HomeMy WebLinkAboutPW Conversion 03.31.25-1
Original: City Clerk’s Office
DATE 03/31/2025
TO: Matt Horn, Public Works Director
City Attorney
City Clerk
FROM: CIP Engineering Records Custodian, Brian Nelson, Deputy Director/City Engineer
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 (Attachment A).
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. _____________
Attachments:
A. List of converted records
B. Relevant sections of the records retention schedule
Initials
Signature of Record Custodian
Date
Docusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
4/8/2025 | 7:56 AM PDT
Original: City Clerk’s Office
Attachment A (Records Conversion List)
Record
Category
ID
Record Title Record
Origin
Year
Retention Record Location in Laserfiche
Bid 1000114 Bid Forms –
VSS International, Inc.
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=59742#?openmode=PDF
CMR 1000114 City Manager
Report
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=59737#?openmode=PDF
Encroach
ment
Permit
1000114 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=59738#?openmode=PDF
NOC 1000114 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=59739#?openmode=PDF
Agreemen
t
1000114 Agreement 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=59736#?openmode=PDF
Insurance
Certificate
1000114 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=59740#?openmode=PDF
Bonds 1000114 Payment &
Performance Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=59741#?openmode=PDF
Notice of
Completio
n
1000066 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60247#?openmode=PDF
Insurance
Certificate
1000066 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60248#?openmode=PDF
Bonds 1000066 Payment &
Performance Bonds
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60249#?openmode=PDF
Bid 1000066 Bid Forms –
Specialty Construction,
Inc.
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60250#?openmode=PDF
Notice of
Completio
n
1000114A Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60713#?openmode=PDF
Submittal 1000114A R. Burke
Corporation Injury &
Illness Prevention
Program
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60715#?openmode=PDF
Docusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
Original: City Clerk’s Office
Bonds 1000118 Cashier’s
Check
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60763#?openmode=PDF
Notice of
Completio
n
1000118 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60762#?openmode=PDF
Final Pay
Estimate
1000118 Signed Final
Pay Estimate (1 of 2)
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60755#?openmode=PDF
Final Pay
Estimate
1000118 Signed Final
Pay Estimate (2 of 2)
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60756#?openmode=PDF
Submittals 1000118 Start-Up
Submittals
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60757#?openmode=PDF
Encroach
ment
Permit
1000118 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60760#?openmode=PDF
Bid 1000122 Bid Forms –
Republic Elevator
Company
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60799#?openmode=PDF
CMR 1000122 City Manager
Report
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60800#?openmode=PDF
Notice of
Completio
n
1000122 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60796#?openmode=PDF
Bonds 1000122 Performance &
Payment Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60798#?openmode=PDF
CAR 1000163 Council
Agenda Report
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60922#?openmode=PDF
CMR 1000163 City Manager
Report
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60923#?openmode=PDF
Council
Minutes
1000163 Council
Minutes
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60924#?openmode=PDF
Agreemen
t
1000163 Agreement to
Purchase Parking
Technology and Related
Services
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60919#?openmode=PDF
Bonds 1000163 Performance &
Payment Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60926#?openmode=PDF
Docusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
Original: City Clerk’s Office
Notice of
Completio
n
1000163 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=60925#?openmode=PDF
Bid 1000171 Bid Forms –
Souza Engineering
Contracting, Inc.
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61122#?openmode=PDF
Encroach
ment
Permit
1000171 Encroachment
Permit
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61119#?openmode=PDF
Materials 1000171 Material
Tickets
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61125#?openmode=PDF
Notice of
Completio
n
1000171 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61118#?openmode=PDF
Final Pay
Estimate
1000171 Final Pay
Estimate
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61124#?openmode=PDF
Insurance
Certificate
1000171 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61120#?openmode=PDF
Insurance
Certificate
1000171 Certificate of
Liability Insurance
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61123#?openmode=PDF
Bonds 1000171 Payment &
Performance Bonds
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61121#?openmode=PDF
Submittal 1000171 Submittal 1 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61075#?openmode=PDF
Submittal 1000171 Submittal 2 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61077#?openmode=PDF
Submittal 1000171 Submittal 2
Rev 1
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61079#?openmode=PDF
Submittal 1000171 Submittal 3 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61081#?openmode=PDF
Submittal 1000171 Submittal 3
Rev 1
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61083#?openmode=PDF
Submittal 1000171 Submittal 4 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61085#?openmode=PDF
Docusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
Original: City Clerk’s Office
Submittal 1000171 Submittal 5 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61087#?openmode=PDF
Submittal 1000171 Submittal 6 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61089#?openmode=PDF
Submittal 1000171 Submittal 7 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61091#?openmode=PDF
Submittal 1000171 Submittal 8 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61093#?openmode=PDF
Submittal 1000171 Submittal 9 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61095#?openmode=PDF
Submittal 1000171 Submittal 12 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61097#?openmode=PDF
Submittal 1000171 Submittal 13 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61099#?openmode=PDF
Submittal 1000171 Submittal 14 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61101#?openmode=PDF
Submittal 1000171 Submittal 15 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61103#?openmode=PDF
Submittal 1000171 Submittal 16 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61105#?openmode=PDF
Submittal 1000171 Submittal 18 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61107#?openmode=PDF
Submittal 1000171 Submittal 19 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61109#?openmode=PDF
Submittal 1000171 Submittal 20 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61111#?openmode=PDF
Submittal 1000171 Submittal 21 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61113#?openmode=PDF
Submittal 1000171 Submittal 24 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61115#?openmode=PDF
Docusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
Original: City Clerk’s Office
Submittal 1000171 Submittal 25 2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61117#?openmode=PDF
Notice of
Completio
n
1000179 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61330#?openmode=PDF
Bid 1000196 Bid Forms –
Taylor Jane
Construction LP
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61377#?openmode=PDF
Notice of
Completio
n
1000196 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61374#?openmode=PDF
Bonds 1000196 Performance &
Payment Bonds
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61376#?openmode=PDF
Insurance
Certificate
1000196 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61375#?openmode=PDF
Bid 1000198 Bid – Souza
Construction
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61444#?openmode=PDF
Notice of
Completio
n
1000198 Notice of
Completion
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61442#?openmode=PDF
Final Pay
Estimate
1000198 Final Pay
Estimate
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61445#?openmode=PDF
Bonds 1000198 Payment &
Performance Bonds
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61443#?openmode=PDF
Insurance
Certificate
50300.2016.SWC
Certificate of Liability
Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61692#?openmode=PDF
Insurance
Certificate
50300.2016.SWC
Certificate of Liability
Insurance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61693#?openmode=PDF
Insurance
Certificate
50300.2016.SWC
Certificate of Liability
Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61694#?openmode=PDF
Insurance
Certificate
50300.2016.SWC
Certificate of Liability
Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61688#?openmode=PDF
Insurance
Certificate
50300.2016.SWC
Certificate of Liability
Insurance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61689#?openmode=PDF
Docusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
Original: City Clerk’s Office
Agreemen
t
50300.2016.SWC
Amendment One to
Agreement
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61691#?openmode=PDF
Agreemen
t
50300.2016.SWC
Agreement
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61690#?openmode=PDF
Agreemen
t
91265 Agreement 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61712#?openmode=PDF
Bid 91265 Bid Forms – R.
Burke Corporation
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61703#?openmode=PDF
Notice of
Completio
n
91265 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61699#?openmode=PDF
Bonds 91265 Payment &
Performance Bonds
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61702#?openmode=PDF
Final Pay
Estimate
91265 Final Pay
Estimate
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61700#?openmode=PDF
RFI 91265 Request for
Information, Awarding
Body
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61711#?openmode=PDF
Agreemen
t
91265 Right of Entry –
1262 Murray
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61706#?openmode=PDF
Agreemen
t
91265 Right of Entry –
1390 Taft Street
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61704#?openmode=PDF
Agreemen
t
91265 Right of Entry –
1400 Stafford
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61708#?openmode=PDF
Agreemen
t
91265 Right of Entry –
1515 Fredericks Street
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61705#?openmode=PDF
Agreemen
t
91265 Right of Entry –
1290 Murray
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=61707#?openmode=PDF
Docusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
Rev. 03-24-2025CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULEpage 2 of 17RECORD TITLETOTAL PERIODOFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORDCODE SECTION REMARKS (and/or notes pertaining to retention time establishment)200 COMMUNITY DEVELOPMENT201 CITY PLANNINGAddress FilesP Planning GC34090Code Enforcement Files P Building GC34090Construction FilesP Building GC34090Construction/Building Permits (numeric) (Building, Signs, Demos, etc. Includes plans for permitted buildings)P Building GC34090, HSC 19850Construction Contracts (including Insurance Certificates) A/E+10Building GC34090, Civ. Code 941Encroachment Permits PEngineering Development ReviewGC34090Flood Elevation Certificates / Flood Maps P Planning GC34090Final Tracts and Minor Subdivisions (includes subdivision improvement agrees; development agrees; in-lieu agrees)P Planning GC34090Home Occupation Permits P Planning GC34090Inspection CardsP Building GC34090Notices of Address Change P Planning GC34090Notices of Determination P Planning GC34090Notices of ExemptionP Planning GC34090Project 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; May include plans for permitted buildings if not kept under Construction/Building Permits; OtherP Planning GC34090, HSC 19850Recorded Agreements: Residents/Covenants, Affordability, First-Time Home-Buyer, etc. P Planning, ClerkGC34090 (Filed under 704-06 in City Clerk's office, CDD in Housing Agreement section by property address.)Tentative Tracts and Minor Subdivisions P Planning GC34090Unreinforced Masonry Files (structural analysis) P Building GC34090AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=TerminationDocusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893
Rev. 03-24-2025CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULEpage 11 of 17RECORD TITLETOTAL PERIODOFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORDCODE SECTION REMARKS (and/or notes pertaining to retention time establishment)800 PUBLIC WORKS801 ENGINEERINGContractor Bids (not awarded) CL+2 Public WorksGC34090 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 GC34090Job Files: Certified payroll; pay estimates; original bid documents; legal ads; preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13CL+2 Public Works GC34090 Federally funded or as req'd by the federal authorityProject 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/specsP Public Works GC34090 / CCP337802 STREET ADDRESS FILESFile category eliminated 2025 as all files listed here are copies.803 MASS TRANSPORTATIONLocal-SLO Municipal Bus System - Studies CY+10 Public Works GC34090 Americans with Disabilities Act (Title 6 policy and ADA complaints and requests for accommodations)CY+4 Public Works GC34090Taxicabs, 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 PARKINGParking AppealsCY+5 Public Works GC34090Parking CitationsCY+5 Public Works GC34090Parking PoliciesS+5 Public Works GC34090Parking Structure Video Monitoring CY+1 Public Works GC34090.6(a)806 DISTRICTSBenefit DistrictsCL+10 Public Works/Clerk GC34090 Note: original documentation in City Clerk's OfficeUnderground Utilities T+10 Public Works GC34090807 SURVEYINGGeneral 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 GC34090808 MAPPINGAerial Photos (pre-1990 physical pictures) (otherwise see 901 Data Backups, GIS related files)P IT GC34090 (determined to be of historic value)AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=TerminationDocusign Envelope ID: F337C740-4E2D-4C06-BB62-A0F94C4CC893