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Home My WebLink AboutPW Conversion 07.07.25 Original: City Clerk’s Office DATE 07/07/2025 TO: Aaron Floyd, Interim 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: 7F28FCDD-7CFD-4CC1-B81D-B3E99BBF9316 7/10/2025 | 9:00 AM 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 91523 Bid Forms 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84960#?openmode=PDF Final Pay Estimate 91523 Final Pay Estimate 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84935#?openmode=PDF Notice of Completio n 91523 Notice of Completion 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84936#?openmode=PDF Change Order 91523 Change Order Request 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84946#?openmode=PDF Agreemen t 91523 Scope of Work 2017 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84944#?openmode=PDF Environm ental Docs 91523 Survey Results 2017 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84945#?openmode=PDF Permits 91523 Addendum to Initial Study/Mitigated Negative Declaration ER #1-11 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84950#?openmode=PDF Permits 91523 Initial Study Environmental Checklist From for ER 1-11 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84949#?openmode=PDF Permits 91523 Application for a 401 Water Quality Certification 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84956#?openmode=PDF Permits 91523 Section §401 Water Quality Certification Application Form 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84955#?openmode=PDF Permits 91523 Application for a 404 U.S. Department of the Army Corps of Engineers Permit 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84958#?openmode=PDF Permits 91523 Application for Department of the Army Permit 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84959#?openmode=PDF CAR 91523 Council Agenda Report 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84938#?openmode=PDF Docusign Envelope ID: 7F28FCDD-7CFD-4CC1-B81D-B3E99BBF9316 Original: City Clerk’s Office CMR 91523 City Manager Report 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84939#?openmode=PDF Submittal 91523 Contractor’s Emergency Standby for Construction Projects 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=84941#?openmode=PDF Bid 91630 Bid Forms – VSS International, Inc. 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85572#?openmode=PDF Final Pay Estimate 91630 Final Pay Estimate 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85569#?openmode=PDF Notice of Completio n 91630 Notice of Completion 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85568#?openmode=PDF Agreemen t 91630 Agreement 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85570#?openmode=PDF Insurance Certificate 91630 Certificate of Liability Insurance 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85562#?openmode=PDF Insurance Certificate 91630 Certificate of Liability Insurance 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85561#?openmode=PDF Insurance Certificate 91630 Certificate of Liability Insurance 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85557#?openmode=PDF Insurance Certificate 91630 Certificate of Liability Insurance 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85560#?openmode=PDF Insurance Certificate 91630 Certificate of Liability Insurance 2019 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85558#?openmode=PDF Insurance Certificate 91630 Certificate of Liability Insurance 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85556#?openmode=PDF Bonds 91630 Payment & Performance Bonds 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85559#?openmode=PDF Encroach ment Permit 91630 Encroachment Permit 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85564#?openmode=PDF Submittal 91630 Temporary Traffic Control Application 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85567#?openmode=PDF Docusign Envelope ID: 7F28FCDD-7CFD-4CC1-B81D-B3E99BBF9316 Original: City Clerk’s Office Submittal 91630 Truncated Domes 2018 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=85566#?openmode=PDF Special Provisions J-24Y General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86246#?openmode=PDF Special Provisions J-32D General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86248#?openmode=PDF Special Provisions J-33E General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86251#?openmode=PDF Addendu m J-11H Addendum No. 1 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86253#?openmode=PDF Special Provisions J-11H General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86254#?openmode=PDF Special Provisions J-31D General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86256#?openmode=PDF Special Provisions J-30D General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86258#?openmode=PDF Special Provisions J23Y General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86260#?openmode=PDF Special Provisions J-10Y General & Special Provisions 1985 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86262#?openmode=PDF Special Provisions J-02R & J-03R General & Special Provisions 1984 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86264#?openmode=PDF Special Provisions J-20Y General & Special Provisions 1984 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86266#?openmode=PDF Submittal 91822 Falsework Depth Summary 2010 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86292#?openmode=PDF Agreemen t 91822 Final Lake or Streambed Alteration Agreement 2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86293#?openmode=PDF Environm ental doc 91822 Aerially Deposited Lead Survey 2012 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86294#?openmode=PDF Docusign Envelope ID: 7F28FCDD-7CFD-4CC1-B81D-B3E99BBF9316 Original: City Clerk’s Office Environm ental doc 91822 Temporary Water Pollution Control Sheets 2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86295#?openmode=PDF Environm ental doc 91822 Drainage Report 2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86296#?openmode=PDF Environm ental Doc 91822 Long Form – Storm Water Data Report 2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86297#?openmode=PDF Submittal 91822 Installation Instructions for the Fleat 350 ~2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86298#?openmode=PDF Submittal 91822 QuadGuard Crash Cushion ~2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86299#?openmode=PDF Submittal 91822 SCI70GM and SCI100GM Design and Installation Manual ~2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86300#?openmode=PDF Submittal 91822 SRT-350 8 Post Assembly Manual ~2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86301#?openmode=PDF Submittal 91822 Universal TAU-II Installation Manual ~2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86302#?openmode=PDF Agreemen t 91822 U.S. Department of Transportation Federal Highway Administration Federal- Aid Project Agreement 2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86304#?openmode=PDF Submittal 91822 Calculations 2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86309#?openmode=PDF Docusign Envelope ID: 7F28FCDD-7CFD-4CC1-B81D-B3E99BBF9316 Rev. 04-14-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 2 of 17 TOTAL OFFICE RESPONSIBLE FOR RECORD TITLE PERIOD RETENTION AND CODE SECTION REMARKS (and/or notes pertaining to retention time establishment) DISPOSITION OF RECORD 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files p Planning GC34090 Code Enforcement Files p Building GC34090 Construction Files p Building GC34090 Construction/Building Permits (numeric) (Building, Signs, Demos, etc. Includes p Building GC34090, HSC 19850 plans for permitted buildings) Construction Contracts (including Insurance Certificates) A/E+10 Building GC34090 , Civ. Code 941 Encroachment Permits p Engineering Development GC34090 Review Flood Elevation Certificates I Flood Maps p Planning GC34090 Final Tracts and Minor Subdivisions (includes subdivision improvement agrees; p Planning GC34090 development aorees; in-lieu aorees) Home Occupation Permits p Planning GC34090 Inspection Cards p Building GC34090 Notices of Address Chance p Plannina GC34090 Notices of Determination p Planning GC34090 Notices of Exemption p Planning GC34090 Project 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; p Planning GC34090, HSC 19850 Annexation ; Variance; Lot Line Adjustment; Street Name Change; May include plans for permitted buildings if not kept under Construction/Building Permits; Other Recorded Agreements: Residents/Covenants, Affordability, First-Time Home-p Planning, Clerk GC34090-(Filed under 704-06 in City Clerk's office, CDD in Housing Agreement section by property address.) Buyer, etc. Tentative Tracts and Minor Subdivisions p Planning GC34090 Unreinforced Masonry Files (structural analysis) p Building GC34090 AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Perrnanent S=Superseded T=Terrnination Docusign Envelope ID: 7F28FCDD-7CFD-4CC1-B81D-B3E99BBF9316 Rev. 04-14-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 11 of 17 TOTAL OFFICE RESPONSIBLE FOR RECORD TITLE PERIOD RETENTION AND CODE SECTION REMARKS (and/or notes pertaining to retention time establishment) DISPOSITION OF RECORD 800 PUBLIC WORKS 801 ENGINEERING Contractor Bids (not awarded) CL+2 Public Works GC34090 Exception : Federally funded: 3 year retention period or as required by the funding authority (see Federal Acauisition Regulation 4. 7031 Engineering Standards p Public Works GC34090 Job Files: Certified payroll ; pay estimates; original bid documents; legal ads; CL+2 Public Works GC34090 Federally funded or as req'd by the federal authority preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13 Project 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 p Public Works GC34090 / CCP337 bonds; proposals; spec reports (haz mat, bio, soils), submtls (malls, draw), warranty, as-built plans, bids/plans/specs 802 STREET ADDRESS FILES File cateaorv eliminated 2025 as all files listed here are cocies. 803 MASS TRANSPORTATION Local-SLO Municical Bus Svstem -Studies CY+10 Public Works GC34090 Americans with Disabilities Act (Title 6 policy and ADA complaints and requests CY+4 Public Works GC34090 for accommodations) Taxicabs , Transcortation Network Comcanies CY+S 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 cer contract Public Works GC34090 804 PARKING Parkina Aooeals CY+S Public Works GC34090 Parking Citations CY+S Public Works GC34090 Parking Policies S+S Public Works GC34090 Parking Structure Video Monitoring CY+1 Public Works GC34090 .6(a) 806 DISTRICTS I Benefit Districts I CL+1ol Public Works/Clerk I GC34090 Note: original documentation in City Clerk's Office Underaround Utilities T+10 Public Works GC34090 807 SURVEYING General Information (survey notes, vertical benchmarks , horizontal datum calibration , etc., does not include project application materials submitted prior to CY+2 Public Works GC34090 approval ) (County holds permanent record for real property) 808 MAPPING ! Aerial Photos (pre-1990 physical pictures) (otherwise see 901 Data Backups, GIS related files) I pl IT I GC34090 (determined to be of historic value) AE=Afler Expiration AU=Audit CL=Closed/Completed CY=Current Year E=Afler Election P=Perrnanent S=Superseded T=Terrnination Docusign Envelope ID: 7F28FCDD-7CFD-4CC1-B81D-B3E99BBF9316