HomeMy WebLinkAboutPW Destruction - 04.14.25City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org
DATE 04/14/2025
TO: Matt Horn, Public Works Director
City Attorney
City Clerk
FROM: CIP Engineering Records Custodian, Brian Nelson, Deputy Director/City Engineer
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.
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
Docusign Envelope ID: 429758AD-4A48-46A8-AC82-623BDFDE1164Docusign Envelope ID: AF8C9A88-3C81-4DDC-A1E9-B5517C0FF329
4/15/2025 | 6:34 PM PDT
Attachment A (Records Destruction List)
Capital Improvement
Plan Project Name and
Spec #
Current
in YEAR
Destroy OK
DATE
Records Eligible for Destruction
Islay Hill Park Playground
Renovation, Spec. No.
91654
2020 10/22/2022 General correspondence, Council Action Update, receipts,
worksheet for bid opening, printing estimates, proof of
publication, preliminary notices, letter of transmittal (for bonds
and insurance certificate), contract status inquiry for bond, non-
awarded bids
SLO Swim Center Bath
House Roof Repair, Spec.
No. 91656
2020 10/22/2022 Proof of publication, non-awarded bids, pre-construction meeting
sign-in sheet, payroll, pre-bid walkthrough sign-in sheets
Mission Plaza Railing
Upgrade 2019, Spec. No.
1000039
2019-2020 03/11/2022 Proof of publication, draft CMR to authorize, pay estimate (not
final)
Disinfection Byproduct
Reduction and Water
Treatment Plant Pipe
Gallery Improvements,
Spec. No. 1000044
2019-2020 09/04/2022 Transmittal cover sheet (for bonds & insurance), preliminary
notices
South Hills Radio Site
Upgrades, Spec. No.
91584A
2021 2023 Preliminary notice, pre-construction meeting sign-in sheet
South Hills Radio Site
Upgrades, Spec. No. 91584
2019-2020 11/05/2022 Proof of publication, non-awarded bids, preliminary notices, pre-
construction meeting sign-in sheet, pay estimates (not final),
resident engineer’s daily inspection reports, certified payroll
Docusign Envelope ID: 429758AD-4A48-46A8-AC82-623BDFDE1164Docusign Envelope ID: AF8C9A88-3C81-4DDC-A1E9-B5517C0FF329
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: 429758AD-4A48-46A8-AC82-623BDFDE1164Docusign Envelope ID: AF8C9A88-3C81-4DDC-A1E9-B5517C0FF329