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Home My WebLink AboutPW Conversion 03.25.25 Original: City Clerk’s Office DATE 03/25/2025 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: 14D67478-E063-4ECD-AF21-C546B4CD5773 4/2/2025 | 11:29 AM PDT Original: City Clerk’s Office Attachment A (Records Conversion List) Record Category Record Title Recor d Origin Year Retention Record Location in Laserfiche Notice of Completio n 91609 Notice of Completion 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58349#?openmode=PDF Change Order 91609 Contract Change Order 001 and 002 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58353#?openmode=PDF Change Order 91609 Contract Change Order 003 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58352#?openmode=PDF Right of Entry 91609 Right of Entry 2020 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58356#?openmode=PDF Bonds 91609 Performance & Payment Bonds 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58357#?openmode=PDF Bid 91609 Bid Forms – Lee Wilson Electric Co., Inc. 2020 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58358#?openmode=PDF Notice of Completio n 91647 Notice of Completion 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58513#?openmode=PDF Final Pay Estimate 91647 Final Pay Estimate 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58514#?openmode=PDF Insurance Certificate 91647 Certificate of Liability Insurance 2020 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58515#?openmode=PDF Bonds 91647 Performance & Payment Bonds 2020 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58516#?openmode=PDF Bid 91647 Bid Forms – Smith Mechanical-Electrical- Plumbing 2020 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58519#?openmode=PDF Encroach ment Permit 91647 Encroachment Permit 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58813#?openmode=PDF Inspection Record 91647 Inspection Record 2020 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58814#?openmode=PDF Docusign Envelope ID: 14D67478-E063-4ECD-AF21-C546B4CD5773 Original: City Clerk’s Office Bid 91658 Bid Forms – Empire Landscaping, Inc. 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58819#?openmode=PDF Bonds 91658 Performance & Payment Bonds 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58818#?openmode=PDF Insurance Certificate 91658 Certificate of Liability Insurance 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58817#?openmode=PDF Notice of Completio n 91658 Notice of Completion 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =58816#?openmode=PDF Insurance Certificate 1000019 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59201#?openmode=PDF Bonds 1000019 Payment Bond 2019 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59203#?openmode=PDF Bonds 1000019 Performance Bond 2019 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59202#?openmode=PDF Submittal 1000019 Contractor’s Emergency Standby for Construction Projects 2019 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59205#?openmode=PDF Submittals 1000019 Pre- Construction Submittals 2019 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59206#?openmode=PDF Bid 1000019 Bid – Toste Construction Inc. 2019 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59208#?openmode=PDF Encroach ment Permit 1000019 Encroachment Permit 2019 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59207#?openmode=PDF Notice of Completio n 1000021 Notice of Completion 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59238#?openmode=PDF Bonds 1000021 Performance & Payment Bonds 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59239#?openmode=PDF Bid 1000021 Bid Forms – Souza Construction 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59240#?openmode=PDF Encroach ment Permit 1000021 Encroachment Permit 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59292#?openmode=PDF Docusign Envelope ID: 14D67478-E063-4ECD-AF21-C546B4CD5773 Original: City Clerk’s Office Insurance Certificate 1000045 Certificate of Liability Insurance 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59657#?openmode=PDF Encroach ment Permit 1000045 Encroachment Permit 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59656#?openmode=PDF Notice of Completio n 1000045 Notice of Completion 2021 P https://slolf.slocity.org/laserfiche/Doc View.aspx?repo=PublicWorks&docid =59654#?openmode=PDF Docusign Envelope ID: 14D67478-E063-4ECD-AF21-C546B4CD5773 Rev . 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 8 of 14 TOTAL OFFICE RESPONSIBLE FOR CODE SECTION REMARKS (and/or notes pertaining to retention time RECORD TITLE RETENTION AND PERIOD DISPOSITION OF RECORD establishment) Housing Agreements (Includes recorded and other related agreements) p Clerk, COD GC34090(a) Joint Powers Authorities CL+10 Clerk GC34090 Lease Agreements of Real Property (long-term; i.e ., more than five years) CL+5 Clerk GC34090 I CCP337 Liens p Clerk GC34090(a) Public Art Agreements p Clerk, Finance GC34090 Recorded Documents (Abandonments , Deeds, Easements, Reconveyances) p Clerk, COD GC34090 Williamson Act Contracts p Clerk, COD GC34090(a) 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts p Clerk CCP337 / GC 34090 CIB Establishment/Bylaws p Clerk GC34090 CIB Resolutions/Ordinances p Clerk GC34090(e) Minutes p Clerk GC34090(e) 707 STATEMENTS OF ECONOMIC INTEREST & AGENCY PAYMENT REPORTS Designated Filers -Statements of Economic Interest (87200 Filers) CY+7 Clerk GC81009(e) City Code Filers -Statements of Economic Interest (Form 700) CY+7 Clerk GC81009(e) FPPC Payment (Forms 801 & 802) & Compensation (Form 806) reports CY+7 Clerk GC 81009 FPPC Reports, Form 801, 802, 803, 804, 806 (For Campaign disclosure CY+7 Clerk GC 81009, 84615, 18944, 18944.1 statements, see section 702) 709 PUBLIC INFORMATION/COMMUNITY RELATIONS Consumer Price Index (CPI) affidavits CY+2 City Clerk GC34090 Press Releases / Media Events CY+2 Various GC34090 Social Media Records CY+2 Atty GC34090 71 O General Appeals !Administrative Citation Appeals -filing only I CY+2 I Clerk IGC34090 800 PUBLIC WORKS 801 ENGINEERING - Contractor Bids (not awarded) CL+2 Public Works GC34090 Exception : Federally funded : 3 year retention period or as required by the funding authority (see Federal Acquisition Regulation 4.703) Engineering Standards p Public Works GC34090 Job Files : Certified payroll; pay estimates; original bid documents; legal ads; CL+2 Public Works GC34090 Federally funded or as req'd by the federal authority preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13 Project Files : Original specials w/autocad drawings, photos/video tapes for historic value; agreements; CMR/CAR; change orders; env docs; final pay est. w/attach ; notice completion; haz waste manifests/transp docs; ins certs; perform p Public Works GC34090 I CCP337 bonds; proposals ; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty, as-built plans, bids/plans/specs 802 STREET ADDRESS FILES File category eliminated 2025 as all files listed here are copies . 803 MASS TRANSPORTATION I Local-SLO Municipal Bus System -Studies I CY+10 I Public Works IGC34090 AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination Docusign Envelope ID: 14D67478-E063-4ECD-AF21-C546B4CD5773 Rev . 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 1 of 14 TOTAL OFFICE RESPONSIBLE FOR CODE SECTION REMARKS (and/or notes pertaining to retention time RECORD TITLE RETENTION AND PERIOD DISPOSITION OF RECORD establishment) COPIES or DUPLICATES of documents for which a department is not the office Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer of record useful for reference. No "Request for Records Destruction" form is required . Electronic copies of paper records should be kept no longer than the retention ELECTRONIC DOCUMENTS period specified in this schedule. If records are also in a paper format, both must be destroyed at the same time. Files created specifically as working or draft copies of eventual Council Agenda Reports should be considered as draft or copies with the CAR Agenda Report working files document the final original. Council Agenda Packets have a Permanent retention period . Therefore the draft and copy documents do not need to be retained. 100 GENERAL ADMINISTRATION -CITYWIDE 101 GENERAL -- GC34090 (Code requires 2 year retention, City procedure is to keep for 5 City Manager (CM) Reports CY+5 Various Iyears) City-Generated Informational Brochures, Publications , Newsletters CY+2 Various GC34090 May consider keeping one for historical purposes Policies and Procedures 8+4 Various GC34090 = 2 , CCP§343 = 4 Correspondence -Internal & External CY+2 Various GC34090 General Information (City Records not otherwise listed : Includes general subject information, reports and reference documents relating to the record group , but CY+2 Various GC34090 not associated with a specific record series already in the group.) In-House Employee Committees CY+2 Various GC34090 Safety Data Sheets (SDS) I Material Safety Data Sheets (MSDS) CY+30 Various GC34040 I 8CCR3204(d)(1)(B)(2 and 3) / 29CFR1910.1020(d)(1)(ii)(B) Training / Safety Training Materials CL+4 Various CCP 343 Professional Associations <Citv Records) CY+2 Various GC34090 102 OFFICE REFERENCE Cateaorv eliminated 2025 uodate 103 FORMS MANAGEMENT Cateaorv eliminated 2025 uodate 104 RECORDS MANAGEMENT Certificates of Destruction p Clerk GC34090 Legal record of final disposition of document. Public Records Requests and Records Produced CL+2 Clerk, PD GC34090 Records Retention Schedule p Clerk GC34090 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files p Planning GC34090 Code Enforcement Files p Building GC34090 Construction Files p Building GC34090 Construction/Building Permits (numeric) (Building, Signs, Demos, etc.) p Building GC34090 Construction Contracts (including Insurance Certificates) A/E+10 Building GC34090 , Civ. Code 941 Encroachment Permits p Engineering Development GC34090 Review AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination Docusign Envelope ID: 14D67478-E063-4ECD-AF21-C546B4CD5773