HomeMy WebLinkAboutPW Conversion 10.09.25-2
Original: City Clerk’s Office
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: 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: B2E789F2-2653-4A35-A24B-93644A8B12B5
10/13/2025 | 2:42 PM 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 1000559 Bid Forms 2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97106#?openmode=PDF
Final pay
estimate
1000559 Final Pay
Estimate
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97105#?openmode=PDF
Notice of
Completio
n
1000559 Notice of
Completion
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97104#?openmode=PDF
Insurance
Certificate
1000559 Certificate of
Liability Insurance
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97102#?openmode=PDF
Bonds 1000559 Payment &
Performance Bonds
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97103#?openmode=PDF
Bid 91385-09 Bid Forms 2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97465#?openmode=PDF
Final Pay
Estimate
91385-09 Final Pay
Estimate
2023 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97462#?openmode=PDF
NOC 91385-09 Notice of
Completion
2023 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97463#?openmode=PDF
Bonds 91385-09 Payment &
Performance Bonds
2023 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97464#?openmode=PDF
Insurance
Certificate
91385-09 Certificate of
Liability Insurance
2022 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97461#?openmode=PDF
Agreemen
t
91354 Agreement 2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97842#?openmode=PDF
Agreemen
t
91354 Amendment to
Agreement
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97843#?openmode=PDF
Bid 91354 Bid Forms 2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97849#?openmode=PDF
Final Pay
Estimate
91354 Final Pay
Estimate
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97841#?openmode=PDF
Docusign Envelope ID: B2E789F2-2653-4A35-A24B-93644A8B12B5
Original: City Clerk’s Office
NOC 91354 Notice of
Completion
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97865#?openmode=PDF
Insurance
Certificate
91354 Business Auto
Coverage Enhancement
Endorsement
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97859#?openmode=PDF
Insurance
Certificate
91354 Certificate of
Liability Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97858#?openmode=PDF
Insurance
Certificate
91354 Certificate of
Liability Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97860#?openmode=PDF
Insurance
Certificate
91354 Certificate of
Liability Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97863#?openmode=PDF
Insurance
Certificate
91354 Certificate of
Liability Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97862#?openmode=PDF
Insurance
Certificate
91354 Certificate of
Liability Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97861#?openmode=PDF
Bonds 91354 Payment &
Performance Bonds
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97864#?openmode=PDF
Environm
ental Doc
91354 Results of Soil
Sampling and
Laboratory Analysis
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97853#?openmode=PDF
Environm
ental Doc
91354 Report of Field
Density Tests
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97846#?openmode=PDF
Environm
ental Doc
91354 Initial Site
Conceptual Model
2010 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97851#?openmode=PDF
CAR 91354 Council Agenda
Report
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97855#?openmode=PDF
CMR 91354 City Manager
Report
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97856#?openmode=PDF
Submittal 91354 Contractor’s
Emergency Standby for
Construction Projects
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=97848#?openmode=PDF
Agreemen
t
91213A Agreement 2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98038#?openmode=PDF
Docusign Envelope ID: B2E789F2-2653-4A35-A24B-93644A8B12B5
Original: City Clerk’s Office
Bid 91213A Bid Forms 2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98040#?openmode=PDF
Bonds 91213A Payment &
Performance Bonds
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98039#?openmode=PDF
Insurance
Certificate
91213A Certificate of
Liability Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98036#?openmode=PDF
Insurance
Certificate
91213A Certificate of
Liability Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98035#?openmode=PDF
Insurance
Certificate
91213A Certificate of
Liability Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98037#?openmode=PDF
Insurance
Certificate
91213B Certificate of
Liability Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98057#?openmode=PDF
Bonds 91213B Payment &
Performance Bonds
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98056#?openmode=PDF
Agreemen
t
101.50410.7227.AD
Agreement
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98097#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98100#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98099#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98104#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98102#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98103#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98101#?openmode=PDF
CAR 101.50410.7227.AD
Council Agenda Report
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98106#?openmode=PDF
Docusign Envelope ID: B2E789F2-2653-4A35-A24B-93644A8B12B5
Original: City Clerk’s Office
CMR 101.50410.7227.AD
City Manager Report
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98107#?openmode=PDF
Agreemen
t
101.50410.7227.AD
Agreement
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98111#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98113#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98115#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98114#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98116#?openmode=PDF
Agreemen
t
101.50410.7227.AD
Agreement
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98126#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98125#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98123#?openmode=PDF
Insurance
Certificate
101.50410.7227.AD
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98124#?openmode=PDF
Agreemen
t
101.50410.7227.LS
Agreement
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98141#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98138#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98137#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98140#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98139#?openmode=PDF
Docusign Envelope ID: B2E789F2-2653-4A35-A24B-93644A8B12B5
Original: City Clerk’s Office
CAR 101.50410.7227.LS
Council Agenda Report
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98135#?openmode=PDF
CMR 101.50410.7227.LS City
Manager Report
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98134#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98148#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98149#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98147#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98150#?openmode=PDF
Agreemen
t
101.50410.7227.LS
Agreement
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98145#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98161#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98165#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98162#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98159#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98164#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2015 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98160#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2016 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98163#?openmode=PDF
Insurance
Certificate
101.50410.7227.LS
Certificate of Liability
Insurance
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98166#?openmode=PDF
Docusign Envelope ID: B2E789F2-2653-4A35-A24B-93644A8B12B5
Original: City Clerk’s Office
Agreemen
t
101.50410.7227.LS
Agreement
2014 P https://slolf.slocity.org/laserfiche/D
ocView.aspx?repo=PublicWorks&d
ocid=98157#?openmode=PDF
Docusign Envelope ID: B2E789F2-2653-4A35-A24B-93644A8B12B5
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: B2E789F2-2653-4A35-A24B-93644A8B12B5
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: B2E789F2-2653-4A35-A24B-93644A8B12B5