche, electronic format.
• This section does not authorize the destruction of records classified as permanent (P).
To facilitate timely records disposition per the published records retention schedule, regular
record audits must be conducted. These should be done at least annually by the department
record custodian. This will also serve to alert the record custodian of the possible need to add,
modify, or delete a record series on the retention schedule (see Sample 4, Modification to
Retention Schedule).
Records Hold
Upon notice of anticipated or existing litigation, the office of the City Attorney shall initiate a
record hold to suspend operation (disposition) of the applicable record retention schedule.
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Conversely, when a City department receives notice of an existing or anticipated lawsuit, that
notice shall be immediately communicated to the City Attorney upon notice and a records hold
should be immediately presumed pending follow-up from the Attorney’s office. It shall be each
Department Director’s duty to convey these records hold notice to department staff.
FILE FORMAT and STORAGE
Physical Records
Physical records, traditionally paper and various forms of film, should be stored in areas that are
appropriate for this type of record, providing protection from natural elements (moisture, light,
heat, etc.) as well as animal and insect threats. Physical records that can be converted into digital
(electronic) should be when allowed by law and per policy guidelines, or where the physical
nature of the record is not historically significant (see “Conversion” in the Digital (Electronic)
Records section). Note that the retention time should be considered when converting to digital
(ex. a two-year retention may not be worth the cost and time to convert). For preservation
purposes, permanent physical files should be duplicated in electronic format to aide in file
retrieval as well as preserve them from degradation caused by handling, environment, and time.
New records should be moved to digital workflows when possible. Records that exist
electronically should not be printed for the sole purpose of maintaining a paper copy.
Digital (Electronic) Records
Digital record storage has become the dominant method of records storage by the City.
Regardless of originating hardware, software, or file format, digital records are to be preserved
per the current Records Retention Schedule, kept in a manner to allow for migration to new
technologies or otherwise persevered when originating technologies are retired, and be able to be
provided to the public without the public needing specialized hardware or software (Public
Records Act requests).
California Government Code section 12168.7 establishes the requirement for “trusted systems”
with section 34090.5 governing destruction of records by Cities. A Trusted System is a set of
policies, procedures, and technologies used to ensure that electronically stored information can
be trusted as a true and accurate copy of the original information put into the system. Pursuant to
regulations adopted by the Secretary of State in 2012, a trustworthy document management
system (a trusted system) must ensure that at least two separate copies of the electronically
stored information are created meeting, at a minimum, all the following conditions:
• The trusted document management system must utilize both hardware and media storage
methodologies to prevent unauthorized additions, modifications or deletions to the document
during the approved lifecycle of the stored information.
• The trusted document management system must be verifiable through independent audit
processes ensuring that there is no plausible way for electronically stored information to be
modified, altered, or deleted during the approved information lifecycle.
• The trusted document management system must write at least one copy of the electronic
document or record into electronic media that does not permit unauthorized additions,
deletions, or changes to the original document and that is to be stored and maintained in a
safe and separate location.
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In coordination with the City Clerk, the City I.T. Department shall be responsible for the
evaluation of various storage systems, current and future, utilized throughout the City for
compatibility as a trusted system that also address issues of file alteration via migration (See
Records Storage Table - Clerk Records Management SharePoint). Laserfiche and SharePoint are
two “trusted systems” used by the City for storage of original records. Note that for them to be
trusted, appropriate permission control settings must be in place to disallow unauthorized
additions, modifications, or deletions of permanently held records.
The advantages of creating and storing records digitally are vast but there are additional
complexities as well. Common practices within private industry and home/personal use of digital
records are generally not sufficient to meet the needs of a “Trusted System,” this records policy,
and the published retention schedule. Below are policies, guidelines, and considerations meant to
address these differences.
File Formats and Migration: The file format is the structure of a file that tells a program how
to display its contents. These are commonly identified in the file name by a file extension
(ex. “.pdf” “.docx” “.mp4”). Not all files can be opened by all programs and not all programs
that can open a file format will necessarily display the file in the same manner as the original
native program. As new technologies emerge, file formats will change, with some becoming
obsolete. Each City Department will have differing needs over time as well and therefore
must be responsible for migrating files from their various system to new systems and/or
insuring preservation of the file (records) per the current records retention schedule. Beyond
internal use by City staff, the public has the right to files (records) that they may not have the
hardware/software needed to access/open/read. Therefore, care must be taken to ensure files
are held in a manner (file format) that the public can access (Public Records Act request) or
that we can easily provide in an accessible format to them.
Formats for files that are held long term must be evaluated for migration issues to ensure the
files over time still represent a “true and accurate copy.”
Storage Media: Files shall be stored in locations that are backed up via City I.T. processes
and approved for storage per the Records Storage Table, meeting the criteria of a “Trusted
System.”
There are a variety of ways to store digital records. Storage on CD/DVD, removable drives,
portable storage devices such as flash drives, and/or on individual computer hard drives
(commonly called the C Drive, which includes the “Desktop” and the generic folder locations
provided in Microsoft Windows Operating System machines called “Documents,”
“Downloads,” “Music,” “Pictures,” and “Videos”) shall never be used for storage of original
City Records. Records stored on these mediums are vulnerable and may be impossible to
restore if lost, stolen, or damaged, as well as introducing opportunity for malware. While the
City Website or I.T. supported messaging applications (such as Microsoft Teams) may link
to various acceptable storage locations for City Records (e.g., Laserfiche), messaging
applications should not themselves be used as storage locations for original City records.
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Metadata: Metadata is data about data that is contained within the record file. It plays a key
role in determining record authenticity and specifically describes the content of a file which
makes it a very valuable tool for resource discovery. For example, the metadata for an image
file may describe how large the picture is, the color depth, the image resolution, when the
image was created (date and time), the geolocation of the image when captured, as well as
the specific device used to capture it, etc. There are various types of metadata, some placed
there by the system that created the file (as described in the previous example), and some that
may be added (Descriptive and Administrative Metadata) using systems such as Laserfiche
which we use as our City Records Archive. As such, metadata is considered part of the file
that must be maintained as a “true and accurate copy.” It is also part of the data that may be
requested in a Public Records Act request or in court Discovery.
Email
Email is not a record category; it is a means of transmitting messages and information. These
email communication records must be retained or deleted based upon the information they
contain or the purpose they serve. All general email communication records are held for the
minimum standard of two years. As email program databases are not meant to be records
repositories; email files whose subject matter qualifies for a longer retention specified in the
current Records Retention Schedule, should be moved to the appropriate trusted system
records repository where that type of record is stored.
No City employee shall use their personal email account(s) to send emails relating to or
containing city business. If an employee inadvertently transmits an email or receives an email
that relates to or contains city business outside of the city email server, that employee shall
immediately transmit an unaltered copy of the message(s) to their city email account to be
retained as necessary.
Elected City Officials, Advisory Body members, contractors, or City volunteers who send or
receive email communications relating to or containing city business, who do not have city
email accounts, shall either include the appropriate staff contact or the City Clerk by way of
copy (cc feature of email) or forward an unaltered copy of the communication to them.
Text Messages, Chat and Messaging Applications, and Social Media
Communications using electronic devices or applications are broadly defined as “writings”
and are therefore subject to this policy for records retention. Text, Chat, Messaging
applications and Social Media (as well as other electronic communications not specifically
detailed here) are included. If text, chat, or social media messages contain information
relating to the conduct of the public’s business, it is considered a public record and must be
retained in accordance with the Records Retention Schedule. This is the case whether the
message is sent or received from a City-owned or private device; if the message relates to the
conduct of the City’s business, it must be saved and retained according to this policy.
• Text Messages:
This form of communication is discouraged for conducting official city business as
individual devices are not a proper records repository (trusted system), are not backed up,
and transfer of records from these devices to city records repositories or systems is not
efficient. Use should be limited to transitory communications that do not contain
decisions or actions pertaining to official City business. Elected City Officials,
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employees, contractors, or volunteers, including advisory body members, using this form
of communication to conduct City Business are responsible for the archiving of these
messages per the retention schedule and shall do so whenever utilized.
• Chat and Messaging Applications:
Elected City Officials, employees and contractors should only use chat and messaging
applications supported by the City I.T. department, such as Microsoft Teams, to conduct
official City business. Chat or Messaging Applications not distributed and supported by
the City I.T. Dept. shall not be used by staff to conduct City Business. Elected City
Officials, contractors, or volunteers, including advisory body members, using this form of
communication for official City business shall forward, or otherwise copy, the message to
a format to preserve as a City record per the retention schedule. This also applies to City
employees who inadvertently use an unsanctioned chat application.
• Social Media:
City Social Media accounts shall be registered with the City Attorney office for data
archiving. It shall be the responsibility of the Department staff to archive this data for any
un-registered accounts. Elected Officials are encouraged to register their City Business
related Social Media Accounts with the Attorney’s office for data archiving. Elected
Officials who choose not to register their accounts will be fully responsible for data
archiving and retrieval related to City business.
When a Public Records Act request is received by the City, elected City Officials,
employees, contractors, or volunteers, including advisory body members, who have
potentially responsive documents created in the above manners will be contacted by the City
Clerk’s Office for search and retrieval of those documents. As required by the Public
Records Act, a statement to the requestor that the City has or does not have potentially
responsive records must be made within ten calendar days of the request. The contacted
individuals who have not otherwise transferred responsive documents as outlined above, will
be responsible for retrieval and production of those records to the City Clerk. If the contacted
individual does not have any potentially responsive records, they shall acknowledge that is
the case in writing to the City Clerk. An affidavit may be required.
DIGITAL WORKFLOW
This policy recognizes that digital records may be considered as the original record, that full
digital workflows of City Records are the desired goal, and that partial digital workflows
(hybrid) should therefore be modified to full digital process as work procedures and technology
allows. Except for signatures on records related to real property, physical hard copy records that
are part of a digital workflow are considered to be transitory, with the digitization (converting
hard copy to electronic format) of the document or transfer of data from them into the digital
record being considered the active record. No File Conversion Memo is necessary but staff
“converting” the records must verify that all pages of the original were reproduced in all details.
Conversion
Conversion is the transformation of an existing original hard copy record into an original
electronic record via digitization, and the subsequent disposal of the outmoded hard copy record.
Government Code Section 34090.5 authorizes the conversion of hard copy materials and records
onto electronic media, as long as the below conditions are met. A File Conversion Memo must
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first be completed and approved by the Department Head, City Attorney, and City Clerk, prior to
conversion. (See Conversion Sample)
a. The record, paper, or document is photographed, microphotographed, reproduced by
electronically recorded video images, recorded in electronic data processing system, recorded
on optical disk, or any other medium that is a trusted system and that does not permit
additions, deletions, or changes to the original document; and
b. The device or method used to reproduce the record, paper, or document reproduces the
original in all details and does not permit additions, deletions, or changes to the original
document images; and
c. The reproductions are made accessible for public reference as the original records were; and
d. A true copy of archival quality of the film, optical disk, or any other medium reproductions
shall be kept in a safe and separate place for security purposes.
(Note: Item “b” requires that the “document reproduces the original in all details.” It is the
responsibility of staff requesting/performing the “conversion” to verify all converted document
pages conform to the requirement prior to the destruction of the physical copy.)
If the above conditions are met, subject to system verification by the City Clerk and City
Attorney, the public official having custody of the records (Department Head) may convert the
hard copy to a permissible electronic format and destroy the hard copy.
In accordance with the Secretary of State’s guidelines on “trustworthy electronic document or
records preservation” (Trusted System) the City Clerk, in consultation with the City Attorney,
has determined that documents scanned and electronically stored in JPEG, TIFF, or PDF-A
image format, retained in a document/library service such as Laserfiche or other I.T. approved
Trusted System listed in the Records Storage Table, may be destroyed after digital conversion.
MODIFICATION OF POLICY OR SCHEDULE
Per City Council Resolution R9174 (2001 Series) the City Clerk, in consultation with the City
Attorney, may update the Records Retention Schedule and/or policy as necessary. It shall be the
responsibility of each department records custodian to review the schedule annually for their
listed documents and alert the City Clerk concerning suggested additions, modifications, or
deletions. (See sample Retention Schedule modification memo.)
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DEFINITIONS
Active Record
Records referred to on a regular basis.
Archive
A repository for housing any format of records.
California Public Records Act (CPRA) and Freedom of Information Act (FOIA)
The CPRA (CA Govt. Code §7920 et seq.) was enacted in 1968 to:
1) safeguard the accountability of government to the public; and
2) promote maximum disclosure of the conduct of governmental operations; and
3) explicitly acknowledge the principle that secrecy is antithetical to a democratic system of
“government of the people, by the people and for the people.”
The FOIA (5 U.S.C. § 552), enacted in 1967, is a federal freedom of information law that allows
for the full or partial disclosure of previously unreleased information and documents controlled
by the United States government. The Act defines agency records subject to disclosure, outlines
mandatory disclosure procedures and grants exemptions to the statute.
City records disclosures are managed under the California Public Records Act (CPRA) which
mandates the rules regarding the disclosure of California public records.
Cloud Computing
The practice of storing regularly used computer data on multiple servers that can be accessed
through the Internet.
Conversion
See Digitization
Destroy or Destruction, Destroy Securely
To destroy (or destruction of) physical copies means disposing of by placing in the trash or
recycling. Electronic copies may be deleted and then written over later. To Destroy Securely
means to protect the security and confidentially of the records through final destruction. Physical
records may be shredded. Electronic records may be erased or otherwise modified to make the
records unreadable or undecipherable through any means.
Discovery
Part of the pre-trial litigation process during which each party requests relevant information and
documents from the other side in an attempt to “discover” pertinent facts. Generally, discovery
devices include depositions, interrogatories, requests for admissions, document production
requests and requests for inspection. (See Record Hold)
Digitization
Digitization is the process of “Converting” an original hard copy into a digital (electronic) record
by scanning or otherwise imaging the hard record into an electronic format.
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Disposition
The length of time a record is kept, which may be permanent.
Historical Record
The retention of records that have enduring value because they reflect significant historical
events or document the history and development of the City.
Inactive Record
Records no longer being referred to on a regular basis and being held until disposition is reached.
Metadata
Metadata is data about data. It is data that serves to provide context or additional information
about other data. For example, information about the title, subject, author, typeface,
enhancements, and size of the data file of a document constitute metadata about that document. It
may also describe the conditions under which the data stored in a database was acquired, its
accuracy, date, time, method of compilation and processing, etc.
Non-Record
Materials that are not retained in the normal course of business, such as records that contain no
information of significant or lasting value to City action. (Ex: Transmittal letters,
acknowledgements, rough notes, and calculations created and used in the preparation or analysis
of other documents; Copies; Blank Forms; Superseded manuals; Materials received from other
agencies, people, or business that require no action; Catalogs, trade journals and other
publications or papers received that are not part of an action of City record).
Public Record
Any writing (see below) containing information relating to the conduct of the City’s business
prepared, owned, used, or retained by the City, regardless of physical or digital form or
characteristics.
Records Custodian
A person(s) responsible for managing, overseeing, securing, retrieving, and certifying records.
Record Hold
A record hold to suspend operation of the applicable record retention schedule, specifically
record disposition, is initiated when the City receives notice of existing or anticipated litigation
in the form of a lawsuit, governmental claim, administrative claim, preservation of evidence
letter, demand letter or other correspondence or source. This may also be referred to as a
“litigation hold.”
Records Management
The systematic control of the creation, processing, use, protection, storage, and final disposition
of all public records pursuant to federal, state, and local laws and regulations.
Records Retention Schedule
The document identifying the length of time a particular type of record is maintained (its
“disposition.”)
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Transitory Record
Records whose value is comparatively short-lived and should be discarded when they have
fulfilled their purpose for which they were created. Examples:
1) copies of reproduced/printed material of general information;
2) originals/copies of documents kept solely as a follow-up reminder;
3) preliminary work materials used for preparation of reports, studies, working drafts, etc.;
4) duplicates/extra copies of records;
5) appointment logs/calendars, and
6) Received communications that do not contain decisions or actions pertaining to official
City business (ex. Spam mail/e-mail, non-City generated newsletters, periodical
subscriptions)
Important Note: The California Public Records Act does not require disclosure of drafts, notes,
or interagency or intra-agency memoranda that are not retained by a public agency in the
ordinary course of business. However, because transitory records saved past their utility are
considered to be Active Records and are subject to a two-year minimum retention, records
custodians should be diligent and consistent in timely discarding of drafts or other transitory
records upon expiration of their utility to minimize the need for redactions when responding to
subsequent CPRA requests
Trusted System (or “Trustworthy Digital Repository”)
A trusted system for electronic file storage accepts responsibility for the long-term maintenance
of digital records for current and future users; has an organization system that supports the long-
term sustainability of the repository and its contents; designs and implements its systems in such
a way as to ensure on-going access to and security of digital records in its custody; establishes
credible methodologies for system evaluation that meet community expectations of
trustworthiness; and supports polices, practices and actions that can be measured and audited.
Vital Record
Records contain information essential for the resumption of operation after a disaster or the
reestablishment of the legal and financial status of the organization.
Writing
“Writing” means any handwriting, typewriting, printing, photostating, photographing,
photocopying, transmitting by electronic mail or facsimile, and every other means of recording
upon any tangible thing any form of communication or representation, including letters, words,
pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless
of the manner in which the record has been stored. It therefore includes email, text messages,
social media, “Teams chat” and website pages.
City of San Luis Obispo Records Retention Policy and Schedule Page 15
CODE FILE GLOSSARY
Records Retention Codes Authorizing Code Citations Storage Format Codes
A/E After expiration CCP Code of Civil Procedure D Digital / Electronically
(including database and Cloud
systems)
AU Audit CCR Code of California
Regulations
CY Current Year CFR Code of Federal
Regulations
H “Hard” physical paper copy
CL Closed/Completed EC Election Code MF Microfilm/fiche
E After Election GC California Government
Code
P Permanent PC Penal Code
S Superseded SLOMC San Luis Obispo
Municipal Code
T Termination USC United States Code
City of San Luis Obispo Records Retention Policy and Schedule Page 16
SAMPLES:
(Note: Word versions of these templates are available on the City Clerk Sharepoint site.)
SAMPLE 1 – Records Destruction Template
DATE XX/XX/XX
TO: (Insert Department Head Name/Title)
City Attorney
City Clerk
FROM: (insert Dept. Name here) Records Custodian, (insert your name and title here)
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001, the City Council adopted a Records Retention Policy for preservation,
protection, and legal disposition of the City’s Records (Resolution No. 9174, 2001 Series), along
with a Records Retention policy and schedule update process. In accordance with the currently
published policy and schedule, certain records have been identified as eligible for destruction
(Attachment A). Also attached are the relevant sections from the currently published records
retention schedule (Attachment B). The method of destruction disposal will be via recycling or
secure destruction.
(Attachment A instructions – delete this paragraph and replace the below example prior to routing memo: Keep in
mind that this memo is a permanent record and therefore serves as proof of handling of the destroyed records.
Therefore, vague record identification should be avoided. The record description should include the Department or
Category as listed in the Retention Schedule, date or date range (origin date or termination date may apply
depending on retention requirement), number of records if applicable, type of record(s) and/or specific record
details or notes if applicable or needed for identification (see “Sample 2, Records Destruction List:). Routing
Instructions: Routing should be done via Docusign. To ensure that your listing is clear, the Legal Analyst should be
first, followed by your Dept. Director, the City Attorney, and the City Clerk. Your signature/date are last (match
“From” name above. By including the Clerk, they also get a copy of the final document as they are responsible for
retention of the final memo.
Please sign below indicating your approval for the destruction of the attached listing of records.
(Legal Analyst Review _________)
Department Head City Attorney City Clerk
CERTIFICATE OF DESTRUCTION
I, _____________________do hereby certify that the records listed on the attached were
properly disposed of on ____________.
Attachments:
A. List of records to be destroyed
B. Relevant sections of the records retention schedule
Signature of Record Custodian
Destruction Date
Initials
City of San Luis Obispo Records Retention Policy and Schedule Page 17
SAMPLE 2 – Records Destruction List
Attachment A (Records Destruction List)
DEPT/DIV and Category
ID#
Current in
YEAR
Destroy OK
DATE
DESCRIPTION / Notes
General Administration,
Office General Mgt, 101
2004 2006 General Info and Staff Meeting Notes: Housing Mandates
Workshop – League of CA Cities Notes
City Mgt, Commissions,
Committees Boards, 302
3/2022 2024 Recruitment Files, Correspondence, Maddy Act Notices,
Notices of unscheduled vacancies
Term
Complete
3/2019
2024 Membership File – Oaths of Office: Administrative Review
Board – T. Rex, J. Doe; Bicycle Advisory Committee – B.
Flat; Planning Commission – A. Mazing, T. Jones.
Legislative & Legal,
Statements of Economic
Interest, 707
2016 2024 B. Simpson, A. Powers, L. Knope, J. Sparrow
City of San Luis Obispo Records Retention Policy and Schedule Page 18
SAMPLE 3 – Conversion to Electronic Records Template
DATE XX/XX/XX
TO: (Insert Department Head Name/Title)
City Clerk
City Attorney
FROM: (insert Dept. Name here) Records Custodian, (insert your name and title here)
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 and will be maintained with a
trusted system as described in the Secretary of State Guidelines for Trustworthy Electronic
Document or Records Preservation Standards.
(Conversion list instruction – short listings may be provided via a table on the memo, otherwise provide as an
attachment – delete this paragraph and replace the example prior to routing memo: Keep in mind that this memo is
a permanent record and therefore serves as proof of handling for conversion of records. Vague record identification
should be avoided. The record description should include the Department or Category as listed in the Retention
Schedule, the Record Title, date or date range (origin date or termination date may apply depending on retention
requirement), the designated retention period and/or specific record details or notes if applicable or needed for
identification (see sample table below). Routing Instructions: Routing should be done via Docusign. To ensure that
your listing is clear, the Legal Analyst should be first, followed by your Dept. Director, the City Attorney, and the
City Clerk. Your signature/date are last and should match “From” name above. By including the Clerk, they also
get a copy of the final document as they are responsible for retention of the final memo.)
Record Titles to be eligible for electronic retention:
Please sign below indicating your approval for the conversion of the listed records.
(Legal Analyst Review _________)
Department Head City Attorney City Clerk
CERTIFICATE OF CONVERSION
I, _____________________do hereby attest that the digital copies of the records listed for
conversion have been verified as complete, accurate, and legible reproductions of the original(s)
in all details. _____________
Record Category ID# Record Title Record Origin Year Retention/Notes
1200 Pretreatment
Annual Reports
2025 CL+3
Industrial
Waste Closed
Permit Files
Pre 2023 “P” Pre-2023 files held to date have
been physical hard copies. Post 2024
files are already retained digitally.
Signature of Record Custodian
Initials
Date
City of San Luis Obispo Records Retention Policy and Schedule Page 19
SAMPLE 4 – Modification to Retention Schedule Template
DATE XX/XX/XX
TO: City Clerk
City Attorney
FROM: (insert Dept. Name here) Records Custodian, (insert your name and title here)
SUBJECT: MODIFICATION TO RECORDS RETENTION SCHEDULE REQUEST
In accordance with federal, state, and local regulations the following records titles should be
(added to, modified in, eliminated from) the City’s Records Retention Schedule.
Record Series Record Title Retention
Period
Dept.
Responsible
Code Section/
Remarks
100 Action Update 2 Administration GC34090
Justification for Modification:
(Modification instruction – Keep in mind that this memo is a permanent record and therefore serves as proof of
action - delete this paragraph and replace the example prior to routing the memo. Prior to requesting additions be
sure that there isn’t already a record type listed that applies. The Records titles in the Retention Schedule are meant
to be broad whenever possible to avoid listing every iteration of a record type that all have the same code
requirements for retention. Beyond supplying the information in the sample table above, provide a brief description
“Justification” for the change and note pertinent code(s) supporting the recommendation. Routing Instructions:
Routing should be done via Docusign. To ensure that your listing is clear, the Legal Analyst should be first, followed
by your Dept. Director, the City Attorney, and then the City Clerk.
The Clerk’s office is responsible for modifying the posted and retained Records Retention Policy.)
APPROVAL
Please sign below indicating your approval for the addition of the above listed records titles.
(Legal Analyst Review _________)
Department Head City Attorney City Clerk
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 1 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
COPIES or DUPLICATES of documents for which a department is not the office
of record
Duplicates and copies distributed to various departments for informational
purposes may be destroyed by the departments when they are no longer
useful for reference. No "Request for Records Destruction" form is required.
ELECTRONIC DOCUMENTS
Electronic copies of paper records should be kept no longer than the retention
period specified in this schedule. If records are also in a paper format, both
must be destroyed at the same time.
Agenda Report working files
Files created specifically as working or draft copies of eventual Council
Agenda Reports should be considered as draft or copies with the CAR
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
City Manager (CM) Reports CY+5 Various
GC34090 (Code requires 2 year retention, City procedure is to keep for 5
years)
City-Generated Informational Brochures, Publications, Newsletters CY+2 Various GC34090 May consider keeping one for historical purposes
Policies and Procedures S+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
not associated with a specific record series already in the group.)
CY+2 Various GC34090
In-House Employee Committees CY+2 Various GC34090
Safety Data Sheets (SDS) / Material Safety Data Sheets (MSDS) CY+30 Various GC34040 / 8CCR3204(d)(1)(B)(2 and 3) / 29CFR1910.1020(d)(1)(ii)(B)
Training / Safety Training Materials CL+4 Various CCP 343
Professional Associations (City Records)CY+2 Various GC34090
102 OFFICE REFERENCE Category eliminated 2025 update
103 FORMS MANAGEMENT Category eliminated 2025 update
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
Review GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 2 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Flood Elevation Certificates / Flood Maps P Planning GC34090
Final Tracts and Minor Subdivisions (includes subdivision improvement agrees;
development agrees; in-lieu agrees)P Planning GC34090
Home Occupation Permits P Planning GC34090
Inspection Cards P Building GC34090
Notices of Address Change P Planning GC34090
Notices of Determination P Planning GC34090
Notices of Exemption P Planning GC34090
Project Files: Administrative Use Permit; Planning Commission Use Permit;
Planned Development; Certificate of Compliance; Architectural Review;
Architectural Review Minor and Incidental; Environmental Review; General Plan;
Specific Plan; Text Amendment; Rezone; City Initiated Rezone; Annexation;
Variance; Lot Line Adjustment; Street Name Change; Other
P Planning GC34090
Recorded Agreements: Residents/Covenants, Affordability, First-Time Home-
Buyer, etc. P Planning, Clerk
GC34090 (Filed under 704-06 in City Clerk's office, CDD in Housing
Agreement section by property address.)
Tentative Tracts and Minor Subdivisions P Planning GC34090
Unreinforced Masonry Files (structural analysis) P Building GC34090
202 Community Facilities Districts Category added 2025 update
Avila Ranch P Planning / Clerk GC34090(a)
San Luis Ranch P Planning / Clerk GC34090(a)
300 CITY MANAGEMENT
301 COUNCIL FILES
Agenda Packets (Includes but not limited to: C.A.Rs., Staff C.A.R. Addendums -
a.k.a. Staff Agenda Correspondence, Draft Minutes, Liaison Reports, Appeals
Heard by Council, Council Policies & Procedures, City Council Sub-committee
Assignments, Petitions submitted to Council at or as part of a Council meeting,
Ceremonial Items, Advisory Body Handbook & Bylaws, Downtown Parking
Studies, Residential Parking Districts)
P Clerk
"P" retention established via original adopted City Retention schedule 2001 as
the Council Agenda Reports & attached documents provide important context
to Council Actions. (The agenda and many documents that are part of the
packet would separately have a lesser retention, per the Secretary of State's
2006 Local Govt Records Management Guidelines which states agenda
retention is CL+2 and cites GC34090. )
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 3 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Appeals to Council, not Heard by Council CL+2 Various GC34090
Council "Memos"CY+2 Various GC34090
Audio Video recordings of Council and Planning Commission Meetings CY+10 Clerk
City of SLO Resolution 9174 (2001) set retention to 2-years, repealing 5304
(1984) which set it as Permanent in conjunction with the adoption of Action
Minutes. Set to 10 years in 2024 as practice for digital files as storage of
digital cloud records is less space and cost intensive than the physical tapes
referenced in R9174 and the Clerk has determined that we have had public
and staff need in this time frame. (GC 54953.5 allows these to be deleted
after 30 days. It specifically addresses audio or video recordings of open and
public meetings, prevailing over GC 34090/34090.7)
FPPC Agency Report of Public Official Appointments - Form 806 CY+7 Clerk
GC 81009 and FPPC Regs 18944, 18944.1 (2017 consult with FPPC
informed us that 7 years electronic, 2 years for physical copy)
Municipal Advocate Forms T+7 Clerk
T+7 set in 2025 by City process as it aligns with COI filing which is the intent
of this form, to inform the public of financial interest. Note that the City Muni
Code which established the need for this record doesn't specify the retention.
MC 2.64.050, Ord 1271 (1994)
Council Correspondence (non-Agenda) CY+2 Clerk, IT GC34090
Minutes P Clerk GC34090(e)
Oaths of Office - City Council T+6 Clerk
GC34090, Secretary of State's 2006 Local Govt Records Management
Guidelines states references 29 USC 1113 and says this is T+6 yrs based on
the SOL for breach of fiduciary responsibility
Petitions to Council (not at a Council meeting) - non-election related. CY+2 Clerk
GC34090 (If submitted at a Council meeting, retain permanently with agenda
packet.)
Ceremonial Items Presented at Council Meeting - not part of Agenda Packet (ex.
Proclamations, Awards, Certificates of Appreciation)CY+2 Clerk
GC34090 (If part of the Agenda Packet then retain Permanently with the
Agenda Packet)
Proposition 218 Protest letters CY+3 Clerk GC53753(e)(2) = 2 years, CCP 338(a) = 3 for statute of limitation
Public Comment and Speaker Slips CY+2 Clerk GC34090
Resolutions and Ordinances P Clerk GC34090(e)
302 COMMISSIONS, COMMITTEES, BOARDS
Agenda/Agenda Packets (Includes but not limited to: Staff Reports, Staff Agenda
Report Addendums - a.k.a. Staff Agenda Correspondence, Draft Minutes,
Appeals Heard by the Adv. Body)
P Clerk GC34090 (City practice is to follow same retention as City Council)
Appeals to an Advisory Body, not Heard by the body CL+2 Various GC34090
Audio/Video Meeting Recordings CY+10 Various
City process is to handle the same as City Council (See Council Files 301
section)
Membership File: (Appointed AB members applications, oaths, correspondence,
Roster, etc.) T + 6 Clerk
GC34090 - Secretary of State's 2006 Local Govt Records Management
Guidelines states oaths at retention is T+6 and cites GC34090 and 29 USC
1113
Applications (not appointed) CY+2 Clerk GC34090
Minutes (Doesn't apply to ad-hoc bodies) P Clerk GC34090(e)
Recruitment File: Includes correspondence, Maddy Act notices, misc. ads, and
information CY+2 Clerk GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 4 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Resolutions P Various GC34090(e)
304 CITY ADVISORY BODIES
Advisory Body Training S+2 Clerk GC34090
Annual Advisory Body Recognition S+2 Clerk GC34090
Miscellaneous/Ad Hoc Advisory Bodies T+5 Clerk GC34090
Quarterly Advisory Body Chair Meetings with Mayor S+2 Clerk GC34090
400 FINANCIAL AND FISCAL
401 ACCOUNTS PAYABLE
Accounts Payable Reports AU+5 Finance
City practice is AU+5 for consistency in record keeping of overall accounts
payable files. (Secretary of State's 2006 Local Govt Records Management
Guidelines states retention is AU+4 and cites GC34090)
Accounts Payable Supporting Docs (voucher, invoice, PO) AU+5 Finance
City practice is AU+5 for consistency in record keeping of overall accounts
payable files. (Secretary of State's 2006 Local Govt Records Management
Guidelines states retention is AU+4 and cites GC34090)
Bank Statements AU+5 Finance
City practice is AU+5 for consistency in record keeping of overall accounts
payable files. (Secretary of State's 2006 Local Govt Records Management
Guidelines states retention is AU+2 and cites FC 3368, 30210; GC 43900 et
seq. )
Tax Reports (1099 Tax Info/Returns) AU+5 Finance
City practice is AU+5 for consistency in record keeping of overall accounts
payable files. (26CFR31.6001-1(e)(2): records for at least four years after the
due date of such tax for the return period to which the records relate, or the
date such tax is paid, whichever is the later. R&T 19350 sets this as AU+3)
402 ACCOUNTS RECEIVABLE
Business Tax Customer Files & Certificates AU+4 Finance GC34090(c) / SLOMC3.01.501(B)
Cash Receipts AU+4 Finance GC34090
Cost Recovery (Injury/Damage to City Staff or Property) AU+4 Finance, City Attorney GC34090
Credit Bureau Adjustments AU+4 Finance
GC34090 City practice is AU+4 for consistency in record keeping of overall
accounts receivable files. (federal regs require "debt collectors" to retain
records for three years)
Invoices to Others AU+4 Finance GC34090
Refunds AU+4 Finance GC34090
Revenue Backup AU+4 Finance
GC34090 City practice is AU+4 for consistency in record keeping of overall
accounts receivable files. SLOMC3.16.190 = 1 year / SLOMC3.04.110 = 3
years
Transient Occupancy Tax AU+4 Finance GC34090
403 MISCELLANEOUS
Budget Amendment Request (BAR) AU+4 Finance
GC34090 - City practice is AU+4 for consistency in record keeping. (Disc -
Cited code is CY+2)
Journal Entries AU+5 Finance GC34090
406 PAYROLL
Payroll Charges AU+4 Finance
City practice is AU+4 for consistency in record keeping. (Secretary of State's
2006 Local Govt Records Management Guidelines states retention for payroll
adjustments is AU+4 and cites 29 CFR
516.5 – 516.6, but those state a 3 yr and 2 yr retention respectively)
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 5 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Payroll Reports AU+10 Finance GC34090; Labor Code 1174
Tax Reports AU+11 Finance City practice is AU + 11 (GC34090 - AU+4 required)
Time Sheets AU+4 Finance GC34090
408 GRANTS
Community Development Block Grants (CDBG) T+5 Planning
7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h),
92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR
31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 /
GC34090
Federal Grants, including FEMA / Other Emergencies (Applicants, reports,
contracts, supporting documents)CL+5 Various
7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h),
92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR
31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 /
GC34090
Human Services Grants: Administered by the Human Relations Commission
(Applicants, reports, contracts, supporting documents)CL+5 Administration
7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h),
92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR
31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 /
GC34090
Diversity Equity Inclusion (DEI) Grants: Administered by the Human Relations
Commission (Applicants, reports, contracts, supporting documents)CL+5 Administration
7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h),
92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR
31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 /
GC34090
Grants-in-aid (GIA): Administered by Promotional Coordinating Committee
(Applicants, reports, contracts, supporting documents)CL+5 Administration
7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h),
92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR
31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 /
GC34090
State Grants (Applicants, reports, contracts, supporting documents) CL+5 Various
7 CFR 3016.42 / 21 CFR 1403.36 & 1403.42(b) / 24 CFR 85.42 / 91.105(h),
92.505, 570.490, & 570.502(a&b) / 28 CFR 66.42 / 29 CFR 97.42; 40 CFR
31.42 / 44 CFR 13.42 / 45 CFR 92.42 /OMB Circular A-110 & A-133 /
GC34090
411 UTILITY BILLING
Credit Bureau Assignments AU+4 Utilities GC34090
Meter Reads AU+4 Utilities City practice = AU+4 for consistent record keeping (GC34090 = 2)
Payment Stubs AU+2 Utilities GC34090
Refunds AU+4 Utilities City practice = AU+4 for consistent record keeping (GC34090 = 2)
Service Requests AU+4 Utilities City practice = AU+4 for consistent record keeping (GC34090 = 2)
Utility Billing Adjustment Committee Cases AU+4 Utilities City practice = AU+4 for consistent record keeping (GC34090 = 2)
Utility Billing Register AU+4 Utilities City practice = AU+4 for consistent record keeping (GC34090 = 2)
412 FINANCIAL REPORTS
Audited Financial Statements P Finance GC34090
Bonds Payable and Other Long-Term Indebtedness T+10 Finance GC34090 / CCP337.5 / CCP336
Budget Document (Financial Plan) P Finance GC34090
Fixed Asset Subsidiary Ledger (includes inventory) AU+5 Finance GC34090
Other Financial Reports AU+4 Finance GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 6 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
State Controller Reports, Local Government Compensation Reports AU+5 Finance GC34090; GC 12463
Surplus Property List AU+4 Finance GC34090
500 HUMAN RESOURCES
Accident / Injury Reports -- Event Participants CY+2 HR GC34090
Recruitment Exam Plans (requisition, posting, applicant lists, eligibility lists,
questions, etc.)CL+ 6 HR GC12946 / GC34090 / 2 CCR (3)(c) / 2 CCR 11013
Employee Files / Personnel Files (Non-Medical: includes but not limited to -
Discrimination Complaint, Employee Discipline, Tuition Reimbursement) T+6 HR
29CFR1627.3 / SLOMC11.04.010(H) / 29CFR1602.31 / 8 CCR3204(d)(1),/
GC12946 / GC34090 / 29USC1113
Employee Files / Personnel Files (Medical & Workers' Compensation
Correspondence, including but not limited to FD records on Hazardous Smoke
Exposure, COVID exposure, Communicable Disease Exposure)
T+30 HR
8CCR3204(d)(1) / 29CFR1627.3 / SLOMC11.04.010(H) / 29CFR1602.31 /
GC12946 / GC34090 / 29USC1113 / 8CCR3204(d)(1)(B)(2 and 3) /
29CFR1910.1020(d)(1)(ii)(B)
Employment Eligibility Verification - Immigration/Naturalization Service (I9 Form) T+4 HR
GC34090 / INA 274A(b)(3 / INS Rule 274a.1(b)(2) / 29 CFR 1627.3(b)(i) /
GC12946 / SB 807
Equal Employment Opportunity Reports (EEO-4) CY+3 HR GC34090 / 29 CFR 1602.30 / 29 CFR 1602.32
Insurance/Benefits (COBRA, EDD, TRIP, Bilingual) AU+4 HR 29CFR1627.3(b)(2) / GC34090
Labor Negotiations CL+5 HR GC34090(c)
OSHA Logs CY+5 HR GC34090 / 8CCR14300.33(a) / 29CFR1904.33 / 29CFR1904.44
Risk Management Reports (including DOT Drug Testing) CL+5 HR GC34090
Safety (tailgates, checklists, newsletters) CY+5 HR GC34090 / 8CCR3203
Volunteer Forms T+5 HR
29CFR1627.3 / SLOMC11.04.010(H) / 29CFR1602.31 / 8 CCR3204(d)(1),/
GC12946 / GC34090
Memoranda of Understanding P HR GC34090
600 PURCHASING & CONTRACTING
601 PURCHASING
Bids, RFPs (unsuccessful) CL+2 Various GC34090 / SLOMC3.24.170
Bids, RFPs, RFQs (successful) AE+5 Dept of Origin GC34090 / CCP337 / SLOMC3.24.170
700 LEGISLATIVE AND LEGAL
701 LEGISLATIVE
Affidavits of Publication CY+2 Various GC34090
Closed Session Memorandums P City Attorney's Office
Affidavits of Posting CY+2 Various GC34090
Charters-Listed Numerically with Amendments P Clerk GC34090(e)
Grand Jury CY+2 Various GC34090
Legal Notices, Legal ads, and Display Ads CY+2 Various GC34090
Municipal Code P Clerk GC34090(e)
Notices of Adjournment CY+2 Various GC34090
Subpoenas and documents produced for them CL+2 City Attorney's Office GC34090
702 ELECTION
Vote-by-Mail Voter applications (copies of) E+6 mos. Clerk EC17505(b) Confidential (only kept by City if we run our own election)
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 7 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Application to view: voter registration info, VBM voter lists E+5 Clerk EC2188 (only kept by City if we run our own election)
Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets,
logic/accuracy tests, other ballot-related docs E+6 mos. Clerk
EC17302; EC17306 (if no legal action) Confidential (only kept by City if we
run our own election)
Campaign Disclosure Statements
Successful Candidates P Clerk GC81009(b)
Unsuccessful Candidates
E+5 (physical
filing) or E+10
(digital filing)
Clerk GC81009(b) - physical filing, GC 84615 - digital filing
Other Committees
T+7 (physical
filing) or E+10
(digital filing)
Clerk GC81009(c) - physical filing, GC 84615 - digital filing
Those required to file copies (not originals) with the City Clerk T+4 Clerk GC81009(f)
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
Clerk EC17200/EC17400 Confidential
Municipal Election File/Sample Ballots P Clerk GC34090
Nomination Papers:
Successful Candidates T+4 Clerk EC17100
Unsuccessful Candidates E+4 Clerk EC17100
Precinct Board Appointments - appointment of precinct officials 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) (only kept by City if we run our own election)
703 CITY ATTORNEY
Civil Litigation (includes writs filed after appeals of Administrative Citations) CL+10 City Attorney GC34090 / CCP337 (sets this as 4 yr. retention)
Civil Litigation regarding Property (including settlement and releases) P City Attorney GC34090 / CCP337
Criminal Complaints filed CL+5 City Attorney GC34090; GC 68152
Criminal Case Motions (to which City is not party) CY+2 City Attorney GC34090
Legal Services Invoices AU+5 City Attorney
Petitions for Dismissal CY+2 City Attorney GC34090
Risk Management Claims Against The City CL+5 City Attorney GC34090 / CCP337
Unfiled Criminal Citations CL+2 City Attorney GC34090
704 GENERAL LEGAL
Agreements/Contracts - including Insurance Certificates for
Agreements/Contracts (except construction contacts). Type of
agreements/contracts could be: consultants, purchase agreements, and others
not shown elsewhere in the retention schedule
CY+5AE Various CCP337 / GC34090
Claims/Subpoena Logs CY+2 Clerk GC34090
Donor and Donation Agreements P Clerk GC34090
Ethics Training Certificates CL+5 Clerk GC34090 / GC53235.2(b)
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 8 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Housing Agreements (Includes recorded and other related agreements) P Clerk, CDD 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 / CCP337
Liens P Clerk GC34090(a)
Public Art Agreements P Clerk, Finance GC34090
Recorded Documents (Abandonments, Deeds, Easements, Reconveyances) P Clerk, CDD GC34090
Williamson Act Contracts P Clerk, CDD 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
statements, see section 702)CY+7 Clerk GC 81009, 84615, 18944, 18944.1
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
710 General Appeals
Administrative Citation Appeals - filing only CY+2 Clerk 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 (see Federal Acquisition Regulation 4.703)
Engineering Standards P 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
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
bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw),
warranty, as-built plans, bids/plans/specs
P Public Works GC34090 / CCP337
802 STREET ADDRESS FILES File category eliminated 2025 as all files listed here are copies.
803 MASS TRANSPORTATION
Local-SLO Municipal Bus System - Studies CY+10 Public Works GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 9 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Americans with Disabilities Act (Title 6 policy and ADA complaints and requests
for accommodations)CY+4 Public Works
GC34090 - general (Atty office recommendation = CY+4 - Unruh Civil Rights
Act claims are subject to Government Claims Act (claim must be made within
1 year), Title VI (federal) claims are generally subject to the state's personal
injury SOL (two years from date plaintiff becomes aware or reasonably should
have become aware of the injury and its cause))
Taxicabs, Transportation Network Companies CY+5 Public Works GC34090
Unmet Transit Needs (SLOCOG report on future development of FTIP) CY+10 Public Works GC34090
Federal Transit Grants A/E + 3 Public Works CFR 49, After Federal Transit Administration Triennial Review.
State Transit Grants per contract Public Works GC34090
804 PARKING
Parking Appeals CY+5 Public Works GC34090
Parking Citations CY+5 Public Works GC34090
Parking Policies S+5 Public Works GC34090
Parking Structure Video Monitoring CY+1 Public Works GC34090.6(a)
806 DISTRICTS
Benefit Districts CL+10 Public Works/Clerk
GC34090 Note: original documentation in City Clerk's Office (2024 review -
these districts are no longer created therefore record type may be removed
after all files are destroyed.)
Underground Utilities T+10 Public Works GC34090 (2024 - these districts are no longer being created)
807 SURVEYING
General Information (survey notes, vertical benchmarks, horizontal datum
calibration, etc., does not include project application materials submitted prior to
approval ) (County holds permanent record for real property)
CY+2 Public Works GC34090
808 MAPPING
Aerial Photos (pre-1990 physical pictures) (otherwise see 901 Data Backups,
GIS related files)P IT GC34090 (determined to be of historic value)
809 FACILITIES MAINTENANCE
Corporation Yard CY+2 Public Works GC34090
Government Building Maintenance CY+2 Public Works GC34090
Library Maintenance CY+2 Public Works GC34090
Parking Facilities CY+2 Public Works GC34090
Recreation Facilities Maintenance CY+2 Public Works GC34090
Swimming Pool Maintenance CY+2 Public Works GC34090
810 STORM DRAINAGE/FLOOD CONTROL
Creek Policies S+2 Public Works, Utilities,
Administration GC34090
Drainage Complaints CY+2 Public Works GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 10 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Drainage Maps CY+5 Public Works GC34090
Flood Management CY+2 Public Works GC34090
Flood Studies/Detention Dams P Public Works GC34090
Water Way Program CY+10 Public Works GC34090
Storm Water Management Plan (NDPES) S+5 Public Works, Utilities GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44
Storm Water Monitoring (NPDES) S+5 Public Works, Utilities GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44
812 TRAFFIC OPERATIONS (STREETS, HIGHWAYS, BRIDGES)
Abandonments P Public Works GC34090(a)
Bicycle Lanes/Paths P Public Works GC34090
Bridges and Creeks P Public Works GC34090
Pavement Management Plan CL+5 Public Works GC34090
School Related CL+5 Public Works GC34090
Street Signs & Pavement Markings CL+5 Public Works GC34090
Street Widening P Public Works GC34090
Traffic Patterns CL+5 Public Works GC34090
Traffic Regulations CL+3 Public Works GC34090
Traffic Safety CL+5 Public Works GC34090
Traffic Signals & Street Lights CL+5 Public Works GC34090
Traffic Studies CL+10 Public Works GC34090
813 FLEET MAINTENANCE
General Fleet Maintenance Records A/E+2 Public Works GC34090
900 INFORMATION TECHNOLOGY SYSTEMS
901 GENERAL COMPUTER INFORMATION
Backups (Includes GIS files) S+2 Information Technology GC34090.7
email Communications - general CY+2 Information Technology GC34090, AB1184-2019
Hardware S+2 Information Technology GC34090
Software S+2 Information Technology GC34090
Training Programs CL+2 Information Technology GC34090
Video monitoring files CY+1 Information Technology GC34090.6(a)
1000 REAL ESTATE
1001 CITY OWNED PROPERTY
Appraisals (properties not purchased/sold) CL+2 Various GC34090
Recorded Documents pertaining to City Owned: Buildings, excess right of way,
land, parks (non-City owned Deeds/Easements are filed under 704)PClerk
GC34090(a) Notes:
- Recorded Documents for non-City owned property are filed 704 (General
Legal) and are kept by Various Depts.
- Sale/auction of City owned "Real Property" - land/buildings - are part of the
permanent record under section 301, "Council Files" (Council Agenda
Reports, Resolutions, Minutes).
1100 PARKS & RECREATION & CULTURE
1101 PARKS AND RECREATION
Banner Applications and Permits CY+2 P&R GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 11 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Checklists, Logs & General Reports (ex. Daily and Weekly Facility, AED
checklists, Closure Incident reports, Facility cleaning logs)CY+2 P&R GC34090
Contract Instructors Contracts CY+5 P&R GC34090 / CCP337
Contract, Sports, and Classes Waivers, Rosters (all = minors & adults) CY+2 P&R GC34090
Children Services billing/Facilities/Pool CY+2 P&R GC34090
Facility Rental Information CY+2 P&R GC34090
Golf cart liability release forms CY+2 P&R GC34090
Golf Course Maintenance CY+2 P&R GC34090
Homeless Camp postings CY+5 P&R Penal Code 602 et al.
Lifeguard Certifications and Lifeguard Course Records T+4 P&R GC 12946
Pesticide Certification records (use, purchase, training) CY+2 P&R GC34090 / 3CCR6623 / 40CFR171.11
Pesticide Certification records (MSDS / SDS) CY+30 P&R OSHA standard 1910.1200(g); 29 CFR 1910.1020
Playground Audits CY+5 Public Works GC34090
Scholarships CY+2 P&R GC34090
Special Event Permits CY+2 P&R GC34090
1200 UTILITIES/PUBLIC SERVICES
Conservation - Administrative Citations CY+2 Utilities GC34090
Franchise - San Luis Garbage P Clerk GC34090 / CCP337
Franchise - Cable TV Systems CL+5 Clerk GC34090 / CCP337 (State has jurisdiction now)
Franchise - Pacific Gas & Electric P Admin GC34090 / CCP337
Franchise - The Gas Co. (aka Southern California Gas Co.) P Admin GC34090 / CCP337
Franchise - Tosco and Union Oil Co. P Attorney GC34090 / CCP337
Industrial Waste Closed Permit files P Utilities GC34090
Laboratory documentation and reports (water board filing required docs) s Utilities 22 CCR 64470
Master Plans S+10 Utilities GC34090
Nacimiento Water Supply P Utilities GC34090
NPDES Permit S+3 Utilities 40 CFR 122.41
Pretreatment Annual Reports CL+3 Utilities GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44
Recycling and Demolition Plans CL+3 Utilities GC34090
Salinas Dam & Reservoir - Original Agreements P City Clerk GC34090 / CCP337
Salinas Dam & Reservoir - Documents other than Original Agreements P Utilities GC34090
SWRCB Grant & Loan documentation CL+30 Utilities GC34090 City Practice is CL+30 (refer to individual grant/loan requirements)
SWRCB Rights & Permits P Utilities GC34090
SWRCB--Water Rights/Permits P Utilities GC34090
Utilities brochures, pamphlets, public information P Utilities GC34090 City practice for Historical importance = P
Utilities Sewer Lateral Rebate applications CY+3 Utilities GC34090 City Practice is CY+3 (Secretary of State's 2006 Local Govt
Records Management Guidelines states this is CY+2)
Water & Wastewater Management Plans S+2 Utilities GC34090
Water & Wastewater Studies CL+10 Utilities GC34090; 22 CCR 64470
Water Quality Reports P Utilities
GC34090 / 40CFR141.33(a) and 22CCR64470 sets five year and ten year
retentions dependent on report type - City practice = P for historical purposes
Water Reuse - SWRCB & NMFS reporting P Utilities GC34090 - City practice = P for historical purposes
Water Treatment Plant - State Water Resources Control Board - Department of
Drinking Water Reports (Formerly: Dept of Public Health reports)CY+10 Utilities 22 CCR 64470
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 12 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Water Treatment Plant - DDW Reports SWRCBDDW (Formerly EPA reports) CY+10 Utilities 22 CCR 64470
Wells & Groundwater information P Utilities GC34090
Whale Rock Financial Plans and Statements P Utilities GC34090
Whale Rock/Minutes P Utilities GC34090
WRRF Annual Discharge Monitoring Reports CY+10 Utilities 22 CCR 64470
WRRF Monthly Discharge Monitoring Reports CY+3 Utilities GC34090 / 40CFR122.21 / 40CFR122.41 / 40CFR122.44
1300 POLICE
Note: See Police procedures for more specific information regarding retention
of electronic vs. paper records.
Administrative Accident Review CL+2 Police GC34090
Administrative/Internal Investigations - no sustained findings CL+5 Police GC34090 / GC12946 = 4 yr. / EVC1045(b)(1)/PC 837.2
Administrative/Internal Investigations - sustained findings CL+15 Police GC34090 / GC12946 = 4 yr. / EVC1045(b)(1)/PC 837.2
All Arrest Reports with the exception of Public Intoxication Arrest (see separate
entry below)
P (unless
destruction
mandated)
Police
GC34090 Electronic records only with the exception of mandated destruction
pursuant to sections: PC 851.7 (arrests as a minor), 851.8 (arrest and no
accusatory pleading), H&S 11361.5(b) (cannabis-related offenses), W&I
781(a), 826(a), 826(b).
Arson Registrant - Adult P Police PC 457.1(b)(2) / GC34090
Arson Registrant - Juvenile
Age 25 or
Sealed+5; or
upon judicial
Police PC 457.1(b)(3) / GC34090 / PC 781(a) (destruction upon petition to seal
juvenile adjudications/registration)
Background Investigations CL+4 Police GC34090 / 29CFR1672.3(b)(i) / 29CFR1602.14 / GC12946 = 4 yrs
Background Investigations - Not Hired CL+2 Police GC34090 / 29CFR1672.3(b)(i) / 29CFR1602.14 / GC12946
Child Abuse, Neglect, Molest P Police PC 799 / GC34090
Citations - Administrative and Infraction CY+2 Police GC34090
Citizen Complaints (not sustained) CL+5 Police GC34090 / GC12946 / EVC1045(b)(1); PC 832.5
Citizen Complaints (sustained) CL+15 Police PC 832.5
Collision Reports (non-fatal) CY+5 Police GC34090 - with the exception of fatality reports
Collision Reports (fatal) P Police GC34090
Concealed Weapon Permit Records A/E+2 Police GC34090
Confidential Informants (agreement and personal info) CL+2 Police GC34090
Criminal History Log (not court records) CY +3 Police GC 34090. Hold for tri-annual DOJ audit
Disturbance Advisement Card (DAC) CL+2 Police GC34090
Death cases - suspicious P Police GC34090
Death cases (Police Repots) - non-suspicious (natural causes) CY+5 Police GC34090
Early Removal Applications (for property tenant turnover) CL+2 Police GC34090
Embezzlement of Public Funds P Police PC 803 / GC34090
Employee Training Records T+5 Police GC34090 / 8CCR3203 / GC12946 = CY+4
Fatal Traffic Collision P Police GC34090
Felony capital crimes, crimes punishable by death/life imprisonment P Police PC 799 / GC34090
Felony Crime reports CL+10 Police GC34090
Fire Arms - lost or stolen CL+5 Police GC34090, CLETS P&P - Permanent until weapon is located
Health &Safety Codes Sections-11357 and 11360 CL+2 Police
H&S 11361.5(a) - Exception: violation H&S 11357 by a juvenile (destroyed at
age 18)
Homicides P Police PC 799 / GC34090
Incident and Non-criminal Reports CY+2 Police
GC34090 - Electronic records with the exception of death and missing
persons cases (Secretary of State's 2006 Local Govt Records Management
Guidelines states non-criminal occurrences are CY+2)
Juvenile Detention Logs/Survey/Monthly reports CY+2 Police GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 13 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
Kidnapping - Active P Police CLETS P&P / GC34090
Livescan Request forms and tracking record (both City and Permit Applicants) CY+2 Police GC 34090
Massage/Taxi records (incl. permits) CL+2 Police GC34090/SLOMC 5.56.150
Misdemeanor and Infraction violation cases (non-arrest, no citation issued) CL+5 Police
GC34090 with exceptions: related unserved warrants, identifiable items which
have not been recovered, unadjudicated arrests (except H&S 11357/11360),
presently involved in civil or criminal litigation. Note that Secretary of State's
2006 Local Govt Records Management Guidelines only requires CL+2
Missing Persons - Active P Police CLETS P&P / GC34090
Narcotics Registrant CY+5 Police
H&S 11594 / GC34090 (1/1/2025 review - all files in City possession as of this
date may be deleted. This record type is no longer held by the City)
NCIC Validations CY +3 Police GC 34090 (PD policy = CY+3 however GC34090 would only require 2)
News Releases (Press Releases) CY+2 Police GC34090
Noise disturbance notification letter CL+2 Police GC34090; SLOMC 9.12.110
Officer involved shooting P Police GC34090
Policy Manual (Department) P Police GC34090
Public Intoxication Arrest Report (Also see All Arrest Reports above) 10 Police GC34090
911 Dispatch audio 100 days from
production Police 34090.6(a)
Video: body-worn cameras
90 days test;
CY+1 non-
contact; CY+2
contact
Police Penal Code 832.18
Video: in-vehicle/dash camera CY+1 Police GC 34090.6
Video: drone/pod/event surveillance preserved by staff CY+2 Police GC34090
Recovered Stolen Vehicle Reports 5 Police GC34090, CLETS P&P
Reports involving seized weapons retained by City Police 10 Police GC34090, CLETS P&P
Restraining/Protective Orders AE +2 Police GC 34090
Ride Along Forms CY+2 Police GC 34090
Sex Cases P Police GC34090
Sex Registrant files - Adult P Police PC 290, GC34090
Sex Registrant files - Juvenile P (unless
sealed)Police W&I 781 (destruction after sealing) / GC34090
Special Orders Manuals P Police GC34090 - City practice is to keep one for historical purpose
Statistical UCR (Uniform Crime Reporting) Report P Police
GC34090 - City practice is to keep one for historical purpose ( Secretary of
State's 2006 Local Govt Records Management Guidelines states this is CY+2)
Use of Force Reports CL+5 Police
GC34090, Secretary of State's 2006 Local Govt Records Management
Guidelines = CY+2
Backgrounds for other government agencies CY+2 Police GC 34090
Sexual Offender Registrant files for deceased registrants or registrants that have
their directive to register terminated AE +2 Police
GC 34090 (these are our copies - DA/DOJ hold original)
PC 290.08 requires district attorney’s office and the Department of Justice to
hold these records for 75 years
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Rev. 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 14 of 14
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
1500 FIRE
Apparatus/Vehicle (Repair and Maintenance: Department Mechanic)CY+2FireGC34090 / 8CCR3203 / NFPA 1911.4.7.3 & Annex C.5 / Secretary of State's
2006 Local Govt Records Management Guidelines = CY+2, citing CCP340.5
Arson Investigations - Evidence (Support prosecution resulting in homicide) P Fire PC799 / GC34090
Arson Investigations - Evidence (Great bodily harm, inhabited structure or
property)CL+6 Fire PC800 / GC34090
Captain's Journal (Historical Fire Station journals) P Fire
City process - these are historical journals and not a current record being
created by the Department.
Disaster - Major Event Log P Fire GC34090 (Dept policy = P)
Disaster Plans S+2 Fire SLOMC2.24.080 / GC34090
Emergency Operations Policies and Procedures S+2 Fire GC34090
EMS/Liability Reports / Patient Care Reports / Transports CY+10 Fire
GC34090 CCP340.5 / H&S1797.98(e) / H&S123145 / 42CFR482.24(b) /
9CCR 9444 / 22 CCR 70751(c) & 71551(c) / 22 CCR 70751(c), 71551(c),
73543(a), 74731(a), 75055(a), 75343(a), 77143(a) / W&I 14124.1 / CMS Pub.
100-4, Chapter 1, Section 110. Most of the cited codes require 7 yr retention
except W&I 14124.1, which is 10 yr. For ease of record keeping the City
process is to apply a 10 yr. retention to all listed record types.
Equipment & Supplies Inventory CY+2 Fire GC34090
Fire Code Books / California Fire Code / Uniform Fire Code S+3 Fire GC34090, 50022.6, Secretary of State's 2006 Local Govt Records
Management Guidelines = S+3, citing CCP340.5
Fire Dept. Staff Reports (Non-Council agenda related, includes supporting
documentation)P Fire GC34090 (Dept policy = P)
Fire Equipment/Gear Logs S+2 Fire GC34090 / 8CCR3203 / NFPA 1911.4.7.3 & Annex C.5
Fire Station Construction and Acquisition P Fire GC34090(a)
Hazardous Materials-Storage Permits CL+2 Fire
GC34090 May keep longer (Secretary of State's 2006 Local Govt Records
Management Guidelines = CL+2)
Hazardous Materials-Underground Storage Tank (Location, installation, removal,
remediation)P Fire GC34090 / H&S25284
Inspection Request/Complaint CL+5 Fire GC34090
Inspections - Fire Prevention (Alarm/sprinkler systems, Citations, prevention
efforts)CL+3 Fire
GC34090; CFC104.6 – 104.6.4; Secretary of State's 2006 Local Govt
Records Management Guidelines = CL+3, citing UFC103.24
Mutual Aid Activities / Strike Team Deployments S+10 Fire GC34090
"Run" Reports (Incidents) CY+5 Fire GC34090
Services rendered under Medi-Cal (or other state) health care program CL+10 Fire/PD Welf & Inst. 14124.1
Tailboard Safety Sheets CY+2 Fire GC34090
Weed Abatement CL+2 Fire GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination