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Home My WebLink AboutCertificates of Destruction 2015rfiIF=== 90CUTeafi, Document Storage, Retrieval & Management professionals CERTIFICATE OF DESTRUCTION / l AccT #: COMPANY NAME : ; ` e5l i �e � ��-,�j ✓} �� f ADDRESS: ^ L�16 DATE — TIME: I The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG.MEDIA OTHER BOX QUANTITY DESTROYED THE DOCUTEAM AUTHORIZED EMPLOYEES _ SIGNATURE A ; v�l PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com � 00CUTehm Ill --'I IF=- -- - - `u z JUN 2 i 2015 Oacumert Storage, Retrieval &Management Professionals ZO 6 [ CERTIFICA'T'E OF DESTRUCTION COMPANY NAME %r e C ACCT #: ADDRESS: ��—r /'� Y DATE : � TIME: �I The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES'. CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG.MEDIA OTHER BOX QUANTITY Ps DESTROYED THE DOCUTEAM F AUTHORIZED e _� EMPLOYEE SIGNATURE PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com uecuTeam Document Storage, Retrieval & Management Professionals MAY CERTIFICATE OF DESTRUCTION COMPANY NAME ACCT #: ADDRESS: C,,G�r` -j " � � L <� DATE TIME : ✓." t � : v The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and Policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB I MED. CAB I MAG.MEDIA I OTHER BOX I I QUANTITY f DESTROYED THE DOCUTEAM AUTHORIZED EMPLOYEE SIGNATURE PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com MAY 2 7 2.015 Police Department �..,,, , i - - 1042 Walnut Street, San Luis Obispo, CA 93401 -2729 805.781.7317 MEMORANDUM April 30, 2015 To: Stephen Gesell, Chief of Police Christine Dietrick, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Request approval to destroy Daily Calls for Service Logs dating September 8, 2011 through April 30, 2013. Attachment: Copy of Retention/Disposition Schedule 1'1et> je n b06w indicating your approval for the des c >; e bow- ed r ords. Step ten esell Christine Dietrick Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that he records listed above were properly disposed of on��° Ker o enblum Communications & Records Manager CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE AE =After Expiration AU =Audft CL= Closed /Completed CU= Current D/R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated RECORDTITLE TOTAL OFFICE RESPONSIBLE CODESECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD IUtdhes Rebate applications 3 Utilities_ OC34090 _ 40CFR WUa ter & Wastewater Management Plans S +2 Utilities Water & Wastewater Studies CL +10 Utilities GC34090 Water Quality Reports P Utilities GC34090 Water Reuse - SWRCB & NMFS reporting_ _P _ Utilites 40CFR + Historical WOW Treatment Plant - Dept of Public Health reports P Utilities 40CFR + Historical Water Treatment Plant - EPA r9 ports P UtONtes 40CFR + Historical Web & Groundwater information P Utilities GC34090 Whale Rock. Financial Plans and Statements P Utilities GC34090 YVhale RocldMinidcc _ _ R Utilities GC34090 WRF Annual Discharge Monitoring Re orts P Utilities 40CFR + Historical WRF Monthly Discharge Monitoring Reports 2 Utilities 40CFR 1300 POLICE _ Adminlstafli Accident Review CL +S P0dC4 GC34090 r4dministrauve /Internal Investigations CL +5 Police GC34090 All Arrest Reports P Police GC34090 Electronic records only with the exception of mandated destruction pursuant to sections: PC 290(d)(4) & 851.8, H &S 11361,5(a),(b),(d), &(e), W &I 781(a), 828 a 628 bl. Arrest and Citation Register 2 Police GC34090 Arson Registrant - Adult P Police PC 457.1 b 2 Arson Re istrant - Juvenile P Police W &I 781 Audio Recordi s -Tele hone and Radio 2 Police GC34090.6 - Electronic records only Back round Investigations T +5 Police GC34090 Background Investigations - Not Hired C1_+2 Police GC34090 Child Abuse, Neglect, Molest P Police PC 799 Citations 2 Police GC34090 - Electronic records only Citizen Complaints Taints CL +5 Police GC34090 f'ollision Reports 5 Police GC24090 and GC34090.7 - with the exception of fatality reports Concealed Weapon Permit Records A /E +2 Police GC34090 Confidential Informants Court Log 2 _ Police Police GC34090 GC34090 - Electronic records only_ 2 jDaily Calls for Service Log 2 _ Police GC34090 (Death cases P Police G54090 Embezzlement of Pubic Funds P Police PC 803 Empjoy ining Records T +5 Police GC34090 c Fatal Traffic Collision P Police GC34090 c Felony capital crimes, crimes punishable by death /life in prisonment P Police PC 799 - Case by case determination as to whether stored electronically or paper Felony Crime 10 Police PC 804 IFire Arms - lost or stolen CL +B Of P Pope CLETS P&P • Permahent um fl weapon is Located Health &Safety Codes Seclions -11357 b , c d or (e or H &S 11360 2 Police H &S 11361.5(a) - Exception: violation H &S 11357(e) by a juvenille. Homicides P Police PC 799 Incident and Non - criminal Re orts 5 Police GC34090 - Electronic records with the exception of death and missing persons cases ,Juvenile Detention Logs/Survey/Monthly reports CU +2 Police GC34090 Kidn i - Active P Police CLETS P &P Massage, Taxi, Permits CL +2 Police GC34090 /SLOMC 5.56.150 Misdemeanor and Infraction violation cases 5 Police GC34090 with exceptions: related unserved warrants, identifiable items which have not been recovered, unadjudicaled arrests (except H &S 11357/11360), presently involved in civil or criminal litigation Nllssin Persons - Active P Police CLETS P &P Narcotics Registrant __ __ _ _ _ . Mews Releases Press Releases P 5 _ _P_olice _ .Police H &S 1.1594 _ GC 34 90- Electronic records only AE =After Expiration AU =Audft CL= Closed /Completed CU= Current D/R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated Memorandum May 18, 2015 TO: Michael Codron, Assistant City Manager J. Christine Dietrick, City Attorney FROM: Freddy Otte, City Biologist SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. We currently have 22 audio cassette tapes of records that exceed these retention requirements. They have been placed onto an inventory spreadsheet. The method of destruction will be by recycling the eligible files. Pl I "belo i cating your approval for the str io eat ed li ting of records. -7 Department Head Ci or CERTIFICATE OF DESTRUCTION I, Fred Ot do hereby certify that the records listed on the attached were properly disposed of on Zi inal: City Clerk's Office Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule RECORDS FOR DESTRUCTION ADMINISTRATION OFFICE TO BE DESTROYED MAY 2015 DEPT. CREATION DATE DESTROY DATE I GllY 1 C) 01 3 / `� `� `f DESCRIPTION Admin_ 2 -22 -1992 Open Space Intro& Definition Admin 5 -08 -1991 5-PC Admin 5 -21 -1992 OS VII Workshop Admin 8 -7 -1991 Plannin Rec OS Draft II 1. O.S. Definitions & Other Cities Admin 2 -22 -1992 Admin 4 -11 -1992 O.S. W Team Presentation O.S. IX PRC /OSEAC Meeting Admin 6 -11 -1992 Admin 6 -11 -1992 O.S.IX PRC /OSEAC Meetin Ta e 2 O.S. VII Workshop Admin 5 -21 -1996 °Jq / "I °I 3 / 9Y Admin 8 -07 -1991 Planning/ Rec O.S. Draft I Admin 3 -28 -1992 O.S. III Local & County Issues O.S. IV Teamwork Admin 4 -11 -1992 `� I V Admin 5 -28 -1992 / °J N 197q c $ J °)` O.S. VIII Workshop Admin O.S. VI Workshops Admin 5 -28 -1996 O.S. VIII Workshop Admin 5 -07 -1992 O.S. V Workshop Tae 1 PRC O.S. III Local & Comm. Issues Admin 7 -22 -1992 °J `f Admin 3 -28 -1992 CJ c ly Admin 5 -14 -1992 O.S. VI Workshops Admin 3 -09 -1992 %% c) c7y c7cly O.S. II Intro & Tech Panel Admin 3 -09 -1992 O.S. II Technical Panel Admin 5 -28 -1992 O.S. III Local & Comm. Issues CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL i OFFICE RESPONSIBLE I CODE SECTION RETENTION FOR RETENTION AND DISPOSITION OF RECORD REMARKS _ PERIOD COPIES or DUPLICATES of documents for which a department is not D/R the office of record ELECTRONIC DOCUMENTS 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT Cit y Manager CM Reports 5 Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. No "Request for Records Destruction" Corm is required, Electronic copies of paper records should be kept no longer than the retention period specified in this schedule. If electronic documents are also in a paper format, both must be destroyed at the same time. I Various JGC34090 City-Generated Informational Brochures, Publications, Newsletters P Various GC34090 Keep one for historical purposes City-wide Policies and Procedures P _ Various GC34090 Keep one for historical u ses Correspondence - External 2 Various IGC34090 Correspondence - Internal (excluding CM Reports - see above) 2 Various GC34090 Departmental Policies/Procedures S +5 Various I GC34090 General Information In -House Committees 2 CU +5 _ _ Various _ Various GG34090 GC34090 May be kept for researcWhistoric purposes Staff Meeting Notes 2 Various GC34040 102 OFFICE REFERENCE Annual Departmental Reports 5 Various GC34090 Certificates of Life 5 Clerk GC34090 Chronological Files 2 Various GC34090 Community Organizations 5 Various GC34090 ComLftnti& _ 2 Various GC34090 General Information 2 Various GC34090 Positive Feedback (How are we doing? forms ) 2 Various GC34690 Professional Associations 2i Various G1034090 Publications fiournals, periodicals) D/R Various Not a public record. No "Request for Records Destruction" form is required. 103 FORMS MANAGEMENT —1 Forms _ S1 Various f No "Request for Records Destruction" form is required. 1041 RECORDS MANAGEMENT l Certificates of Destruction P1 Clerk IGC34090 Legal record of final disposition of document, Public Records Requests Records Retention Schedule 21 Various GC34090 CCP 343 GC34090 (a) S+51 P1 Clerk Planning 200 201 COMMUNITY DEVELOPMENT CITY PLANNING Address Files _ Business Tax Certificates P Planning GC34090 (a) Code Enforcement Files _ _ P Construction Files P Building GC34090 (a) Microfilm after 5 years Building GC34090(a) Microfilm immediate) after final inspection Construction Permits numeric P Building GC34090 (a) Microfilm one year after final ins on Home Ooeu tfon Permits P Planning GC34090 (s) In ion Cards P Building GC34090 (a) Microfilm and retain original cards Notices of Address Change P Planning GC34090(a) Notices of Determination P Planning GC34090 (a) Notices of Exemption P Planning GC34090 (a) Microfilm AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE _ CODE SECTION FOR RETENTION AND REMARKS DISPOSITION OF RECORD _ Planning GC34090(a) Microfilm after 2 years RETENTION PERIOD 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; Annexation; Variance; Lot Line Adjustment; Street Name Change; Other Recorded Agreements: Residents /Covenants, Affordability, First -Time Home-Buyer, etc. P P Clerk GC34090(a) (Filed under 704 -06 in City Clerk's office in Housing Agreement Section by pr rty address. 5i n Inventory Files 2 Planning GC34090 _ Sign Permits 2 Building GC34090 Tentative Tracts and Minor Subdivisions P Planning GC34090(a) Film after minimum of 10 years.` See Public Works for final maps. Unreinforced Masonry Files structural analysis) P Building GC34090(a) 300 301 CITY MANAGEMENT COUNCIL FILES AppeWs Heard-by Council P1 Clerk GC34090 Appeals not Heard by Council CL+21 Various GC34090 Audio Tapes or Liberty System 6 mos. Clerk GC34090.7 Cablecast Schedule for Gov. Access Channel 20 2 Clerk GC34090 Council nda Packets P Clerk GC34090 Council Brochures P Clerk GC34090 K_ ea p one for historical purposes Council "Notes" 2 Admin IGC34090 Council Policies & Procedures P _ Clerk 1GC34090 Keep one for historical purposes Council Resumes CU +2 Admin GC34090 Council Subcommittee Assignments a Clerk GC340M DVDs of Council and Planning Commission Meetings P Clerk GC34090.7 Hot Files 2 _ Admin GC34090 Minutes P Clerk GC34090 e Oaths of Office P Clerk GC34090 _ _ GC34090 Advisory, non - election related (If submitted to Council, retain permanently with agenda Packet.) GC34090 State Constitution Petitions to Council 5 Clerk Proclamations 2 Clerk Proposition 218 Protest letters P _ Clerk Public Comment and Speaker Slips Red File Items i.e; correspondence) 2 P Clerk _Clerk GC34090 GC34090 Original red file is part of the agenda packet Resolutions and Ordinances P Clerk _ GC34090 (e) 302 COMMISSIONS, COMMITTEES, BOARDS endalA enda Packets P 2 Various Various GC34090 GC34090.7 Audio Tapes Bylaws P Various_ GC34090 (e) Membership File: (Appointed AB members applications, oaths, correspondence, etc.) T+5 Clerk GC34090 Applications not appointed) 2 Clerk GC34090 _ _Minutes _ _ P Various GC34090(e)_ cr ReuitmenFil t e: Includes correspondence, Maddy Act notices, mist- 2 Clerk GC34090 ads and information Resolutions P Various GC34090 (e) Rosters S +5 Clerk GC34090 CITY ADVISORY BODIES Advisory Body Handbook Pj Clerk GC34090 Keep cme for historic reasons Advisory Bodv Training 51 Clerk GC34090 304 AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated -ity of san tuts owspo " `: C E1 VB ) Police Department MAY 2 7 2015 November 4, 2014 - To: Stephen Gesell, Chief of Police Christine Dietrick, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy SLOPD Visitor Log sheets. Most of these completed sheets list date and month but omit the year. Where a year is noted it goes back to 2004 and everything in this stack has been archived for more than two years. On November 1, 2012 1 confirmed with the City Attorney's Office to hold these sheets for two years and then request destruction due to the fact that a year is not listed on most sheets. Attachment: Copy of Retention /Disposition Schedule Copy of one SLOPD Visitor Log as an example Please s'c' below indicating your approval for the destruction of the record Chief Stephen esell ristine Dietrick Chief of Police City Attorney CERTIFICATION OF DESTRUCTION certify th t the records listed above were properly disposed of on Ker, os nblum Communications & Records Manager CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE .. .._I�rAti Urrts;erstsruasrOVE CODE890TION ftETENTfQN FOR RETENTION AND REMARI% PERI40 p1SP€y5ETIpNflFRECppp GOPIES or DUPLICATE$ of documents far whkh adepartment Is rof Oupflcatas and espies distributed to various departmeois fo informanana purposes the offiee of nwArd may be deslroycd by the depailmente when Choy are 40 longer usafuf for refereAce. 'No "Regyin! for Records DestruCt[on' form is required. ELECTRONIC DOCUMENTS E1ec1mniaeopAn of papal reaxrls steoufd be k ®pt "a Binger It:an the retention pons specified in this.sehedule. if eWranld documents are also in a paper %(mal both _. must be dasircyed El the same lime. 100 GENERALADIA1141STRATION 101 OFFICE GENERAL MANAGEMENT 5lly Manager (CM} Reports Cl Gannratad Infamasionn6l radhl W. PuE Wi- ffons, NeWsEtti City We oHGes grid Pracndures Corrects "Aw • External. Correapomlende • Inleraal'[exciudin0 CM Reports - see above] Departsnanldi P�ldeslPrrrDRdufgs General Information _ In -House Committees �'- Star7Meauno Notes _ 102 OFFICE REFERENCE Aranuel-_i3epartTental Repasts Canirrtawior Lira - Chronotopfcel FPlgs ` Community Organl;aflons CornQtginls Gertsral fnrormetlaa Pgakhia Fetid wi mow are we dolnp? forms) professlonef Asiociatlans Pu�kaSkn€5 {Journaf6, perfodkalay 103 FORMS MANAGEMENT Blank Forms 101 RECORDS MANAGEMENT Cenfr"les of Dasl=bon i?Ubllc Rnca±ds Ra�uesls - Records Ratonlion 5c iodule 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Addmsa Files Business Tax Corulicates Ilts (numerle) Permits 5 __- Various "GC34090 P Various GC3'4o90 Keep one for hlstnricat -uasa5 P, _ Vgg" GC34090 Keep one for hrstorlcai purposes - - P eui ding GC340, a) iRicietitm Vnmedlalefy dRur rase insprxclon 2' Various GC349fi(1 S +Bi Various _ GC34og0 - P Various GC3d490 CU+S I Plaanfrrg &534004 Ada 64, keel for M? ?chAf{Stmlcpurfap- 21 Various GC34040 51 Various OC34090 5; Cferk GG3440 21 various &G94gfi4 ,�i. Vedaua •GC31fT$0 $ Venous - GC34OW 2 Various La3109t1 2 14_55ua OC -34490 2 Varloua GC34000 Oki, Various NaI a pubic rsooM. No "Request for Records Deahs pn term Is requred, S, W010 a No'Requesl for Records Destruction" form Is required. P Clark G034090 Legal necord of final disposition of document Y V9rI0us &53404[1 S-S _ Clerk § 'i 949 P Planning ll 3 q fo) P planning GC34GWa) P coming &534090 ) Micmflim alter 5 years P eui ding GC340, a) iRicietitm Vnmedlalefy dRur rase insprxclon as 8uifding IGC340MO) Mldmfi m. ens year aker Hnaf Ins ion P Planning dG;�8D91}ts) P BuYdkV GG34000(ay SHcrglikn and retain or�g nai cards _ P Plaanfrrg GC340*w P Riannlrng GC344JOioj.r ;_.._,_ AE =Aber Expiration AU•Awlit CL -CloseWCompleted W-Cunent 01R= 0e5troy when no longer "vent E•Affer Eleaion P= permanent 5 -Superseded T= Terminated 18 DATE TIME IN I NAME At I t" � F SLOPD VISITOR'S LOG �h L� L, �l BADGE # I REASON TIME OUT SIG l M 4 1 6 to TT ED IN /OUT BY Isc-� - - `kyt5 cam, It i v Ls cA-,J to 10 � �r.. kECEIVED ocuea�� APR 3 0 2015 Document Storage, Retrieval & Management Professionals NAI V I�"' "a CERTIFICATE OF DESTRUCTI6;'- r ` ACCT #: COMPANY NAME : y '—�' l�s✓ U \')� �'_- �� `/ i ADDRESS: DATE TIME: : i �� The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: Non -NAID Certified CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB I MAG.MEDIA I OTHER BOX I I I` QUANTITY DESTROYED THE DocUTEAM .� _,r AUTHORIZED EMPLOYEE _f f SIGNATURE PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 I Phone 805.544.0440 I Fax 805.544.0858 I www.thedocuteam.com lemorandum City of San Luis Obispo Parks and Recreation Department January 6, 2015 TO: Shelly Stanwyck, Director of Parks and Recreation Christine Dietrick, City Attorney FROM: Marti Reynolds, Supervising Administrative Assistant SUBJECT: Request for Records Destruction On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as now being eligible for destruction. We currently have the equivalent of 32 boxes of records that exceed these retention requirements. All boxes are in storage at the Ludwick Community Center where they are marked and arranged by division and date (and some still by our prior numbering system), then placed on an inventory spreadsheet. This inventory is then visually verified and additions noted before making this annual request. The method of destruction will be by shredding and recycling the boxed contents of the eligible files. We anticipate using Iron Mountain Records Management. Once permission is received, we will schedule Iron Mountain to come to the Ludwick Community Center to shred the approved documents. Please sign below indicating your approval for the destruction of the records listed on page two of this document. Also attached is the disposition schedule from the Records Retention Policy outlining Parks and Recreation documents. Shelly Stanwyck, Parks and Recreation WstineDietrick, City LAttomey CERTIFICATION OF DESTRUCTION I, Marti Reynolds, do hereby certify that the records listed on the attached were properly disposed of. upervising Administra 've Assistant Date Original: City Clerk Copy: Parks and Recreation Department Records Eligible for Destruction 2014 -15 Located in Storage at Ludwick Community Center flirvicinn Film Name Dated Retention Fxnire% Admin Injury Reports /Participants (originals) 2007 2014 Injury Reports /Participants (originals) 2008 2015 Facilities Ludwick Community Center Sales Receipts /Participants (Reported to SAA in 2014) 2008 2010 (2 boxes) Facilities Permits & Insurance 2010 2015 (2 boxes) Batting Cage Revenue Receipts (Reported 2014) 2003 -08 2013 Community Services Contract Class Waivers /Rosters 2008 -10 2013 -2015 Contract Class Waivers /Rosters 2010 2015 POOL (2 boxes) Aquatics Waivers, Injury Reports 2002 -2009 2014 GOLF Revenue Transmittals /Cart Rental Agreements /Club Rental Logs 2010 -11 2014 Revenue Trans. w /waivers 1/2010-7/2012 2012 2015 Revenue Trans. w /waivers 8/2011- 3/2012, w /inventory 2010 -11 2012 2015 SPORTS (2 boxes) Triathlon Waivers (Reported to SAA in 2014) 2004 2009 Triathlon Waivers (Reported to SAA in 2014) 2009 2014 (5 boxes) Softball Waivers (Reported to SAA in 2014) 2009 2012 -2014 Fundamentals Soccer /Basketball Registration and Waivers 2012 2015 YOUTH SERVICES STAR and Sun & Fun Billing Sheets -All Sites 2009 2014 Scholarships /Fee Reductions 2012 -14 2013 -2015 Bishop Peak Billing Sheets 2012 2014 (3 boxes) CAP SLO Fee Reduction 2005 -09 2011 -2014 CITY OF SAN LUIS OBISPO RETENTION /DISPOSITION SCHEDULE Pape �� RECORD TITLE ' _ RETEWnON PERIODS UM I VITAL OFt =ICE OF CODE &EGTIpN yew wAm Gdwmioe _ --� IPUD1Ic FadMas (IndudkV ACTNE INACTIVE TOTAL RECORD REMARKS pools and parks): Capital mprovanm* and Construction 5 51 tO��yes Put�k W�rfcs GC34€1I�(a) (Including pools and parks): Maintenance and 5 5 Ili �I t7 a awns yea Public Works GC34090(s) ;Sd+olar��l CU ' Cu I PAR i f -%AfMW A% 15 is Walven; CU +t —j4- -- — Y _ 74athlon Waivers E CU+ 1 4 - i --- ' �- A'ID0 1 iAiks O :pI Acddant f I _ Rs rte –Event Rarticl tits cU +' 2 ■ FA CU- Cunet CL=CI os.dCxrM t DIR=7eairo when no longer relevant ME =After aaplration T Tarrnlnetlon AU=Audlt S= Superseded IfM = ImapelMkxsaNrnlFlche •"` • �' RECEIVED 0"w oc9 Teaw APR 3 0 2015 Document Storage, Retrieval & Management Professionals � 3� CERTIFICATE OF DESTRY7CTION r r -� ACCT # COMPANY NAME ADDRESS: DATE : (� TIME: The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: Non -NAID Certified CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG.MEDIA OTHER BOX QUANTITY DESTROYED THE DOCUTEAt~1/ AUTHORIZED EMPLOYEE /,,rfd `- SIGNATURE PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com DecaTeaw Document Storage, Retrieval & Management Professionals T.- ts 20828 CERTIFICATE OF DESTRUCTION 4 AccT #: COMPANY NAME : A %� b/ r i ADDRESS; -7 � �� %>' �� DATE : • /,} TIME: The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG.MEDIA OTHER BOX QUANTITY DESTROYED THE DOCUTEAM AUTHORIZED ft / EMPLOYEE a SIGNATURE `' PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com MY of san Luis ompo Police Department RECEIVED Date: March 20, 2015 APR 2 4 2015 To: Stephen Gesell, Chief of Police 5LO CITY CLERK Christine Dietrick, City Attorney_ From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those recor retention schedule are attached. ds and relevant sections from the records The method of destruction will be by shredding and recycling. Indices of information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy the Use of Force reports for calendar year 2005. The original case reports are retained in the Laser Fiche system as the master case record. These are just the memos where each use of force is investigated. Attachment: Copy of Retention /Disposition Schedule Copy of the excel sheet listing reports to be destroyed. Please sign below indicating your approval for the destr ction of the ov listed records j -6Zh ie�-F.Sptehen Gesell hristine Dietrick Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on Ker & Records Manager Memorandum March 9, 2015 TO: Michael Codron, Assistant City Manager J. Christine Dietrick, City Attorney FROM: Anthony J. Mejia, City Cler SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. We currently have the equivalent of 2 boxes of records that exceed these retention requirements. The boxes are in the vault at the City Clerk's Office where they are marked and labeled by date and department. They have been placed onto an inventory spreadsheet. This inventory is then visually verified and additions noted before making this annual request. The method of destruction will be by shredding and recycling contents of the eligible files. We anticipate using Docuteam. Once permission is received, we will schedule Docuteam to come to the City Clerk's Office to shred the approved documents. Ple help _ dicating your approval foVty of th . at1 ched listing of records. o Department Head rney CERTIFI CATE OF DESTRUCTION I, Anthony Mejia, do hereby certify that the records listed on the attached were properly disposed Affn t - , i e� M Original: Cit Clerk's Mee Copy: Department Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule RECORDS FOR DESTRUCTION Clerk's Office To Be Destroyed March 2015 DEPUDIV CREATION YEAR RETENTION EXPIRES DESCRIPTION Records Mana ement 2012 2014 Request for Records -A 2012 2014 Request for Records - B 2012 2014 Request for Records — C 2012 2014 Request for Records — D Legal 2007 2011 Affidavits of Publication 2008 2012 Affidavits of Publication 2009 2013 Affidavits of Publication 2010 2014 Affidavits of Publication 2007 2011 Certificates of Posting 2008 2012 Certificates of Posting 2009 2013 Certificates of Posting 2010 2014 Certificates of Posting 2007 2011 Legal Display Ads 2008 2012 Legal Display Ads 2009 2013 Legal Display Ads 2010 2014 Legal Display Ads 2007 2011 Public Hearing Notification 2008 2012 Public Hearing Notification 2009 2013 Public Hearing Notification Statements of Economic Interests 2002 -2003 2009 Economic Interest Form A -L 2002-2003 2009 Economic Interest Form M -Z 2003 -2004 2010 Economic Interest Form A -L 2003 -2004 2010 Economic Interest Form M -Z 2004 -2005 2011 Economic Interest Form A -L 2004-2005 2011 Economic Interest Form M -Z 2005 -2006 2012 Economic Interest Form A -L 2005 -2006 2012 Economic Interest Form M -Z 2006 -2007 2013 Economic Interest Form A -L 2006-2007 2013 Economic Interest Form M -Z 1998 -2006 2000 -2008 General Info 2007 2009 General Info CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated RECORD TITLE TOTAL OFFICE RESPONSIBLE RETENTION FOR RETENTION AND PERIOD DISPOSITION OF RECORD D/R _ CODE SECTION REM_ ARKS Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. No"Request for Records Destruction" form is required. Electronic copies of paper records should be kept no longer than the retention period specified in this schedule. If electronic documents are also in a paper format, both must be destroyed at the same time. GC34090 COPIES or DUPLICATES of documents for which a department is not the office of record ELECTRONIC DOCUMENTS 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT City Mang er CM Re orts 5 Various City-Generated Informational Brochures, Publications Newsletters P Various 7GC34090 Keep one for historical purposes Cit -wide Policies and Procedures P Various GC34090 Keep one for historical purposes Correspondence - External 2 Various IGC34090 Correspondence - Internal (excluding CM Reports - see above) 2 Various GC34090 Departmental Policies /Procedures S +5 Various IGC34090 General Information In -House Committees 2 CU +5 Various Various GC34090 GC34090 May be kept for research /historic purposes Staff Meeting Notes 2 Various IGC34040 102 OFFICE REFERENCE Annual Departmental Reports 51 Various GC34090 Certificates of Life 51 Clerk IGC34090 Chronological Files 21 Various IGC34090 Community Organizations 5 Various IGC34090 Complaints 2 Various GC34090 General Information 2 Various GC34090 Positive Feedback How are we doing? forms 2 Various GC34090 Professional Associations 21 Various GC34.090 Publications ournals, periodicals) D/R1 Various Not a public record. No "Request for Records Destruction" form is Leguired. 103 FORMS MANAGEMENT - Blank Forms _ SI_ Various No "Request for Records Destruction" form is required. 104 RECORDS MANAGEMENT 1 Certificates of Destruction P1 Clerk GC34090 Legal record of final disposition of document .1; Public Records Requests 21 S+51 Various Clerk GC34090 CCP 343 Records Retention Schedule I — — 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files _ _ Business Tax Certificates Code Enforcement Files _ Construction Files Construction Permits numeric PI_ Planning GC34090(a) P Planning GC34090(a) P Building GC34090(a) Microfilm after 5 years P Building GC34090(a) Microfilm immediately after final inspection P Building P Planning GC34090(a) Microfilm one year after final inspection GC34090(a) _ Home Occupation Permits Inspection Cards _ Notices of Address Change P Building GC34090(a) Microfilm and retain original cards P, _ Planning IGC34090(a Notices of Determination P _ Planning GC3_4090(a) P Planning GC34090(a) Microfilm Notices of Exemption AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated RECORD TITLE TOTAL OFFICE RESPONSIBLE RETENTION FOR RETENTION AND PERIOD DISPOSITION OF RECORD CODE SECTION REMARKS 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; Annexation; Variance; Lot Line Adjustment; Street Name Change; Other P Planning GC34090(a) Microfilm after 2 years Recorded Agreements: Residents /Covenants, Affordability, First -Time /ilHome-Buyer, etc. P Clerk GC34090(a) (Filed under 704 -06 in City Clerk's office in Housing Agreement section by ro ert address. Sign Inventory Files 21 Planni2g GC34090 Sign Permits 21 Buildirm GC34090 Tentative Tracts and Minor Subdivisions P Planning GC34090(a) Film after minimum of 10 years.* See Public Works for final maps. Unreinforced Mason Files structural analysis) P Building GC34090 a 300 CITY MANAGEMENT 301 COUNCIL FILES Appeals Heard by Councl P Clerk GC34090 Appeals not Heard by Council CL +2 Various GC34090 Audio Tapes or Liberty System 6 mos Clerk GC34090.7 Cablecast Schedule for Gov- Access Channel 20 2 Clerk GC34090 Council A enda Packets P Clerk GC34090 Council Brochures P Clerk GG34090 Keep one for historical purposes Council "Notes" 2 Admin GC34090 Council Policies & Procedures P Clerk GC34090 Keep one for historical purposes Council Resumes CU +2 Admin GC34090 Council Subcommittee Assignments 8 Clerk GC34090 DVDs of Council and Planning Commission Meetings P Clerk GC34090.7 Hot Files 2 Admin GC34090 Minutes P Clerk GC34090(e) _ Oaths of Office P Clerk GC34090 Petitions to Council 5 Clerk GC34090 Advisory, non- election related. (If submitted to Council, retain permanently with agenda packet.) Proclamations 2 Clerk GC34090 Proposition 218 Protest letters P Clerk State Constitution Public Comment and Speaker Slips 2 Clerk _ GC34090 Red File Items i.e; correspondence) P Clerk GC34090 Original red file is part of the agenda 2acket Resolutions and Ordinances P Clerk GC34090 (e) 302 COMMISSIONS, COMMITTEES, BOARDS AgendaIAgenda Packets P Various IGC34090 Audio Tapes 2 Various I GC34090.7 _ B laws P Various GC34090 (e) Membership File: (Appointed AB members applications, oaths, correspondence, etc.) T+5 Clerk iGC34090 Applications (not appointed) 2 Clerk GC34090 Minutes P Various GC34090(eJ _ Recruitment File: Includes correspondence, Maddy Act notices, misc. 2 Clerk GC34090 ads, and information _ Resolutions P Various GC34090 e Rosters S+51 Clerk I GC34090 304 CITYADVISORY BODIES Advisory Body Handbook _ P1 Clerk GC34090 Keep one for historic reasons I Advisory Body Training 51 Clerk GC34090 AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated 1:1 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE AE = er rxpiraaon ,vU =Auait GL= t;ioseaiUompleted GU= Gurrent D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION _ FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Fixed Asset Subsidiary Ledger includes invento ) ALI+51 Finance & IT IGC34090 (c) / 26CFR301 -65 -1 Monthly Financial Statements AU +S Finance & IT IGC34090 C Other Financial Reports AU +4 Finance & IT GC34090 c) _ State Controller Reports _ _ _ Surplus Property List P P rtY AU +10 AU +4 _ Finance & IT GC34090(C) Finance & IT GC34090(c) 500 HUMAN RESOURCES Applications (unsuccessful applicants) CL +5 HR 129 CFR 30.8 / GC 12946 Dep2rtment of Motor Vehicles Records T +1 HR GC12946 Discrimination Com taint T +5 _' _ HR 29 USC 255 a Employee Discipline T +3 HR GC34090 {0 Employee Files Employment Eligibility Verification - Immigration /Naturalization Service (19 Form) T +5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) T +3 HR GC34090(c) Equal Employment Opportunity Reports 31 HR GC34090 C General Correspondence 21 HR GC34090 Insurance /Benefits AU +4 HR 29CFR1627.3 2 Labor Negotiations T +3 HR _ GC34090(c) Risk Management Claims A ainst The City CL +5 HR GC34090 Risk Management Reports CL +5 HR GC34090 Safety T +3 HR GC34090(c) Temporary Em loees T +5 HR 45CFR1068. 6APPA /29CFR1627.3/SLOMC11.04.010H Tuition Reimbursement AU +3 T +30 CU +2I HR GC34090(c) HR 29CFR1910.20 Various IGC34090 / CCP337 / SLOMC3.24.170 Workers Compensation 600 601 PURCHASING & CONTRACTING PURCHASING Bids, RFPs unsuc essf i Bids, RFPs RFQs successful AU +5 P Various GC34090 / CCP337 / SLOMC3.24.170 _ Clerk IGC34090(a) City-Owned Property/Property Management General Information t 2 Various GC34090 Surplus Propeqy Auction/Dis I AU +4 Finance CCP337 Surplus Property Listi ng AU +2 Finance i GC34090 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE Affidavits of Publication CU +4 Certificates of Posting CU+41 Charters - Listed Numerically with Amendments P1 Citizens' Charter Committee Pj Council Ordinances _ P1 Council Resolutions P Various GC34090 Various GC34090 Clerk GC34090 /GC40806 Clerk GC34090 Clerk GC34090 (e) Clerk GC34090 e / GC40806 Grand Jury 2 Clerk IGC34090 League of CA Cities 2 Clerk GC34090 Legal Notices, Legal ads, and Display Ads CU +4 Various GCS 11.2; GC34090 Legislation: Count , Federal, State 2 Clerk GC34090 Municipal Code P Clerk GC34090 (e) Database on City network/Keep one for historic value Notices of Addjournment 702 ELECTION Absentee Voter a licativnS 'es 2 E+6 mos. Various Clerk I GC34090 ECi7505 b Confidential Application to view: voter registration info. AV voter lists 5 Clerk EC2188 Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets, logic/accura2y logic/accuracy tests, other ballot - related docs E +6 mos. _ Clerk EC17302; EC17306 (if no legal action) Confidential Campaign Disclosure Statements: AE = er rxpiraaon ,vU =Auait GL= t;ioseaiUompleted GU= Gurrent D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE Grants -in -aid (Applicants, reports, contracts, supporting documents) I CL +bl Various IGC34000 State Grants (Applicants, reports, contracts, supporting documents) I CL +5I Various 411 UTILITY BILLING Meter Reads +41 Finance & IT AU +4 412 FINANCIAL REPORTS Audited Financial Statements P Finance & IT IGC34090 c Bonds Payable and Other Long -Term Indebtedness T+31 Finance & IT GC3_4090(c) / CCP337 5 / GC53921 Budget Document (Financial Plan) P I Finance & IT GC34090(c) AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated Journal Entries AU+4j Finance & IT GC34090 c Refunds Revenue Backup AU +4 _ Finance & IT GC34090 c AU+41 Finance & IT I GC34090 c / SLOMC3.16.190 / SLOMC3.04.110 Transient Occupancy Tax AU+41 Finance & IT GC34090 c 403 MISCELLANEOUS Budget Amendment Reauest (BAR) AU +4 Finance & IT IGC34090 Checks Canceled AU +6 Finance & IT GC34090 (c) / CCP337 I General Correspondence AU +4 Finance & IT IGC34090 406 PAYROLL Payroll Charges AU+41 Finance & IT GC34090 (c) / CFR516.2 Payroll Reports AU +10 Finance & IT GC34090 c Tax Reports AU +11 Finance & IT GC34090 c / CFR516.2 _ Time Sheets AU +4 Finance & IT GC34090 c / CFR516.2 408 GRANTS Community Development Block Grants CDBG T+41 Plannin 24CFR570.502 Federal Grants, including FEMA / Other Emergencies (Applicants, reports, contracts supporting documents CL +5 Various GC34090 Grants -in -aid (Applicants, reports, contracts, supporting documents) I CL +bl Various IGC34000 State Grants (Applicants, reports, contracts, supporting documents) I CL +5I Various 411 UTILITY BILLING Meter Reads +41 Finance & IT AU +4 412 FINANCIAL REPORTS Audited Financial Statements P Finance & IT IGC34090 c Bonds Payable and Other Long -Term Indebtedness T+31 Finance & IT GC3_4090(c) / CCP337 5 / GC53921 Budget Document (Financial Plan) P I Finance & IT GC34090(c) AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD _ Successful Candidates P Clerk GC81009 b Unsuccessful Candidates E +5 Clerk _ GC81W9 h Other T +7 _ Clerk GC81009(e) Election correspondence _ Election documents: expenses, proofs, night logs E +2 E +2 Clerk Clerk GC34090 GC34090 Election history P Clerk GC34090 Election notices, publications, certificates E+2 Clerk After Certification of Clerk results + 8 months P Clerk _ GC34090 Initiative, Referendum, Charter Amendments, Recall Petitions EC17200/EC17400 Confidential Municipal Election File/Sample Ballots GC34090 Nomination Papers: _ _ Successful Candidates P Clerk EC17100 Unsuccessful Candidates E +5 Clerk EC17100 Precinct Board Appointments - appointment of precinct oficials E +6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list E +6 mos., Clerk EC17304 Confidential Roster of voters, original indices (precinct board E +5 Clerk EC17300(a ) (if no legal action 703 CITYATTORNEY i Administrative Files CU +$ City Attorney GC34090 Civil Litigation Civil Litigation regarding Property (including settlement and releases) CL_ +10 Cit Attorney GC34090 (b) P CL +5 City Attorney City Attorney GC34090(a) GC34090 (b) Criminal Cases going to court Criminal Citations_ _ _ Legislative Files _ 704 GENERAL LEGAL AgreementstContracts (consultants, purchase agreements, and others not shown elsewhere in the retention schedule) LClaims /Subpeona Logs Donor and Donation Agreements CL +2 City Attorney GC34090 CU +2 City Attorney GC34090 CU +5AE 2 Various �CCP337 Clerk Clerk IGC34090 GC34090 _ _ P Ethics Training Certificates Housing Agreements (Includes recorded and other related r CL + 5 Clerk IGC34090 P Clerk GC34090(s) Joint Powers Authorities CL + 10 Clerk GC34090 Lease Agreements of Real Property (long -term; i.e., more than five CL + 5 Clerk GC34090 Liens P Clerk jGC34090(0) Public Art Agreements P Clerk IGC34090 Recorded Documents (Abandonments, Deeds, Easements, P Clerk IGC34090 Williamson Act Contracts P Clerk GC34090(a) 706 CAPITAL IMPROVEMENT BOARD 1 CIB Ag reements/Contracts P Clerk CCP337 I CIB Establishment/Bylaws P _ Clerk GC34090 (e) Clerk GC34090 (e) CIB Resolutions/Ordinances P General Corres ndence 2 Finance GC34090 P _ Clerk �GC34090(e) 2' Clerk GC34090 Minutes_ _ _ 707 STATEMENTS OF ECONOMIC INTEREST General COffeSpondence Statements of Economic Interest (8 200 Filers) Still 8rtlents of Economic Interest (city Code Filers ) T +7 Clerk GC81009 e & CCAC Guidelines 7 IGC81009 e AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE _ CODE SECTION PRETENTION FOR RETENTION AND REMARKS ERIOD DISPOSMON OF RECORD 709 PUBLIC INFORMATION /COMMUNITY RELATIONS Consumer Price Index CPI CU+21 Various IGC34090 General Correspondence 4 2 Various GC34090 Press Releases CU +2 Various GC34090 800 PUBLIC WORKS 601 ENGINEERING Contractor Bids (not awarded) CL +2I Public Wcrks GC34C90 Exception: Federally funded: 3 year retention period or as required by the funding authority- Encroachment Permits CL +4 Public Wcrks GC34090 Engineering Standards .1 Public Wcrks GC34090(a) _ General Correspondence 21 Public Wcrks GC34090 _ Job Files: Certified payroll; pay estimates; original bid documents; legal CL +2 Public Wcrks GC34090 Federally funded or as req'd by the federal authority ads; preliminary notices /liens; engineer's daily logs or inspector's diaries: DAS13 Job Files:Org. specials w /autocad drawings, photos/video tapes for P Public Wcrks GC34090 historic value; agrmnts; CMR/CAR; change orders; env docs; final pay est Wattach; notice completion; haz waste manifests /transp dots; ins certs; perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty, as -built daily logs or inspectors' diaries; bids /plans /specs I I Final Tracts and Minor Subdivisions (includes subdivision P Public Works iGC34090(a) Film after minimum of 10 years'. See Community Development for improvement agrees; development agrees; in -lieu agrees) :Final maps 6021 STREET ADDRESS FILES General Information 21 Public Wcrks IGC34090 Street Files 101 Public Wcrks, IGC34090 803 MASS TRANSPORTATION General Information 51 Public Wcrks IGC34090 Local -SLO Municipal Bus System _ CU +10' _ Public Wcrks GC34090 Re iog nal Elderly/Handicapped Transit CU +2' Public Wcrks GC34090 Taxicabs CU +5j Public Wcrks GC34090 Transportation Permits CU +2; Public Wcrks GC34090 Unmet Transit Needs 101 Public Wcrks tGC34090 804 PARKING B Downtown Parking Study P'; Public Wcrks GO-34090 General Information 21 Public Wcrks GC34090 Parking Appeals CU +2 Public Wcrks GC34090 Parking Citations CU +2 Public Wcrks GC34090 Public Wcrks GC34090 Public Wcrks _ GC34090 Public Wcrks GC34090 I Parking Meters CU +5 Parkinq Policies CU +5 Ridesharin /Car Pool Program CU +5 806 DISTRICTS Assessment Districts CL +10 Public Works/Clerk IGC34090 Note: original documentation in City Clerk's Office Public Works/Clerk GC34090 Note: original documentation in City Clerk's Office Public Wcrks_ GC34090 Benefit Districts CL +10 General Information 2 Geologic Hazard Abatement Districts CL +10 Public Wcrks 4 GC34090 Residential Parking Districts . CL +10 Public Wcrks GC34090 Public Wcrks GC34090 _ Underground Utilities CL +10 AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Pennanent S= Superceded T= Terminated r uecuTeam MAR 0 3 2015 Document Storage, Retrieval & Management Professionals': 201-86 CERTIFICATE OF DESTRUCTION E AccT #: COMPANY NAME: r ! J �"j� i'r /(� 6� � r ADDRESS: � %G % ��/ ? r DATE : fie% S Sr TIME: The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG!MMIA OTHER BOX QUANTITY DESTROYED THE DOCUTEAM P; AUTHORIZED EMPLOYEE d y� SIGNATURE s PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com Ocueau FEB 03 2015 Document Storage, Retrieval & Managemek Professionals ArD -N41 CERTIFICATE OF DESTRUCTION 20017 ACCT #: COMPANY NAME: ADDRESS: DATE : 7 %��J TIME:' The DocuTeam is a member of the National Association For Information Destruction (NAIV), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: CONTAINER TYPE FILE BOX BANKER 35 GAL. 64 GAL. LARGE CAB MED. CAB MAG.MEDIA OTHER BOX QUANTITY DESTROYED THE DOCUTEAM f AUTHORIZED f f ° EMPLOYEE !/' I SIGNATURE I /- 411 PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com