HomeMy WebLinkAboutPW Conversion 04.22.25
Original: City Clerk’s Office
DATE 04/22/2025
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: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
4/23/2025 | 9:32 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
Contractor
Document
ation
91654 State of
California Statement of
Information
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67872#?openmode=PDF
CMR 1000096 City Manager
Report (Authorization to
advertise)
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67878#?openmode=PDF
CMR 1000096 City Manager
Report (Award Contract)
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67877#?openmode=PDF
Final Pay
Estimate
1000096 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67875#?openmode=PDF
Notice of
Completio
n
1000096 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67874#?openmode=PDF
Submittal 1000115 Construction
Safety and Injury, Illness
Prevention Plan
2017 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67941#?openmode=PDF
Submittal 1000115 HMWM Work
Plan
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67942#?openmode=PDF
Bid 1000115 Bid Forms –
T.P.A. Construction,
Inc.
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67935#?openmode=PDF
Encroach
ment
Permit
1000115 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67937#?openmode=PDF
Notice of
Completio
n
1000115 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67933#?openmode=PDF
Final Pay
Estimate
1000115 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67936#?openmode=PDF
Bonds 1000115 Performance &
Payment Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67934#?openmode=PDF
CMR 1000115 CMR to Award 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67939#?openmode=PDF
Claim 1000017 Claim – R.
Burke Corporation
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68220#?openmode=PDF
Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
Original: City Clerk’s Office
Final Pay
Estimate
1000017 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68193#?openmode=PDF
Notice of
Completio
n
1000017 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68192#?openmode=PDF
Environm
ental docs
1000017 Water
Pollution Control Plan
Inspections
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68199#?openmode=PDF
Change
Order
1000017 Contract
Change Order 1
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68186#?openmode=PDF
Change
Order
1000017 Contract
Change Order 2
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68184#?openmode=PDF
Change
Order
1000017 Contract
Change Order 3
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68185#?openmode=PDF
Change
Order
1000017 Meadow Park
Pedestrian Bridge
Replacement 2” Mill
and Fill
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68202#?openmode=PDF
Change
Order
1000017 Daily Extra
Work Report – Delay for
Unmarked Electrical
Conduit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68216#?openmode=PDF
Change
Order
1000017 Daily Extra
Work Report – Delay for
Unmarked 3” Irrigation
Pipe
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68214#?openmode=PDF
Change
Order
1000017 Daily Extra
Work Report – Delay for
King Street Abutment
Alignment
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68219#?openmode=PDF
Change
Order
1000017 Daily Extra
Work Report – Re-Align
South King Street
Abutment
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68217#?openmode=PDF
Change
Order
1000017 Daily Extra
Work Report – Meadow
Bridge Conduit Repair
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68212#?openmode=PDF
Change
Order
1000017 Daily Extra
Work Report – Repair
water pipe and pump
H20 from abutment
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68209#?openmode=PDF
Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
Original: City Clerk’s Office
Change
Order
1000017 Daily Extra
Work Report – Repair
water pipe and remove
valve at King Street
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68208#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 02.28.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68205#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 01.21.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68182#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 01.27.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68215#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 02.26.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68207#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 02.27.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68206#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 02.03.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68213#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 02.24.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68211#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 02.05.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68210#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 03.02.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68203#?openmode=PDF
Change
Order
1000017 Extra Work
Tracker – Remove 4”
AC & Grade
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68204#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 01.30.20-
01.31.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68204#?openmode=PDF
Change
Order
1000017 Extra
Work/T&M Daily Work
Report – 03.30.20-
03.31.20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68201#?openmode=PDF
Encroach
ment
Permit
1000017 Encroachment
Permit 2016
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68188#?openmode=PDF
Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
Original: City Clerk’s Office
Encroach
ment
Permit
1000017 Encroachment
Permit 2019
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68189#?openmode=PDF
Submittals 1000017 Authorized
Representatives
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68190#?openmode=PDF
Submittals 1000017 Concrete
tickets
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68171#?openmode=PDF
Submittals 1000017 Contractor’s
Emergency Standby for
Construction Projects
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68194#?openmode=PDF
Submittals 1000017 R. Burke
Corporation Equipment
List
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68200#?openmode=PDF
Submittals 1000017 R. Burke
Corporation Injury &
Illness Prevention
Program
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68191#?openmode=PDF
Submittals 1000017 Water
Pollution Prevention
Tracking Information
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68172#?openmode=PDF
Submittals 1000017 Water
Pollution Control Plan
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68221#?openmode=PDF
Submittals 1000017 29’-0” X 6’-0”
Meadow Park Pedestrian
Bridge Plans
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68222#?openmode=PDF
Submittals 1000017 Submittal
Response 1
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68178#?openmode=PDF
Submittals 1000017 Submittal
Response 2
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68179#?openmode=PDF
Submittals 1000017 Submittal
Response 3
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68174#?openmode=PDF
Submittals 1000017 Submittal
Response 4
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68175#?openmode=PDF
Submittals 1000017 Submittal
Response 5
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68176#?openmode=PDF
Submittals 1000017 Submittal
Response 6
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68183#?openmode=PDF
Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
Original: City Clerk’s Office
Submittals 1000017 Submittal
Response 7
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68177#?openmode=PDF
Bid 1000017 Bid Forms – R.
Burke Corporation
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68234#?openmode=PDF
Bonds 1000017 Payment &
Performance Bonds
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68234#?openmode=PDF
Bid 1000120 Bid Forms –
EIDIM Group, Inc.
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68912#?openmode=PDF
Insurance
Certificate
1000120 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68911#?openmode=PDF
Insurance
Certificate
1000120 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68921#?openmode=PDF
Insurance
Certificate
1000120 Certificate of
Liability Insurance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68920#?openmode=PDF
Insurance
Certificate
1000120 Certificate of
Liability Insurance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68922#?openmode=PDF
Bonds 1000120 Payment &
Performance Bonds
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68919#?openmode=PDF
Final Pay
Estimate
1000120 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68910#?openmode=PDF
Notice of
Completio
n
1000120 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68909#?openmode=PDF
Change
Order
1000120 Response to
Council Chambers
Audio Video
Replacement Notice of
Non-Performance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68924#?openmode=PDF
Proposal 1000120 WIP System
Analysis Report
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68925#?openmode=PDF
Encroach
ment
Permit
1000120 Encroachment
Permit
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=68914#?openmode=PDF
Bid 1000133 Bid Forms –
Souza Construction
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69146#?openmode=PDF
Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
Original: City Clerk’s Office
Final Pay
Estimate
1000133 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69139#?openmode=PDF
Final Pay
Estimate
1000133 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69140#?openmode=PDF
Notice of
Completio
n
1000133 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69143#?openmode=PDF
Bonds 1000133 Performance &
Payment Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69145#?openmode=PDF
Insurance
Certificate
1000133 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69144#?openmode=PDF
CMR 1000133 CMR –
Authorization to Award
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69142#?openmode=PDF
Bid 1000139 Bid Forms –
Smith Mechanical-
Electrical-Plumbing
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69309#?openmode=PDF
Bonds 1000139 Payment &
Performance Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69308#?openmode=PDF
Final Pay
Estimate
1000139 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69304#?openmode=PDF
Notice of
Completio
n
1000139 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69305#?openmode=PDF
Change
Order
1000139 Contract
Change Order 02
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69303#?openmode=PDF
Encroach
ment
Permit
1000139 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69300#?openmode=PDF
Building
Permit
1000139 Inspection
Record – 879 Morro
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69307#?openmode=PDF
Final Pay
Estimate
1000148 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69554#?openmode=PDF
Notice of
Completio
n
1000148 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69560#?openmode=PDF
Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
Original: City Clerk’s Office
Encroach
ment
Permit
1000148 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69562#?openmode=PDF
Submittals 1000148 Notice of
Closure
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69556#?openmode=PDF
Submittals 1000148 Stormwater
Pollution Prevention
Plan Inspection
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69558#?openmode=PDF
Submittals 1000148 Temporary
Traffic Control
Application
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69559#?openmode=PDF
Submittals 1000148 Water
Pollution Prevention
Tracking Information
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69557#?openmode=PDF
Notice of
Completio
n
1000155 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69609#?openmode=PDF
Final Pay
Estimate
1000155 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69608#?openmode=PDF
As-Builts 1000156 As-Builts 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69624#?openmode=PDF
Bonds 1000156 Payment &
Performance Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69623#?openmode=PDF
Final Pay
Estimate
1000156 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69621#?openmode=PDF
Notice of
Completio
n
1000156 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69622#?openmode=PDF
Change
Order
1000156 Extra Work
Ticket 07/17/20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69627#?openmode=PDF
Change
Order
1000156 Extra Work
Ticket 07/20/20
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69626#?openmode=PDF
Encroach
ment
Permit
1000156 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69632#?openmode=PDF
Submittals 1000156 Concrete
Tickets
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69630#?openmode=PDF
Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
Original: City Clerk’s Office
Environm
ental Docs
1000156 Water
Pollution Control Plan
Inspection
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69629#?openmode=PDF
Bid 1000166 Bid Forms –
Souza Construction
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69758#?openmode=PDF
Notice of
Completio
n
1000166 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69753#?openmode=PDF
Bonds 1000166 Payment &
Performance Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69757#?openmode=PDF
Insurance
Certificate
1000166 Policy
Certificate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69754#?openmode=PDF
Final Pay
Estimate
1000166 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69750#?openmode=PDF
Insurance
Certificate
1000166 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69755#?openmode=PDF
Insurance
Certificate
1000166 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69756#?openmode=PDF
Submittals 1000166 Contractor’s
Emergency Standby for
Construction Projects
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=69752#?openmode=PDF
Encroach
ment
Permit
1000060B
Encroachment Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=70310#?openmode=PDF
Bid 1000055 Bid Forms –
Quincon, Inc.
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=70332#?openmode=PDF
Final Pay
Estimate
1000055 Final Pay
Estimate
2023 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
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Notice of
Completio
n
1000055 Notice of
Completion
2023 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
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Bonds 1000055 Payment &
Performance Bonds
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
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Insurance
Certificate
1000055 Certificate of
Liability Insurance
2024 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
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Docusign Envelope ID: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
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: A524A4DF-EB27-4343-B8B6-38F06F50EA3D
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: A524A4DF-EB27-4343-B8B6-38F06F50EA3D