HomeMy WebLinkAboutCC Conversion 06.11.25
DATE 06/11/2025
TO: Greg Hermann, Deputy City Manager
City Clerk
City Attorney
FROM: Kevin Christian Deputy City Clerk
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.
Record Titles to be eligible for electronic retention:
See attached listing
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. _____________
Signature of Record Custodian
Initials
Date
Docusign Envelope ID: 15987E46-AA36-4942-8D68-80B8D0BD2B64
7/7/2025 | 12:41 PM PDT
Conversion
Record Category
Dept/DIV RECORD TITLE and/or DESCRIPTION
Origin
YEAR Retention
Record
Location
Legislative & Legal/Election ‐
702
Municipal Election File / Voter Information Guide (History) or Sample Ballots
‐ City Elections for the following years: 1978, 1983, 1985, 1987, 1988, 1989,
1991, 1992, 1994, 1996, 2000, 2002, 2003, 2004, 2006, 2008 at left P
Election History: Candidate Campaign Statements.2006, 2008 P
Election History: Failed Petition to Place Initiative on Ballot to Amend
Charter to Require Vote for City Regulatory Fee Expansion or Increase.
Arguments For/Against Measure H‐10 2010 P
Election History: Ballot Sample, State Ballot Release Activity Report to the
Secretary of State, Andrew Carter press release (reason for resignation from
City Council)2013 P
Campaign Disclosure Statements: "SLO Citizens for Yes on Measure G" ‐
Recipient Committee (Committee terminated 12/27/2021)2021
T + 7 =
destroy
12/2028
Campaign Disclosure Statements: San Luis Obispo County Progressives
Democratic Club ‐ Recipient Committee (Terminated 6/5/2023 ‐ last filing to
City received 9/21/2018))2023
T + 7 =
destroy
6/2030
Major Donor Committee Campaign Disclosure Statement: Thoma Electric,
Inc. in support of Candidate 2006 (Committee listed as active in July 2024
but as of 6/10/2025 has not filed. SOS does not list as "active" or
"terminated")2006 T + 7
Major Donor Committee Campaign Disclosure Statement: SLO County
Democratic Party in Support of Various Candidates 2013, 2014, 2018 at left T + 7
Accela ‐ Agenda Management (morphed into Granicus, IQM2 but not new
contract). Terminated May 2021.2015
CU + 5 AE =
destroy
2026
Ahern, Dennis ‐ Lease of City Parking Lot ‐ 1120 Mill Street. Original 10 year
Agreement extended by 5 years and then yearly without a valid lease
agreement until 2019. Superceded with an agreement with the County, City
Council Resolution 11195 12/8/2020.1984
CU + 5 AE =
destroy
12/2025
Archaeological Society ‐ Deed of Gift Agreement (Historic Material
excavated from the "Palm Street Parking Structure.") As a permanent gift
this record is determined to be permanent as well.2001 P
Archaeological Society ‐ Deed of Gift Agreement ("Marsh Street Parking
Structure Collections Agreement") As a permanent gift this record is
determined to be permanent as well.2003 P
Archaeological Society ‐ Deed of Gift Agreement (Historic Material from the
"Kozak Parking Lot Project ‐ 1995.") As a permanent gift this record is
determined to be permanent as well.2006 P
Legislative & Legal / General
Legal ‐ Agreements &
Contracts City Clerk Laserfiche RepositoryDocusign Envelope ID: 15987E46-AA36-4942-8D68-80B8D0BD2B64
Rev. 04-14-2025CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULEpage 1 of 1RECORD TITLETOTAL PERIODOFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORDCODE SECTION REMARKS (and/or notes pertaining to retention time establishment)702 ELECTIONVote-by-Mail Voter applications (copies of) E+6 mos. Clerk EC17505(b) Confidential (only kept by City if we run our own election)Application to view: voter registration info, VBM voter lists E+5 Clerk EC2188 (only kept by City if we run our own election)Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets, logic/accuracy tests, other ballot-related docsE+6 mos. Clerk EC17302; EC17306 (if no legal action) Confidential (only kept by City if we run our own election)Campaign Disclosure Statements Successful CandidatesP Clerk GC81009(b) Unsuccessful CandidatesE+5 (physical filing) or E+10 (digital filing)Clerk GC81009(b) - physical filing, GC 84615 - digital filing Other CommitteesT+7 (physical filing) or E+10 (digital filing)Clerk GC81009(c) - physical filing, GC 84615 - digital filing Those required to file copies (not originals) with the City ClerkT+4 Clerk GC81009(f)Election correspondence E+2 Clerk GC34090Election documents: expenses, proofs, night logs E+2 Clerk GC34090Election historyP Clerk GC34090 Election notices, publications, certificates E+2 Clerk GC34090Initiative, Referendum, Charter Amendments, Recall Petitions After Certification of results + 8 monthsClerk EC17200/EC17400 ConfidentialMunicipal Election File/Sample Ballots P Clerk GC34090Nomination Papers: Successful CandidatesT+4 Clerk EC17100 Unsuccessful CandidatesE+4 Clerk EC17100 Precinct Board Appointments - appointment of precinct officialsE+6 mos. Clerk EC17503(b)Precinct hand tally, copies of index, challenge list, assisted voter list E+6 mos. Clerk EC17304 ConfidentialRoster of voters, original indices (precinct board) E+5 Clerk EC17300(a) (if no legal action) (only kept by City if we run our own election)AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=TerminationDocusign Envelope ID: 15987E46-AA36-4942-8D68-80B8D0BD2B64
Rev. 04-14-2025CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULEpage 1 of 1RECORD TITLETOTAL PERIODOFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORDCODE SECTION REMARKS (and/or notes pertaining to retention time establishment)704 GENERAL LEGALAgreements/Contracts - including Insurance Certificates for Agreements/Contracts (except construction contacts). Type of agreements/contracts could be: consultants, purchase agreements, and others not shown elsewhere in the retention scheduleCY+5AE Various CCP337 / GC34090Claims/Subpoena Logs CY+2 Clerk GC34090Donor and Donation Agreements P Clerk GC34090Ethics Training Certificates CL+5 Clerk GC34090 / GC53235.2(b)Housing Agreements (Includes recorded and other related agreements) P Clerk, CDD GC34090(a)Joint Powers Authorities CL+10 Clerk GC34090Lease Agreements of Real Property (long-term; i.e., more than five years) CL+5 Clerk GC34090 / CCP337LiensP Clerk GC34090(a)Public Art Agreements P Clerk, Finance GC34090Recorded Documents (Abandonments, Deeds, Easements, Reconveyances) P Clerk, CDD GC34090Williamson Act Contracts P Clerk, CDD GC34090(a)AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=TerminationDocusign Envelope ID: 15987E46-AA36-4942-8D68-80B8D0BD2B64