HomeMy WebLinkAboutPW Destruction - 10.09.25City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org
DATE 10/09/2025
TO: Aaron Floyd, Interim Public Works Director
City Attorney
City Clerk
FROM: CIP Engineering Records Custodian, Brian Nelson, Deputy Director/City Engineer
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.
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
Signature of Record Custodian
Destruction Date
Initials
Docusign Envelope ID: 5EA44D8D-BB17-4697-8D97-874A38DBB28CDocusign Envelope ID: E54B4A77-C0E2-4585-9EAC-37751B374522
10/14/2025 | 9:54 AM PDT
Attachment A (Records Destruction List)
Capital Improvement
Plan Project Name and
Spec #
Current
in YEAR
Destroy OK
DATE
Records Eligible for Destruction
Santa Rosa at Monterey
Intersection Improvements,
spec. no. 1000559
2022-2023 09/13/2025 Certified payroll, non-awarded bid, preliminary notices, proof of
publication
Railroad Safety Trail
Fencing, spec. no. 91385-
09
2022-2023 07/11/2025 Non-awarded bids, pre-construction meeting sign-in sheet
California and Johnson 16
Inch Waterline
Replacement, spec. no.
91354
2015-2016 05/02/2018 Pay estimates (not final), preliminary notices, non-awarded bids,
pre-construction meeting sign-in sheet, proof of publications,
engineering inspector’s daily report, certified payroll, internal
email correspondence, sewer main TV inspection detail reports,
design submittal comment form (for preliminary plans)
Stenner Canyon Raw
Waterline Video Inspection
Report, spec. no. 91213A
2014-2015 12/31/2017 Non-awarded bids
Stenner Canyon Raw
Waterline Video
Inspection, spec. no.
91213B
2016 12/31/2018 Transmittal cover sheet (for bonds & insurance)
Architectural Design
Services, spec. no.
100.50410.7227.AD
2014-2016 08/21/2018 Proof of publications, non-selected proposals, transmittal cover
sheet (for proposals)
Land Surveying Services,
spec. no.
101.50410.7227.LS
2014-2016 09/18/2018 Proof of publications, non-selected proposals, transmittal cover
sheets (for agreement and insurance)
Docusign Envelope ID: 5EA44D8D-BB17-4697-8D97-874A38DBB28CDocusign Envelope ID: E54B4A77-C0E2-4585-9EAC-37751B374522
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 cooies.
803 MASS TRANSPORTATION
Local-SLO Municioal 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, Transoortation Network Comoanies 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 oer 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=Permanent S=Superseded T=Termination
Docusign Envelope ID: 5EA44D8D-BB17-4697-8D97-874A38DBB28CDocusign Envelope ID: E54B4A77-C0E2-4585-9EAC-37751B374522