HomeMy WebLinkAboutPW Conversion 04.14.25
Original: City Clerk’s Office
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: 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: 548C7A6F-A725-4064-884C-DD3CAC508F70
4/15/2025 | 6:32 PM PDT
Original: City Clerk’s Office
Attachment A (Records Conversion List)
Record
Category
ID
Record Title Record
Origin
Year
Retention Record Location in Laserfiche
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 91654 Bid – R.E.
Schultz Construction,
Inc.
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65350#?openmode=PDF
Materials 91654 Concrete Tickets 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65354#?openmode=PDF
Final Pay
Estimate
91654 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65345#?openmode=PDF
NOC 91654 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65344#?openmode=PDF
Bonds 91654 Performance &
Payment Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65349#?openmode=PDF
Insurance
Certificate
91654 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65347#?openmode=PDF
Insurance
Certificate
91654 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65348#?openmode=PDF
Insurance
Certificate
91654 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65346#?openmode=PDF
Insurance
Certificate
91654 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65352#?openmode=PDF
Insurance
Certificate
91654 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65351#?openmode=PDF
RFI 91654 Request for
Information, Awarding
Body
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65353#?openmode=PDF
Insurance
Certificate
91656 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65745#?openmode=PDF
As-Builts 91656 As-Builts 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65738#?openmode=PDF
Docusign Envelope ID: 548C7A6F-A725-4064-884C-DD3CAC508F70
Original: City Clerk’s Office
Bids 91656 Bid Forms –
Pacific Polymers, Inc.
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65743#?openmode=PDF
Bonds 91656 Payment &
Performance Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65742#?openmode=PDF
Final Pay
Estimate
91656 Final Pay
Estimate
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65737#?openmode=PDF
Notice of
Completio
n
91656 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65736#?openmode=PDF
Permits 91656 Building Permit 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65744#?openmode=PDF
Encroach
ment
Permit
91656 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65741#?openmode=PDF
Permit 91656 Final Building
Inspection
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65740#?openmode=PDF
Bonds 1000039 Payment &
Performance Bonds
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65903#?openmode=PDF
Final Pay
Estimate
1000039 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65902#?openmode=PDF
Bid 1000039 Bid – JG
Contracting
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65906#?openmode=PDF
Notice of
Completio
n
1000039 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65901#?openmode=PDF
Submittal 1000039 Contractor’s
Emergency Standby for
Construction Projects
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=65905#?openmode=PDF
Bonds &
Insurance
1000044 Payment &
Performance Bonds and
Certificate of Liability
Insurance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=66018#?openmode=PDF
Notice of
Completio
n
1000044 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=66016#?openmode=PDF
Final Pay
Estimate
1000044 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=66017#?openmode=PDF
Docusign Envelope ID: 548C7A6F-A725-4064-884C-DD3CAC508F70
Original: City Clerk’s Office
Submittal 91584A General Work
Sequence
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67276#?openmode=PDF
Bid 91584 Bid Forms –
Specialty Construction,
Inc.
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67281#?openmode=PDF
Final Pay
Estimate
91584 Final Pay
Estimate
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67278#?openmode=PDF
Notice of
Completio
n
91584 Notice of
Completion
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67277#?openmode=PDF
Bonds 91584 Payment &
Performance Bonds
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67280#?openmode=PDF
Insurance
Certificate
91584 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67279#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67299#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67301#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67298#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67296#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67297#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67300#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67295#?openmode=PDF
Change
Order
91584 Extra Work
Ticket
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67294#?openmode=PDF
Change
Order
91584 Proposed Change
Order No. 1.1
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67314#?openmode=PDF
Docusign Envelope ID: 548C7A6F-A725-4064-884C-DD3CAC508F70
Original: City Clerk’s Office
Encroach
ment
Permit
91584 Encroachment
Permit
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67291#?openmode=PDF
RFI 91584 RFI Existing
Power & Fiber
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67311#?openmode=PDF
RFI 91584 IT Questions 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67310#?openmode=PDF
Submittals 91584 Concrete Tickets 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67308#?openmode=PDF
Submittals 91584 Final Erection
(Rev. 1) Cannon Review
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67285#?openmode=PDF
Submittals 91584 Approved
Generator and ATS
Deferred Submittal
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67287#?openmode=PDF
Submittals 91584 Building Permit 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67315#?openmode=PDF
Submittals 91584 Seed Mix 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67312#?openmode=PDF
Submittals 91584 Transmittal No. 1 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67305#?openmode=PDF
Submittals 91584 Water Pollution
Control Plan
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67307#?openmode=PDF
Submittals 91584 Water Pollution
Prevention Tracking
Information
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67306#?openmode=PDF
Submittals 91584 Generator
Schematics
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67323#?openmode=PDF
Submittals 91584 Tower – Permit
approval
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67324#?openmode=PDF
Submittals 91584 Tower assembly
drawings
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67325#?openmode=PDF
Submittals 91584 Manual Tower
Lighting
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67326#?openmode=PDF
Docusign Envelope ID: 548C7A6F-A725-4064-884C-DD3CAC508F70
Original: City Clerk’s Office
Submittals 91584 Shelter – Permit
approval
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67330#?openmode=PDF
Submittals 91584 HVAC Literature
Assembly – Users Guide
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67331#?openmode=PDF
Submittals 91584 HVAC Literature
Assembly – Exhaust
Damper
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67327#?openmode=PDF
Submittals 91584 HVAC Controller
Install Manual
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67328#?openmode=PDF
Submittals 91584 HVAC BARD
Warranty Registration
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67329#?openmode=PDF
Submittals 91584 Generator and
ATS – Permit Approval
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67316#?openmode=PDF
Submittals 91584 Operators Manual
– Engines Power
Command
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67317#?openmode=PDF
Submittals 91584 Operators Manual
– Transfer Switch
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67318#?openmode=PDF
Submittals 91584 Manual – Health
& Safety
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67319#?openmode=PDF
Submittals 91584 Manual –
Warranty Statement
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67320#?openmode=PDF
Submittals 91584 ATS Name Plate 2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67321#?openmode=PDF
Submittals 91584 Generator Shop
Test Record
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67322#?openmode=PDF
Submittals 91584 Submittal 17.1.0
Cover Sheet
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67304#?openmode=PDF
Submittals 91584 Submittal
Response No. 21
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=67289#?openmode=PDF
Docusign Envelope ID: 548C7A6F-A725-4064-884C-DD3CAC508F70
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: 548C7A6F-A725-4064-884C-DD3CAC508F70
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: 548C7A6F-A725-4064-884C-DD3CAC508F70