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Home My WebLink AboutPW Conversion 07.21.25 Original: City Clerk’s Office DATE 07/21/2025 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: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 8/12/2025 | 8:09 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 Submittal 99821 Final Structure Foundation Report 2014 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86310#?openmode=PDF Submittal 99821 Foundation Report – LOVR Bridge over SLO Creek 2013 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86311#?openmode=PDF Submittal 99821 Potholing Exhibit Key Map 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86312#?openmode=PDF Photos 99821 Misc. Aerial Photos & Schematics ~2015 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86315#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86361#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86349#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86323#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86326#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86324#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86334#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86335#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86336#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86337#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86338#?openmode=PDF Docusign Envelope ID: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 Original: City Clerk’s Office Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86339#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86340#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86341#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86342#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86343#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86325#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86344#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86345#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86327#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86328#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86329#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86330#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86331#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86332#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86333#?openmode=PDF Docusign Envelope ID: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 Original: City Clerk’s Office Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86347#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86359#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86321#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86348#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86355#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86346#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86353#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86357#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86319#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86350#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86352#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86360#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86358#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86322#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86354#?openmode=PDF Docusign Envelope ID: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 Original: City Clerk’s Office Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86356#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86320#?openmode=PDF Transport ation docs 99703 Non-Hazardous Waste Manifest 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86351#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86641#?openmode=PDF Bid 99703 Mountain Cascade Inc. Bid Price 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86643#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86644#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86645#?openmode=PDF Final Pay Estimate 99703 Release of Escrow Confirmation 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86646#?openmode=PDF CMR 99703 City Manager Report 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86647#?openmode=PDF Environm ental Doc 99703 Monitoring Well 56 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86649#?openmode=PDF Hazardous Waste Manifest 99703 Generator’s Nonhazardous Waste Profile Sheet 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86650#?openmode=PDF RFI 99703 Notice of Complaint Closed 2010 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86652#?openmode=PDF Permit 99703 Caltrans Encroachment Permit Rider 1 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86655#?openmode=PDF Permit 99703 Caltrans Encroachment Permit Rider 2 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86654#?openmode=PDF Change Order 99703 Contract Change Order 16 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86656#?openmode=PDF Docusign Envelope ID: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 Original: City Clerk’s Office Change Order 99703 Contract Change Order 2 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86657#?openmode=PDF Change Order 99703 Contract Change Order 5 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86658#?openmode=PDF Project Descriptio n (for historical context) 99703 CIP Project Description ~2003 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86661#?openmode=PDF Project Descriptio n (for historical context) 99703 CIP Project Description ~2005 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86662#?openmode=PDF CAR 99703 Council Agenda Report 2006 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86665#?openmode=PDF CAR 99703 Council Agenda Report 2007 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86663#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86666#?openmode=PDF CAR 99703 Council Agenda Report 2003 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86664#?openmode=PDF CAR 99703 Council Agenda Report 2006 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86667#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86668#?openmode=PDF CMR 99703 City Manager Report 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86669#?openmode=PDF Agreemen t 99703 Agreement 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86670#?openmode=PDF CAO Report 99703 CAO Report 2004 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86678#?openmode=PDF CAO Report 99703 CAO Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86677#?openmode=PDF Docusign Envelope ID: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 Original: City Clerk’s Office CAO Report 99703 CAO Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86675#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86673#?openmode=PDF CAR 99703 Council Agenda Report 2006 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86676#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86674#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86679#?openmode=PDF Permit 99703 Right of Entry Permit 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86680#?openmode=PDF Transport ation docs 99703 Sewage Hauling Receipt 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86684#?openmode=PDF CAO Report 99703 CAO Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86685#?openmode=PDF CAR 99703 Council Agenda Report 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86687#?openmode=PDF CAR 99703 Council Agenda Report 2009 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86688#?openmode=PDF Proposal 99703 Revised Cost Estimate for Botanical Survey & Restoration 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86691#?openmode=PDF Proposal 99703 Proposal for Asbestos Services 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86693#?openmode=PDF Proposal 99703 Revised Proposal for Asbestos Services 2008 P https://slolf.slocity.org/laserfiche/D ocView.aspx?repo=PublicWorks&d ocid=86694#?openmode=PDF Docusign Envelope ID: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 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: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8 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: DEF2E7C5-8BB9-429B-B0A3-6F5F4A36DFD8