HomeMy WebLinkAboutClerk Destruction 05-13-2025 (PRRs 2019-2022)
DATE 05/13/2025
TO: Greg Hermann, Deputy City Manager
J. Christine Dietrick, City Attorney
Teresa Purrington, City Clerk
FROM: Sara Armas, Deputy City Clerk
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.
Public Records Requests and Records Produced that closed between the years 2019 and 2022, listed on
the attached, exceed the retention requirements, and, as such, are being prepared for destruction. The
method of destruction will be deletion from electronic storage system.
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
Initials
Docusign Envelope ID: 3C9BA97C-0361-4B3C-BB2C-CE68E105B331
6/2/2025 | 9:46 AM PDT
Dept/DIV and Category ID#
Year
Closed
Year OK to
Destroy Description/Notes
General Administration 2019 2022 09-17-2019 PRR19366 Glau - massage records (Located in Blind folder)
Records Mgmt - 104 2020 2023 09-29-2020 PRR20239 Shore - Trever Ely records
2021 2024 05-24-2021 PRR21125 Taylor - 1625 Calle Joaquin
Public Records Requests 11-01-2021 PRR21262 Smith - Employee Contracts 8/1 - 11/1
and Records Produced 11-04-2021 PRR21273 Brown - AG Oilfield
2022 2025 02-04-2022 PRR22040 Ray - PD Report for 1/26/22 Auto Collision with Light Tower
04-05-2022 PRR22085 Muilenburg - Tank Farm History
04-11-2022 PRR22097 Rae - Gauna PD records (Located in Blind folder)
05-24-2022 PRR22136 Hanna - 1880 Santa Barbara Ave
07-06-2022 PRR22181 Nesby - 189 Granada Bldg, UST, HazMat
07-29-2022 PRR22193 Deltek - On Call Plan & Env Service
09-02-2022 PRR22217 Romo - WRRF Upgrade CWA Compliance Reports (Located in Blind folder)
09-26-2022 PRR22233 Soulet - Arrest Report for DUI 9/25 Madonna
09-27-2022 PRR22237 LexisNexis - Vihicle Fire 9-1-22 case 22-04923 (Located in Blind folder)
10-03-2022 PRR22239 Lorimer - Bid for Painting project (Located in Blind folder)
11-17-2022 PRR22228 Ramirez - Ramon Ayala records (Located in Blind folder)
Docusign Envelope ID: 3C9BA97C-0361-4B3C-BB2C-CE68E105B331
Rev. 03-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 1 of 17
RECORD TITLE TOTAL
PERIOD
OFFICE RESPONSIBLE FOR
RETENTION AND
DISPOSITION OF RECORD
CODE SECTION REMARKS (and/or notes pertaining to retention time
establishment)
COPIES or DUPLICATES of documents for which a department is not the office
of record
Duplicates and copies distributed to various departments for informational
purposes may be destroyed by the departments when they are no longer
useful for reference. No "Request for Records Destruction" form is required.
ELECTRONIC DOCUMENTS
Electronic copies of paper records should be kept no longer than the retention
period specified in this schedule. If records are also in a paper format, both
must be destroyed at the same time.
Agenda Report working files
Files created specifically as working or draft copies of eventual Council
Agenda Reports should be considered as draft or copies with the CAR
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
City Manager (CM) Reports CY+5 Various GC34090
City-Generated Informational Brochures, Publications, Newsletters CY+2 Various GC34090
Policies and Procedures S+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
not associated with a specific record series already in the group.)
CY+2 Various GC34090
In-House Employee Committees CY+2 Various GC34090
Safety Data Sheets (SDS) / Material Safety Data Sheets (MSDS) CY+30 Various GC34040 / 8CCR3204(d)(1)(B)(2 and 3) / 29CFR1910.1020(d)(1)(ii)(B)
Training / Safety Training Materials CL+4 Various CCP 343
Professional Associations (City Records)CY+2 Various GC34090
102 OFFICE REFERENCE Category eliminated 2025 update
103 FORMS MANAGEMENT Category eliminated 2025 update
104 RECORDS MANAGEMENT
Certificates of Destruction P Clerk GC34090
Public Records Requests and Records Produced CL+2 Clerk, PD GC34090
Records Retention Schedule P Clerk GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Docusign Envelope ID: 3C9BA97C-0361-4B3C-BB2C-CE68E105B331