HomeMy WebLinkAboutPW Conversion 05.14.25
Original: City Clerk’s Office
DATE 05/14/2025
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: 9857A41B-2A2F-4A70-8612-9F966F27C419
5/14/2025 | 3:31 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
Bid 91436 Bid Forms 2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73286#?openmode=PDF
Insurance
Certificate
91436 Certificate of
Liability Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73283#?openmode=PDF
Insurance
Certificate
91436 Certificate of
Liability Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73277#?openmode=PDF
Bonds 91436 Performance &
Payment Bonds
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73276#?openmode=PDF
Notice of
Completio
n
91436 Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73282#?openmode=PDF
Final Pay
Estimate
91436 Final Pay
Estimate
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73281#?openmode=PDF
Submittal 91436 Contractor’s
Emergency Standby for
Construction Projects
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73285#?openmode=PDF
Permits 91436 Caltrans
Encroachment Permit
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73287#?openmode=PDF
Permits 91436 Caltrans Permit
Application Response
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73280#?openmode=PDF
Permits 91436 Caltrans Permit
Application Response
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73288#?openmode=PDF
Notice of
Completio
n
91436 State of
California Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73289#?openmode=PDF
Bid 91518A Bid Forms 2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73659#?openmode=PDF
Environm
ental Docs
91518A Cross Bore
Inspection Log
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73652#?openmode=PDF
Final Pay
Estimate
91518A Final Pay
Estimate
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73655#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Insurance
Certificate
91518A Certificate of
Liability Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73644#?openmode=PDF
Bonds 91518A Payment &
Performance Bonds
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73645#?openmode=PDF
Notice of
Completio
n
91518A Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73654#?openmode=PDF
Environm
ental Docs
91518A Water Pollution
Control Plan or
Stormwater Pollution
Prevention Plan
Inspection
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73653#?openmode=PDF
Change
Order
91518A MGE
Underground Extra
Work Tickets
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73651#?openmode=PDF
Change
Order
91518A PG&E Extra
Work Tickets
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73648#?openmode=PDF
Cost
Request
Bulletin
91518A Cost Request
Bulletin 2
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73650#?openmode=PDF
Permit 91518A Notice of
Exemption
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73658#?openmode=PDF
Permit 91518A Encroachment
Permit
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73657#?openmode=PDF
Bonds 91563 Payment &
Performance Bonds
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73810#?openmode=PDF
Notice of
Completio
n
91563 Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73809#?openmode=PDF
Insurance
Certificate
91563 Certificate of
Liability Insurance
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73805#?openmode=PDF
Insurance
Certificate
91563 Certificate of
Liability Insurance
2020 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73807#?openmode=PDF
Insurance
Certificate
91563 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73804#?openmode=PDF
Insurance
Certificate
91563 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73806#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Insurance
Certificate
91563 Certificate of
Liability Insurance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73808#?openmode=PDF
Permit 91563 Building Permit
Inspection Record
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73812#?openmode=PDF
Permit 91563 Notice of
Exemption
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73814#?openmode=PDF
As-Builts 91568 As-Builts 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73949#?openmode=PDF
Bid 91568 Bid Forms –
Mechanical LLC
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73955#?openmode=PDF
Final Pay
Estimate
91568 Final Pay
Estimate
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73951#?openmode=PDF
Insurance
Certificate
91568 Business Auto
Coverage Form
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73934#?openmode=PDF
Insurance
Certificate
91568 Certificate of
Liability Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73937#?openmode=PDF
Insurance
Certificate
91568 Certificate of
Liability Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73938#?openmode=PDF
Insurance
Certificate
91568 Certificate of
Liability Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73935#?openmode=PDF
Bonds 91568 Payment &
Performance Bonds
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73936#?openmode=PDF
Notice of
Completio
n
91568 Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73950#?openmode=PDF
Change
Orders
91568 Contract Change
Order 1
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73954#?openmode=PDF
Change
Orders
91568 Contract Change
Order 2
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73946#?openmode=PDF
Change
Orders
91568 Contract Change
Order 5
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73952#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Change
Orders
91568 Contract Change
Order 6
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73953#?openmode=PDF
Proposal 91568 Engagement
Letter – BMA
Mechanical+
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73944#?openmode=PDF
Proposal 91568 Proposal –
Mechanical Services,
LLC
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73947#?openmode=PDF
CAR 91568 Council Agenda
Report
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73940#?openmode=PDF
Submittals 91568 Contractor’s
Emergency Standby for
Construction Projects
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73942#?openmode=PDF
Submittals 91568 Water Pollution
Prevention Tracking
Information
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73956#?openmode=PDF
Submittals Spirovent Dirt 2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=73948#?openmode=PDF
Final Pay
Estimate
91616A Final Pay
Estimate
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74105#?openmode=PDF
Notice of
Completio
n
91616A Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74102#?openmode=PDF
Insurance
Certificate
91616A Certificate of
Liability
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74098#?openmode=PDF
Insurance
Certificate
91616A Certificate of
Liability
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74101#?openmode=PDF
Insurance
Certificate
91616A Certificate of
Liability
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74100#?openmode=PDF
Insurance
Certificate
91616A Certificate of
Liability
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74099#?openmode=PDF
Encroach
ment
Permit
91616A Encroachment
Permit
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74104#?openmode=PDF
Submittals 91616A Authorized
Representatives
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74110#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Submittals 91616A Contractor’s
Emergency Standby List
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74107#?openmode=PDF
Submittals 91616A Schedule 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74108#?openmode=PDF
Submittals 91616A Water Pollution
Prevention Tracking
Information
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74109#?openmode=PDF
Bid 91615 Bid Forms –
Souza Construction
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74168#?openmode=PDF
Final Pay
Estimate
91615 Final Pay
Estimate
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74152#?openmode=PDF
Notice of
Completio
n
91615 Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74151#?openmode=PDF
Bonds 91615 Payment &
Performance Bonds
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74137#?openmode=PDF
Insurance
Certificate
91615 Certificate of
Liability Insurance
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74136#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74167#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74163#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74164#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74165#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74166#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74147#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74142#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74143#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74144#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74146#?openmode=PDF
Change
Orders
91615 Extra Work Bill 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74145#?openmode=PDF
Permits 91615 Right of Entry 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74169#?openmode=PDF
Permits 91615 Notice of
Exemption
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74162#?openmode=PDF
CMR 91615 City Manager
Report
2018 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74139#?openmode=PDF
Submittals 91615 Concrete Tickets 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74150#?openmode=PDF
Submittals 91615 Construction
Notice
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74149#?openmode=PDF
Submittals 91615 Contractor’s
Emergency Standby for
Construction Projects
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74157#?openmode=PDF
Submittals 91615 Equipment List 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74156#?openmode=PDF
Submittals 91615 Submittal #1 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74160#?openmode=PDF
Submittals 91615 Submittal #2 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74158#?openmode=PDF
Submittals 91615 Submittal #3 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74159#?openmode=PDF
Submittals 91615 Temporary
Traffic Control
Application
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74154#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Submittals 91615 Water Pollution
Control Plan
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74153#?openmode=PDF
Submittals 91615 Work Schedule 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74155#?openmode=PDF
Bid 91640 Bid Forms – HPS
Mechanical, Inc.
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74687#?openmode=PDF
Bonds 91640 Payment &
Performance Bonds
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74666#?openmode=PDF
Final Pay
Estimate
91640 Final Pay
Estimate
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74657#?openmode=PDF
Insurance
Certificate
91640 Certificate of
Liability Insurance
2021 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74664#?openmode=PDF
Insurance
Certificate
91640 Certificate of
Liability Insurance
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74665#?openmode=PDF
Notice of
Completio
n
91640 Notice of
Completion
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74663#?openmode=PDF
Change
Order
91640 Extra Work
Tickets
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74659#?openmode=PDF
Change
Order
91640 Extra Work
Ticket
2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74660#?openmode=PDF
Submittal 91640 Concrete Ticket 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74662#?openmode=PDF
Submittal 91640 Submittal 1 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74675#?openmode=PDF
Submittal 91640 Submittal 2 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74676#?openmode=PDF
Submittal 91640 Submittal 3 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74677#?openmode=PDF
Submittal 91640 Submittal 4 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74678#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Submittal 91640 Submittal 5 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74679#?openmode=PDF
Submittal 91640 Submittal 6 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74680#?openmode=PDF
Submittal 91640 Submittal 6 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74681#?openmode=PDF
Submittal 91640 Submittal 7 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74682#?openmode=PDF
Submittal 91640 Submittal 8 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74683#?openmode=PDF
Submittal 91640 Submittal 9 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74684#?openmode=PDF
Submittal 91640 Submittal 10 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74685#?openmode=PDF
Submittal 91640 Submittal 11 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74686#?openmode=PDF
Submittal 91640 Submittal 12 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74667#?openmode=PDF
Submittal 91640 Submittal 13 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74668#?openmode=PDF
Submittal 91640 Submittal 14 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74669#?openmode=PDF
Submittal 91640 Submittal 15 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74670#?openmode=PDF
Submittal 91640 Submittal 16 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74671#?openmode=PDF
Submittal 91640 Submittal 17 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74671#?openmode=PDF
Submittal 91640 Submittal 18 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74673#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
Original: City Clerk’s Office
Submittal 91640 Submittal 20 2019 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=74674#?openmode=PDF
Docusign Envelope ID: 9857A41B-2A2F-4A70-8612-9F966F27C419
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: 9857A41B-2A2F-4A70-8612-9F966F27C419
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: 9857A41B-2A2F-4A70-8612-9F966F27C419