HomeMy WebLinkAbout2001-2006 Records Retention Policy-Schedulelllla
• City of San Luis Obispo
RECORDS RETENTION
POLICY AND SCHEDULE
Prepared by the
City Clerk's Office
July 2006
RECORDS RETENTION POLICY AND SCHEDULE
TABLE OF CONTENTS
1. Resolution No. 9174 Adopting City -Wide Records Policy and
Retention Schedule.....................................................2
2. Records Retention Policy..............................................4
A. Electronic Mail Policy..............................................................8
B. Sample 1 - Certificate of Destruction .............................15
C. Sample 2 - Destroyed Records Log................................16
3. Legend.....................................................................17
4. Records Retention Schedule ....... . ...................................18
0
RESOLUTION NO. 9174 (2001 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY-WIDE RECORDS RETENTION SCHEDULE
AND ESTABLISHING A POLICY FOR THE PRESERVATION, PROTECTION
AND LEGAL DISPOSITION OF THE CITY'S RECORDS
WHEREAS, it is necessary to provide a system for effectively managing the
paperwork accumulated in the daily operations of the City of San Luis Obispo; and
WHEREAS, Section 34090 of the California Government Code provides guidelines
for destroying records that have served their purpose and are no longer required; and
WHEREAS, the City Council did, by the adoption of Resolution No, 5304 (1984
Series) authorize retention schedules for certain City Clerk records; and
WHEREAS, the City Council did, by the adoption of Resolution No. 8122 (1993
Series) authorize retention schedules for certain financial and personnel records; and
WHEREAS, there is a need for a City-wide records retention policy and schedule,
which standardizes the length of time records are kept according to all applicable legal,
fiscal, administrative and historic requirements.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo resolves as follows:
SECTION 1. The Records Retention Schedule attached hereto (Exhibit A) is
hereby adopted and shall be implemented on an ongoing basis without further action by the
City Council.
SECTION 2. The Records Retention Policy attached hereto (Exhibit B) is hereby
established.
SECTION 3. That portion of Resolution No. 5304 (1984 Series) establishing a
retention period for certain City Clerk records is hereby rescinded.
SECTION 4. Resolution No. 8122 (1993 Series) authorizing retention schedules
for certain financial and personnel records is hereby superseded.
SECTION 5. The City Council does hereby direct the City Clerk, in consultation
with the City Attorney, to review annually state and federal regulations and to update the
Records Retention Schedule and/or policy as necessary.
R 9174
Resolution No. 9172001 Series)
Page 2 of 2
Upon motion of Vice Mayor Ewan, seconded by Council Member Mulholland,
and on the following roll call vote:
AYES: Council Members Marx, Mulholland, Schwartz, Vice Mayor Ewan,
and Mayor Settle
NOES: None
ABSENT: None
The foregoing resolution was adopted this 24`h day of April 2001.
*r- Allen Settle
ATTE
Lee Price, City Clerk
APPROVED AS TO FORM:
r/�►�Attorney
f
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY'S RECORDS
SECTION 1. Purpose:
The declared purpose of this policy is to provide for the proper and efficient management of City
of San Luis Obispo business records. Proper and efficient management includes:
• Providing public access to and protecting the public's rights to inspect public records in
accordance with the California Public Records Act.
• Preservation of records with long-term or permanent value.
• Protection of records vital to City government in the event of a disaster.
• Protection of records essential to City government, but which are referenced infrequently.
Demonstration of compliance with legal retention requirements established by federal,
state and local authorities.
• Orderly retirement and destruction of records no longer required by statute to be retained
or needed for reference.
• Elimination of duplicate records filed in several departments.
SECTION 2. Definitions:
A. "Public Record" includes any writing containing information relating to the conduct of
the City's business prepared, owned, used, or retained by the City regardless of physical
form or characteristics.
"Writing means any handwriting, typewriting, printing, photostating, photographing,
photocopying, transmitting by electronic mail or facsimile, and every other means of
recording upon any tangible thing any form of communication or representation,
including letters, words, pictures, sounds, or symbols, or combinations thereof, and any
record thereby created, regardless of the manner in which the record has been stored.
Computer software purchased or developed by the City is not itself a public record.
"Computer software" includes computer mapping systems, computer programs, and
computer graphics systems. The data or information stored in a computer is a public
record and shall be managed and disclosed as required.
E-mail retention is governed by the City's Electronic Mail Policy.
B. "Records Management" means the systematic control of the creation, processing, use,
protection, storage, and final disposition of all pubic records pursuant to State and local
laws and regulations.
C. "Retention Schedule" means the document identifying the length of time a record is
maintained including disposition.
Records Retention Policy Page 2
D. "Disposition" means the length of time a record is kept, which may be permanent.
E. "Active Record" means records kept in the office and referred to on a regular basis.
F. "Inactive Record" means any public record transferred to a records center for storage until
disposition is reached.
G. "Archives" means a repository for housing historical records, (whether in paper,
microfilm, or digital) which should be protected or preserved.
H. "Historical" refers to the retention of records that have enduring value because they
reflect significant historical events or document the history and development of the City.
I. "Vital" records containing information essential for: the resumption of operation after a
disaster or the reestablishment of the legal and financial status of the organization.
SECTION 3.Ownership of Public Records:
All public records are the property of the City and shall be delivered by outgoing officials and
employees to their successors. Public records are to be maintained in active file areas or in a
designated records center.
SECTION 4. Responsibilities:
A. City Council. The ultimate policies for the keeping, producing, permitting copies, and
management of all public records of the City shall rest with the City Council.
B. Officers and Employees. Each officer and employee of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records
in accordance with applicable Federal or State regulations, or such rules as may be
approved by the City Council.
C. City Atton,ey. The duty of the City Attorney shall be to review and approve requests to
dispose of records in accordance with the City's adopted records retention schedule; and
to provide legal guidance to the City Clerk in any review of and amendment to the
retention schedule, in accordance with Federal, State and City regulations.
D. City Clerk. The City Clerk may, for the proper and efficient management of the public
records:
Develop and circulate instructions and regulations necessary and proper to
implement the Records Retention Schedule.
2. Advise and assist City departments in the preparation of records inventories and
retention periods and make recommendations to the City Attorney.
Records Retention Policy Page 3
Maintain archives to protect records of historic nature, which should not be
destroyed.
4. In consultation with the City Attorney, revise the records retention schedule as
appropriate.
E. City Department. Heads. Each City Department Head shall establish and maintain an
active, continuing program for the economical and efficient management of the public
records of that department. Such program shall, among other things, provide for:
Effective controls over the creation, maintenance, and use of public records in the
conduct of business.
2. The maintenance and security of records deemed appropriate for preservation.
3. Segregation and disposal of records of temporary value in accordance with the
established retention schedule and this policy.
SECTION 5. Records Purge:
At least annually, each Department is responsible for reviewing all records in its custody.
Records that have reached the end of their retention period are to be destroyed pursuant to
Section 6. Electronic versions of those records should also be deleted.
Please note, at this time, digital records are not considered by the State archivists to be of
archival quality. State archivists use microfilm for permanent records, which can last for more
than 50 years. However, most digital formats become suspect within 10 to 20 years. At this
time, there is no system in place that will overcome the built-in obsolescence of digital
technology. While CD/DVDs can be reproduced ad infinitum, the potential for hardware and
software infrastructure problem is the real issue.
Therefore, original or paper copies of documents that have been digitized but not
microfilmed/fiched, and have a retention period of greater than 10 years must be retained.
Unless otherwise specified in Section 6, original or paper copies of documents that have been
microfilmed/fiched may be destroyed.
SECTION 6. Destruction of Public Records:.
The City Council, by adopting the records retention schedule, authorizes City Department Heads
to destroy duplicate records less than two years old if the records are no longer required in
accordance with adopted retention schedules.
All original records to be destroyed must be listed. Requests for the destruction of original
records must be approved by the responsible Department Head and the City Attorney prior to
destruction. The approved listing of the destroyed documents (sample 2), a copy of the
appropriate page from the records retention schedule and the signed Certificate of Destruction
Records Retention Policy Page 4
(sample 1), shall be filed in the Office of the City Clerk.
This section does not authorize the destruction of the following original records:
A. Records affecting the title to real property or liens thereon.
B. Records required to be kept by statute.
C. Records less than two years old.
D. Minutes, ordinances, or resolutions of the City Council or of a City Board or
Commission.
E. Original or paper copies of digitized records with a retention period of 10 years or
greater.
The City has identified that shredding and recycling the paper produced from the destruction of
these records is the most appropriate method of disposal. Accordingly, although the specific
method used for destruction shall be at the discretion of the Department Head, it shall reflect a
method of destruction that recycles any paper products and avoids the use of sanitary landfill
sites.
Records Retention Policy
MEMORANDUM
DATE
TO: Department Head
City Attorney
FROM: Records Coordinator/other Employee
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
Page 5
SAMPLE I
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 is attached.
Provide general information about the request: (Example: 104 boxes of records exceeding the
retention requirements and, as such, are being prepared for destruction. The method of
destruction will be via recycling after the Friendship School removes the non -recyclable
materials (paper clips, metal prongs, rubber bands, etc.) from the files. The cost of this service
will be $1.50 per box or $156.00 and approximately $40.00 for two boxes of large heavy-duty
plastic bags used to contain the paper for the recycler. We are scheduled to deliver the 104
boxes to Friendship School on (date).)
Please sign below indicating your approval for the destruction of the attached listing of records.
Department Head/Department.
City Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name), do hereby certify that the records listed on the attached were properly
disposed of on (date).
Original: City Clerk
Copy: Department
Records Retention Policy
RECORDSTORAGE
FINANCE STORE ROOM
OLD LIBRARY BUILDING
TO BE DESTROYED MARCH 2001
Page 6
SAMPLE 2
SYSTEM
STORAGE DESCRIPTION
DATE
FISCAL
YEARS
Accounting
06/98
Receipt journals, budget amendments
96-97
Accounting
06/98
Receipt journals, budget amendments
96-97
ADMIN
07/94
Street Report 198-89, Transit Report 1985-90, DOT Special Project 1982-86
80-90
ADMIN
06/96
6/94 audit work papers, debt service trustee thru 6/95, Street Report: 6/90, 1986
86-95
Capital Improvement Financing binder
ADMIN
06/96
Utility billing adjustment committee 6/95-1/96, sales tax 1" /2"d quarter 1995
95-96
ADMIN
09/97
Utility billing adjustment committee
96-97
ADMIN
03/99
Audit work papers
94-95
A/P
06/96
1099 tax reports
85-90
A/P
07/98
AmeriprideNalley Industrial backup
96-97
A/P
07/98
Cash trial balance, destruction list, refunds
96-97
A/P
07/98
Call America backup
96-97
A/P
07/98
Pacific Bell backup
96-97
A/P
07/98
Vouchers A
96-97
A/P
07/98
Vouchers B
96-97
A/P
07/98
Vouchers Ca — Ch
96-97
A/P
07/98
Vouchers Cl — Cy
96-97
A/P
07/98
Vouchers C misc — D misc
96-97
A/P
07/98
Vouchers E — F
96-97
A/P
07/98
Vouchers G — H
96-97
A/P
07/98
Vouchers I — K
96-97
A/P
07/98
Vouchers L — Mi
96-97
A/P
07/98
Vouchers Mo — 0
96-97
A/P
07/98
Vouchers P — Ph
96-97
A/P
07/98
Vouchers Pi — P misc
96-97
A/P
07/98
Vouchers Q — San Luis J
96-97
A/P
07/98
Vouchers San Luis M — SLO City
96-97
A/P
07/98
Vouchers SLO County — Sp
96-97
A/P
07/98
Vouchers St — Te
96-97
A1P
07/98
Vouchers Th — V
96-97
A/P
07/98
Vouchers W — Z
96-97
A/R
06/97
Paid invoices
96-97
A/R
11/97
Payment batches, MARS reports
96-97
A/R
11/97
Paid invoices
96-97
Bank Rec
06/96
Bank reconciliations
94-95
Bank Rec
07/96
Bank reconciliations & daily bank reports
94-95
Bank Rec
08/00
Stale -dated checks
90-93
Bank Rec
12/99
Stale -dated checks
88-98
Records Retention Schedule
P Permanent
S Superceded
T Termination
I/M Image/Microfilm/fiche (Please see Sections 5 and 6 of this
policy for additional information.)
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOW San Luis Obispo Municipal Code
USC United States Code
Retention Codes
A/E
After expiration
AU
Audit
CU
Current
CL
Closed/Completed
D/R
Destroy when no longer relevant
P Permanent
S Superceded
T Termination
I/M Image/Microfilm/fiche (Please see Sections 5 and 6 of this
policy for additional information.)
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOW San Luis Obispo Municipal Code
USC United States Code
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 1
RECORD TITLE
RETENTION PERIODS
I/M
[VITAL J-
OFFICE OF
CODE SECTION
(in years unless otherwise noted) j
RECORD
REMARKS
ACTIVE INACTIVE TOTAL
COPIES or DUPLICATES of documents for which a department is not
the office of record
DIR
D/R
!It is the policy of the City of San Luis
Obispo that duplicates and copies
distributed to various departments for
informational purposes may be
destroyed by the departments when
they are no longer useful for
ELECTRONIC DOCUMENTS
_
reference
Electronic copies of paper records
J
should be kept no longer than
Il
retention periods specified in this
schedule
-
MI
P.I
CAO Reports
31
5
Various
Various
GC34090(d)
GC34090(d) Keep one for historical
City Informational Brochures, Publications, NewslettersS P
P
City-wide Policies and Procedures
S1
P
_
Various
purposes
GC34090(d) Keep one for historical
P
Corr ndenoe - External
.
2i
_
Various
purposes
GC34090(d)
21
Correspondence - Internal (excluding CAO Reports - see above)
2j
I I
Various
Various
GC34090(d)
GC34090(d)
! 2
Departmental Policies/Procedures
General Information
S_
2
5
S+51
21
Various
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In -House Committees
CU
5
CU+5
Various
GC34090(d) May be kept for
Staff Meet[Etq Notes
D/R
D/R
research/historic purposes
Various
!Not a public record
1t:O: ICE: EN
Annual Departmental Reports
21.
3
Various
GC34090 d
Chronolo ical Files
2'
_5i
21.
Various
IGC34090 d
Community Organizations
2
3
51
Various
Various
GC34090 d
'GC34090(d)
Complaints
0I
General Information
21
_72—
2
Various
FGC34090 d
Positive Feedback How are we doing? forms
2
Various
'GC34090 d
Professional Associations
2.
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GC34090 d
Publications Gournats,periodicals)
D/RJ
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. Not a public record
M . SIA A fel*
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Retain while current ' Y
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Certificates of Destruction
2
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Various
GC34090 Legal document of final
disposition of record
Public Records Re guests
21
21
Various _ !GC34090(d)
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CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 2
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
i
(in years
unless otherwise noted)
RECORD
J REMARKS
ACTIVE
INACTIVE TOTAL
Address Files
CU
P
P yes
Planning
GC34090(a) Files added to daily:
j
Contains all original legal documents
Business Tax Certificates
CU
P
P
Planning
GC34090(a) Reside in Address Files
Code Enforcement Files
CL
P
P yes
Building
GC34090(a) Microfilm after 5 years
Construction Files
CL
P
P yes yes
Building
GC34090(a) Microfilm immediately
after final inspection
Construction Permits (numeric)
P
Pes
y yes
_
Building
GC34090(a) Microfilm one year after
I
final inspection
Home Occupation Permits
Cul
P
P
Planning
GC34090(a) Reside in Address Files
Inspection Cards
Pe
P
P yes
Building
GC34090(a) Microfilm plus origir
i
I
cards stored
Notices of Address Change
P
P
Planning
GC34090(a) Housed in Address files
Notices of Determination
P
P
Planning
GC34090(a)
Notices of Exemption
CU
P
P yes
Planning
GC34090(a) Microfilm - one file
contains all a ° mals.
Project Files: Administrative Use Permit; Planning Commission Use
2
P
P yes
Planning
GC34090(a) Microfilm after 2 years
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 with Residents/Covenants, etc.
CL
P
P.
Planning
I
GC34090(a) Housed in Address files:
Run with the land (also recorded at
i_ S'rt n Inventory Files
CU:
21
21 1f
Plannin
County)
GC34090(d)
Sign Permits
2�
2
Building
GC34090(d) Should only retain f
ertainin to existing signage
I Tracts and Minor Subdivisions
5'
5
P yes
Planning
GC34090(a) Film after minimum of
10 ears
Unreinforced Masan Files structural anal sis
PI
P'
Buildin
!GC34090 a Retain hard files
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36 G F
::::::::
Action U date
2'
2
Clerk
GC34090 d
Appeals
5
P
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Clerk
GC34090(d) Original appeal is part o
the a enda packet
_ Audio Ta s
2
2
Clerk
GC34090.7
Cablecast Schedule for Gov. Access Channel 20
2
2
Clerk
'GC34090(d)
Council "Notes"
2
2
Admin GC34090(d)
Council Agenda Packets
5
P
Pes e -
Clerk .
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 3
RECORD TITLE
RETENTION PERIODS
I/M
'VITAL
OFFICE OF
CODE SECTION
GC34090
(in years
unless otherwise noted)
31
RECORD
REMARKS
_ _ _._....
ACTIVE
INACTIVE
TOTAL
AU+3, I
Finance & IT
GC34090
Tax Reports 1099 Tax Info/Returns
Council Brochures
S
P,P
Finance & IT
41CFR50-201.501
Clerk
GC34090(d) Keep one for historical
CG UN'TS: I. E i
purposes
Council Policies & Procedures
j S.
PI1P
AU+3
Finance & IT
_
Clerk
GC34090(d) Keep one for historical
AU+3
Finance & IT
GC34090(c) / SLOMC3.01.501 B
purposes
I Council Resumes
i CU
2
CU+2
Admin
i Council Subcommittee Assignments
i 8
8'
!
Clerk
_GC34090(d)
GC34090(dj
Hot Files -_
i 2.
2
Clerk
GC34090(d)
Minutes
P
P
yes
yes
Clerk
GC34090(
Oaths of Office
P1
P
j
Clerk
GC34090(d)
Petitions to Council
2
3
5
j
Clerk
GC34090(d) Advisory, non -election
j
related
Proclamations
2�
2
Clerk
GC34090 d
Public Comment and Speaker Slips
2
2'
I
Clerk
GC34090C
Red File Items (i.e; correspondence)
5
P
P
Clerk
GC34090(d) Original red file is pe,*
of thea agenda packet
Red File Log
2
2!
I
Clerk
GC34090(d)
Video Tapes
6 months
6 months
I
Clerk
GC34090.7 Recycle
�rir�ris.. €�ivs
I
A enda/A enda Packets
5
P':
P
yes
"
Various
GC34090 e
Audio Tapes
22
Various
GC34090.7
Bylaws
— S
P
P
yes
_
Various
GC34090(e)
Membership (applications, oaths, etc.)
CU
P
P
yes
Clerk
GC34090 d
1 Minutes
P
P
yes
yes
Various
GC34090(e)
Recruitments Applicants not aRpointed includes regret letters
2
2
Clerk
GC34090(d)
Resolutions
P
P
yes
yes i
Various
GC34090(e)
Rosters
CU
P
P
yes
yes I
Clerk
GC34090(d)
Video Tapes
6 months
6 months
Clerk
GC34090.7
{ T.Y..
Advisory Body Handbook
SP
yes
Clerk
GC34090(d) Keep one for historic
reasons
Advisory Body Training
I 2
3J
50
Clerk
GC34090(d)
Annual Advisory Body Recognition
21
31
5
Clerk
GC34090 d
Miscellaneous/Ad Hoc Advisory Bodies
CU;
51
CU+5
Clerk
! GC34090(d)
Quarterly Advisory Body Meeting
21
2
Cleric
GC34090(d)
Accounts Payable Reports
90 days 1
51
AU+51 i
Finance & IT
GC34090
Accounts Payable supporting Docs (voucher, invoice, PO)
2
31
AU+31
Finance & IT
GC34090
Bank Statements
2i
3;
AU+3, I
Finance & IT
GC34090
Tax Reports 1099 Tax Info/Returns
1
10'
AU+101 I
Finance & IT
41CFR50-201.501
CG UN'TS: I. E i
Assessment Pay-offs _
1
3
AU+3
Finance & IT
GC34090(c)
Business Tax Customer Files
1
AU+3
Finance & IT
GC34090(c) / SLOMC3.01.501 B
CU=Current CL=Closed/Completed P=Permanent l=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 4
RECORD TITLE
RETENTION PERIODS I/M VITAL
OFFICE OF
CODE SECTION
--
(in years
unless otherwise noted)
RECORD
REMARKS_
_
ACTIVE
INACTIVE
TOTAL
Cash Receipts
1
3
AU+31
Finance & IT
GC34090(c)
Credit Bureau Adjustments
_ 1
3
AU+3' j
Finance & IT
GC34090(c)
Invoices
1
3
AU+3_ I
Finance & IT
GC34090(c)
_
Journal Entries
1
3
AU+3
Finance & IT
GC34090(c)
Refunds
1
3
AU+3 l
Finance & IT
GC34090(c)
Revenue Backup
1
3
AU+3
Finance & IT
GC34090(c) / SLOMC3.16.190 /
SLOMC3.04_.110
Transient Occupancy Tax
1
3
AU+3
Finance & IT
GC34090 c
p Checks. Canceled
I 1
5
AU+5,
Finance & IT
GC34090(c) / CCP337
I General Correspondence
M' 1
3
AU+31 I
Finance & IT
GC34090(d)
PA .
Payroll Cha es
1
3
AU+3
Finance & IT
IGC34090 c / CFR516.2
1 Payroll Reports
90 days
101
AU+10
i
Finance & IT
I GC34090(c)
Tax Reports
1
10j
AU+10
Finance & IT
I GC34090(c) / CFR516.2
Time Sheets
1
31
AU+3.
P
Finance & IT
! GC34090(c) / CFR516.2
##
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Grants ••CDBG•
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24CFR570.502
I
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p CL+5
Various
GC34090
contracts, reports, supportsupporting documents) -
Grants-in-aid (Applicants, reports, contracts, supporting documents)
CL+5
5
1 5
CL+5
CL+5
Various
Various
GC34090
IGC34090
State Grants A licants, re orts, contracts, su ortin documents CL+5
(Applicants, P supporting )
.0 :
,-Credit Bureau Ansi n rnents
31
AU 3 •
1
I:::
Finance & IT •.
GC34090(c)
Meter Reads
1 1(
3.
AU+3 I
Finance & IT I
GC34090(c)
Payment Stubs & Ta
1.
AU+1 f
Finance & IT 1
GC34090(d)
Pur a Tapn
3;
AU+31
Finance & IT
GC34090(q)
Refunds
1
31
AU+31
Finance & IT
GC34090 c -
ServiceR uests
1 i
_ _
3
_
AU+31 I
Finance & IT
GC34090(c)
Util' 13illing R ister
1
3
AU+31
Finance & IT
GC34090 c
1 :.. `y':...
2. L. E
1
I �
Audited Financial Statements
10
P
P I
Finance & IT
GC34090 c
Bonds Payable and Other Long -Term Indebtedness
T+3
T+31 j I
Finance & IT
GC34090(c) / CCP337.5 / GC53921
Fixed Asset Subsidiary Ledger includes invento
1 1
4
AU+41
Finance & IT
GC34090(c) / 26CFR301-65-1
Monthly Financial Statements
Audit ear
5
AU+51
Finance & IT
GC34090(c)
Other Financial Reports
1
3
AU+3,
Finance & IT IGC34090 c
State Controller Report
5
5
AU+101 I I
Finance & IT I
GC34090(c)
Surplus Property List
1
_
3,
AU+31 I
Finance & IT
GC34090(c)
Budget Document (Financial Plan).-
I
_
P
P 1Finance
_ _
& IT I GC34090(c)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTIONMISPOSITION SCHEDULE Page 5
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
(in years
unless otherwise noted)
RECORD
I REMARKS
ACTIVE
INACTIVE TOTAL
Applications
CL+1
4
CL+5
HR
29 CFR 30.8 ! GC 12946
Department of Motor Vehicles Records
T+1 I
HR
;GC12946
Discrimination Complaint
T+1
4
T+5
HR
;29 USC 255 a_
Employee Discipline _
T+1
2 _
T+3
HR
IGC34090 c
Employee Files
T+1
4
T+5
yes yes
HR
i45CFR1068.6APPA / 29CFR1627.3 /
SLOMC11.04.010(H)
Employment Eligibility Verification - Immigration/Naturalization
T`
T
HR
GC34090(c)
Service
Equal Employment Opportunity Reports
T
3
31
HR
1GC34090 c
General Correspondence
2
21
HR
GC34090 d
Insurance/Benefits
1
31
AU+3
HR
29CFR1627.3 b 2.
Labor Negotiations
T+1
2
T+3
HR
GC34090 c
Risk Management Claims Against The Ci
_
CL+1
4
CL+5
HR
GC34090
Risk Management Reports
CL
5
CL+51
HR
GC34090 _
Safe _
T
3
31
HR
GC34090(c)
Tuition Reimbursement
1
2
AU+31
HR
GC34090 c
Wellness Files
T
Tj
HR
GC34090 d
Workers Compensation
! T+1
29
T+301
yes
HR
129CFR1910.20
Temporary Employees
T
5
T+5
HR
145CFR1068.6APPA / 29CFR1627.3 /
SLOMC11.04.010(H) —
1.
-------------
Bids, RFPs (unsuccessful)
Cu
21
CU+2
Various
GC34090 / CCP337 /
�S;':LOMC3.24.170
Bids, RFPs, RFQs (successful)
AU
51
AU+5
Various
IGC34090 / CCP337 /
I SLOMC3.24.170
City -Owned Property/Property Management
P:
N
P
es
Clerk
GC34090(a)
General Information
2.
21
1
1 Various
Surplus Property Auction/Disposal
AUI
4!
AU+41
Finance
I CCP337
Surplus Pro a Listing
AU
2
AU+2
Finance
GC34090
-
s 00 AI171 AiE €`•.i`:`•."i€
fll€!: E
I
-
i
�
I
Affidavits of Publication
1 2
3'
51
Various
IGC34090 d
Certificates of Posting
Cui
21
21
1I
Various
IGC34090
Charters -Listed Numerically with Amendments
11
1Ps
es
Clerk
GC34090(e) / GC40806
Citizens' Charter Committee
CU + 2:
P
P
Clerk
GC34090(d)
Council Ordinances
P
P
yes
Clerk
GC34090(e)
Council Resolutions
Pi
P I
yes yes
I Clerk
GC34090(e) / GC40806
Grand Jury
21
21
Clerk
GC34090(d)
League of CA Cities
21
21
Clerk
GC34090(d)
Legal and Display Ads
CU
4
4
Various
ICCP 343, 349 et seq.;
GC911.2GC34090
Leaislation: Countv. Federal. State
2
2
Clerk
G64090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 6
RECORD TITLE RETENTION PERIODS 1/M VITAL OFFICE OF CODE SECTION
(in years unless otherwise noted) RECORD I REMARKS
ACTIVE INACTIVE TOTAL
Municipal Code S P' P1 yes yes Clerk GC34090(e) Database on City
network/Keep one for historic value
Public Hearing Legal Notices CU 4 4 Various CCP 343, 349 et seq.; GC911.2;
IGC34090
NOTE: "E" = After Election
Application to view: voter registration info, AV voter lists
E
5
5 i
1 Clerk
EU2188
Balli all, voter ID envelopes and ballot receipts
E
6 mos.
E+6 mos.
Clerk
EC17302; EC17306 (if no legal
action) Confidential
Campaign Disclosure Statements:
j Successful Candidates
P
P yes
Clerk
GC81009(b)
_
j. Unsuccessful Candidates
_
E
5
E+5
Clerk
GC81009 b
Other
- _ _ T
7
T+7 _
Clerk
GC81009(e)
Election correspondence
E
2
2
Clerk
GC34090
EElection documents: expenses, proofs, night logs
lection history
E
P _
2
2
P
Clerk
GC34090
GC34090
Clerk
Election notices, publications, certificates
E
2
E+2
Clerk
GC34090
Initiative, Referendum, Charter Amendments, Recall
Petitions Certification
8 months
After
Clerk
EC17200 / EC17400
+ 8 months
Certification
of results+
8 months
Municipal Election File/Sample Ballots
Successful Candidates
Unsuccessful Candidates
Absentee Voter applications
Precinct Board Appointments - appointment of precinct oficials
Precinct hand tally, copies of index, challenge list, assisted voter list
Roster of voters, original indices (precinct board
' C TY iR ORN
TT
(�,� E
Administrative Files ................................. .
I Civil Litigation
Civil Litigation regarding Property (including settlement and releases)
to court
Criminal Citations
10 P P
P P yes
i
E 5 E+5
E 6 mos. E+6 mos.
E 6 mos. E+6 mos.
E 6 mos. E+6 mos.
E 5 E+5
CU' 5' CU+51
CL 10 CL+10
CL P P yes yes
Clerk GC34090(d) Permanent for historic
Clerk
EC 17100 Permanent for historic
value
Clerk
EC17100
Clerk
EC17505 b Confidential
Clerk
EC17503(b)
Clerk
Clerk
City Attorney
City Attorney
City Attorney
CL 5 CL+5, I City Attomey
CL CL City Attorney
EC17304 Confidential.
GC34090(d
De_ stroyjoyrs. after resolution
GC34090(a) Retain pertinent
documents in perpetuity
Destroy 55 yrs. after resolution
GC34090(d) Destroy when resolved
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
RECORD TITLE
General working files
Leaislative Files
...............:.:.:....... :.:.:.:.:.:...:...........................
Agreements/Contracts not referenced elsewhere in the retention
schedule
Certificates of Compliance
Convevances from the City (Deeds. Easements, Abandonments
Liens
Act Contracts
Page 7
RETENTION PERIODS I/M . VITAL J OFFICE OF CODE SECTION
(in years unless otherwise noted) _ RECORD REMARKS
ACTIVE INACTIVE TOTAL
Cu CU City Attorney GC34090 Ongoing purging to keep
I 2! ! 21 1 Clerk
.a
CCP337 Keep 5 years after
expiration. *Current contracts are
vital records
r
CIB Establishment/Bylaws
CU
CL
CuA
i
P
P
P
2 CU+2_
P P yes yes
5AE CU+5AE yes yes'
P yes des I
P des
_ _ P — ey s yes
City Attorney
City Attorney
Clerk
Clerk
Clerk
Clerk
'GC34090 e
CIB Resolutions/Ordinances
P
J
Clerk
GC34090 e
General Correspondence
P
P.
21
_ P
P
2
yes
yes
yes
yes
Clerk
Clerk
Various
Pj
Pi
I 2! ! 21 1 Clerk
.a
CCP337 Keep 5 years after
expiration. *Current contracts are
vital records
r
CIB Establishment/Bylaws
-Pi
P,
Clerk
'GC34090 e
CIB Resolutions/Ordinances
P
P.
Clerk
GC34090 e
General Correspondence
2
21
Finance
_ GC34090 d
Minutes
Pj
Pi
Clerk
GC34090 e
7(37=f�'� ...NTS: ' ...' �ICbMIC IN. ERIrST.. ......... ..............
Forms
S1
1 S
Clerk
3C34090 d
General Correspondence
i 21
2
Clerk
GC34090(d)
Manuals
S! 5
S+5
Clerk
GC34090(d)
Statements of Economic Interest 87200 Filers
TI 7
T+71
Clerk
1GC81009(ee) & CCAC Guidelines
Statements of Economic Interest (City Code Filers)
7�
7
GC81009(e)
fc?IO �C`.. €
j N'II' 'CANS':::.:"''.I'
.': :: UE3li�C. R►UI . E
P.
Consumer Price Index CPI
.
CLI 2
CU+2I
Various
IGC34090(�) _
General Correspondence
21
1 21
1
1 Various
GC34090 ri
PrPCR RPIP:IRA
I CU I 21
CU+21 -I
I Various.
I GC34090(d)
864. . GfV5.7liWGR'S?fY'4'�:;:;......
Encroachment Permits
-En ineering Standards _
General Correspondence
Job Files: orig. specials*, final pay estimates, change orders,
submittals(materials, drawings,etc.), hzrdous waste manifest & trans.
docs, envirommntl docs, special rpts - hzrdous materials, biological,
soils, etc., agmts, warranty, CAO/Council rpts, ins.
Contractor Bids (not awarded)
4
P
P
2
P
CU CL+2 CL+2
Public Works GC34090(d) *Includes
bids/plans/specs
Public Works GC34090(d) Exception: 3 year
retention Deriod if Federal funds
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTIONMISPOSITION SCHEDULE
Page 8
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
(in years
unless otherwise noted)
RECORD
REMARKS
_.
ACTIVE
INACTIVE
TOTAL
{.
;s3(i2. T� E ADDRESS ILin
General Information
Street files
2
5
5I
2
10
Public Works
Public Works
GC34090(d)
GC34090(d) Review in 5 years -
purge
MA�x�hISP 0 .
General Information
5�
�
5
es
Public Works
1GC34090 d
Local-SLO Municipal Bus System
1 CUf
101
CU+10
D/R
_
yes _
Public Works
Public Works
GC340900)
GC34090(d) Destroy when no longer
Regional Elderly/Handicapped Transit CU ` 2
_
Taxicabs
CU'.:
51
relevant
CU+5 yes Public Works
GC34090(d)
_
Transportation Permits
CUI
2.
CU+2
yes
Public Works
GC34090 d
Unmet Transit Needs
CU1
10;
CU+10i
yes
Public Works
GC34090 d)
I� K N
D nivn n#oParkin Stud
P
P es I
Public Works
GC34090 d
General Information
i 2
21
1
Public Works
IGC34090 d
Parking Meters
Cu
5
CU+5' es
_
Public Works
GC34090 d
Parking Policies
S
5
CU+51
yes
Public Works
GC34090 d
Ridesharin /Car Pool Program
CU
5
CU+51Public
i
Works
iGC34090 d
1
I
Assessment Districts
CLI
10
CL+10'
yes yes
Public Works/ Clerk
GC34090(d) Note: original
documentation kept permanently in
10
CL+10
yes
Public Works/ Clerk
Office of City Clerk
GC34090(d) Note: original
Benefit Districts
CL
documentation kept permanently in
1
10'
10
2
CL+101
CL+101
yes
yes yes
Public Works
Public Works
Public Works
Office of City Clerk
General Information
2
Geologic Hazard Abatement Districts
i CL,
Residential Parking Districts
CL
Underground Utilities
CL
10
CL+101
ves
Public Works
.. .:
ElIM EY
'
1
�
......................:..::. ........:.:......,
General Information
2
21
Public Works
GC34090(d)
a.
8 08=: '. ..............._...................,....,........
..Aerial
�.
Photos
..
CU
.......
101
.....
C+10
.... .....
.. ....
Public Works
......................
Ke t in flat files
General Information 1
2.
1
21
Public Works
GC34090 d
809:EA1r ..I.
L€ S [S1lik NT
......• E .1 .:......................................... .....,....
i
Corporation Yard i
......
Cu
CU
cul
CU 1
cill
.....
10
10
10
10
10
CU+10
CU+10
CU+10
CU+10
CU+10
,.,.-. ...........
i
.....
Public Works
Public Works
Public Works
Public Works
Public Works
..............
GC34090(d
GC34090(d)
GC34090(d)
GC34090(d)
GC34090(d)
General Information 1
Golf Course Maintenance
Government Building Maintenance
Library Maintenance
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 9
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
j CODE SECTION
I GC34090.6A
(in years unless otherwise noted)
S i
RECORD
REMARKS
Finance & 1T
ACTIVE
INACTIVE
TOTAL
2'CL+2':
Finance & IT
GC34090(d)
Parkin Facilities
Cu
10
CU+10
Public Works
IGC34090(d)
Recreation Facilities Maintenance
Cu
10
CU+10
Public Works
GC34090(d)
Street Landscape Maintenance
Cu
10
CU+101
_ _
Public Works
GC34090(d)
SyAmming Pool Maintenance
CU
10
CU+101 I
Public Works
GC34090(d)
I
I
Creek Policies
S
2
S+2C
]
I Public Works
f GC34090(d)
Drainage Complaints
CU
21
CU+2
Public Works
IGC34090(d)
Drains a Mas
CU
51 CU+5'.
Public Works
Flood Management
CU
Y
CU+2!
-:GC34090(d)
Public Works
GC34090(d)
Flood Studies/Detention Dams _
_ CL
10
CL+10i
Public Works
; GC34090(d)
General_ Information
2
i 21
j
Public Works
IGC34090 d
Storm Drain & Water Way Pro ram
CU'
10
CU+10
_
I Public Works
!GC34090(d)
I Zone 9 Master Plan
S1
10
S+101
I
Public Works
GC34090(d)
811: C I Oob
Cost Estimating............
.
1 CU �
.....................
2 .
,, ,
. . . . . . .. . CU i
;
Public Work sGC34090
d
General Information
CU
2
CU+2
Public Works
IGC34090 d
I
,{
Abandonments
CLI
PI P'
yes
Public Works
GC34090a
Bicycle Lanes/Paths
CL
5
CL+5
yes
Public Works
GC34090(d) Microfilm for
research/historic value
Bridges and Creeks
CLI
31 CL+3
Public Works
IGC34090 d
General Information
21
2
1
Public Works
GC34090(d)
Pavement Management Plan _
j CL
CL+5 _
_
Public Works
GC34090(d)
School Related
CL
5f CL+51
Public Works
GC34090(d)
Street Signs & Pavement Markings
I CL
51
CL+51
Public Works
GC34090(d)_
Street Widening
I CL
P
P I
I yes
Public Works
GC34090(a)
Traffic Patterns
I CL
5
CL+51
Public Works
GC34090(d)
Traffic Regulations
I CL
3;
CL+31
Public Works
GC34090(d)
Traffic Safe
CL
—51
CL+51
yes_, I
Public Works
GC34090(d)
Traffic Signals & Street Lights
CL
5'
CL+51
yes I
Public Works
GC34090(d
Traffic Studies
CLI
101
CL+101
yes I
Public Works
GC34090(d)
IN -
I
� I
t}. C •:L. �r� r.�A,` . Tl
General Information
1 2]
2i
i
Finance & IT
GC34090(d)
I Hardware
S1
2
S+21
Finance & IT
GC34090 d
Video monitoring tapes
11
1 1''I I
Finance & IT
I GC34090.6A
Software
S i
21
S+2;
Finance & 1T
GC34090 d
Training Programs
CL.
2'CL+2':
Finance & IT
GC34090(d)
:•iPRT ce, CSG E Y
,
_
Recorded Documents pertaining to: Buildings, excess right of way, I
P
P yes yes
Clerk
GC34090(a) v
land, parks
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 10
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
GC34090(d)
RECORD
REMARKS
ACTIVE INACTIVE TOTAL
5
P&R
GC34090
General Information
2
2 T+2
P&R
GC34090(d}':............ .
2 3
5
P&R
GC34090(d)
2 3
5
P&R
GC34090(d)
2, 3
5
P&R
GC34090
2
2
P&R
GC34090
Facility Rental Information
Cu
2
CU+2
P&R
GC34090(d)
Facility Use Permits
2
3
5
P&R
GC34090
General Information
2
GC34090(d)
2T
P&R
GC34090(d)
Playground Audits
Pi
! Permanent Employees
P yes
P&R
GC34090(a)
Public Facilities (Including pools and parks): Capital Improvements
51
5
10 yes
Public Works
GC34090(a)
and Construction
CU
Cu
P&R
!Originals in HR
Temporaa Employees Time Sheets
Public Facilities (Including pools and parks): Maintenance and
5
5
10 yes
Public Works
CU 4;
IGC34090(a)
Operations
S ecial Events
Special Event Permits
2 3
2 3
5
5
P&R
P&R
GC34090(d)
GC34090(d)
Special Event Banner Permits
Cu 4
5
P&R
GC34090(d)
Sports Groups
2 3.
5
1 P&R
GC34090(d)
-Waivers & Permission Slips
2 3
5
P&R
! GC34090
! Permanent Employees
Cu
Cu
P&R
!Originals in HR
Temporary Employees
Cu
CU
P&R
!Originals in HR
Temporary Employees S ecial Programs
CU
Cu
P&R
!Originals in HR
Temporaa Employees Time Sheets
1 31
3
P&R
GC34090(c)
! Contract Instructors
CU 4;
_ 5, _
P&R
GC34090(d)
! Contract Classes Waivers, Rosters
! Cu 41
51
P&R
GC34090(d)
Scorekeeper Los
Cu 21
5
P&R
GC34090(d)
Accident/ Injury Reports — Event Participants
I CU: 61
71
P&R
GC34090(d)
How Are We Doing Forms
CU 11
21
P&R
iGC34090(d)
Refunds
Cu 31
41
P&R
IGC34090 d
Cash Receipts
Cu 3
41
P&R
IGC34090 d
Credit Card Receipts
Cu 3
41
P&R
I GC34090(d)
CAL -OSHA Department Tailgates
CU 6
7'.
P&R
GC34090(d)
Press ReleaseCU
2
3
P&R
GC34090 d
! Scholarships a
Cu
Cu
P&R
I GC34090(d)
Triathlon Times/Winners
Cu 2
3
P&R
IGC34090(d)
Triathlon Waivers
Cu 4
5
P&R
! GC34090g
Softball, Volleyball, Basketball Waivers
Cu 2
3
P&R
IGC34090 d
Softball, Vollevball, Basketball Roster
CU; 4
5
i P&R
'GC34090(d)
1On:UT1LI.:
:: 12f1A1+1H}SES - ---------------_
TV Systems
CU
P P1
Admin
Admin
"GC34090(d)
GC34090(d)
_Cable
Pacific Gas & Electric
San Luis Garbage
The Gas Co. (aka Southern California Gas Co.)
Cu
CU
Cu
P P
P P
P P
Utilities
GC34090(d)
Admin
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTIONMISPOSITION SCHEDULE
Page 11
RECORD TITLE
RETENTION PERIODS I/M
OFFICE OF
CODE SECTION
Police
__VITAL
(in years unless otherwise noted) _
RECORD
REMARKS
3
ACTIVE
INACTIVE
TOTAL
Background Investigations - Hired
T
Tosco and Union Oil Co.
CU
P
P
Attorney
GC34090(d)-
E. ..
CL + 2
Police
IGC34090 d
Business Permit Files - Massage, Taxi, Solicitors
CU
CA Dept. of Health
5i
5
101
Utilities
140CFR
Conservation
P I.
Police
P I. !
Utilities
I GC34090 a
County Water Resources Adviso Board
3'
12
157
Utilities
I GC34090 d
Distribution/Maintenance/Customer
21
21
41 1
Utilities
IGC34090 d
General Information
21
21 !
Utilities
GC34090(d)
Nacimiento
31
P
P
Utilities
jOngoing ro'ect
Operational Plans
Pi
P es I
Utilities
'GC34090(d)
Recycling
21
2
41 1 1
Utilities
GC34090(d)
Salinas
1 P1
P I I
Utilities
IGC34090 e
Solid Waste
3!
31
6
Utilities
GC34090(c)
SWRCB--Ri hts/Permits
P I
P
Utilities
140CFR
Telemet
P1
3
6
Utilities
ILicenses
Treatment
P [
P
Utilities
GC34090 e
Water Management Plan
! CU'
CU
Utilities
40CFR
Wells/Groundwater
P
P! !
Utilities
!GC34090 a
Whale Rock/Minutes
P:
P G
Utilities
GC34090 e
....:..... ...
.................................................................
.: :: ...
Ann.
ua Reports
CU
CU I
Utilities
j GC34090 c Compliance
Library Documents
P
j P yes
Utilities
GC34090 Historical
Monthly Re orts
P
P
Utilities
IGC34090 c Historical purpose
Pretreatment
5
5
Utilities
140CFR
Quarterly Reports
j CU
CU
Utilities
I GC34090 c Compliance
Reclamation
! P
P yes
Utilities
40CFR
SWRCB--Water Rights/Permits
P
P yes
Utilities
40CFR
Treatment
! P
P yes
Utilities
GC34090
Wastewater Collection
! 2
2
-
4
_
Utilities
GC34090 c
_
I
General Information
! 2<
2,
Utilities
GC34090(d)
Re_ cyclin -
2;
3! 51
Utilities
GC34090(d)
Trash Service
CU1
51
CU+51
Utilities
GC34090(d)
%I'a�'3�u:................................:.........:.:......
Accident Review Reports (non-inytlry accidents
51
S
Police
iGC34090 d
Administrative / Internal Investigations
CL + 2{
3
CL + 5*
Police
GC34090(d) * Retain longer when
requested_ by the Chief of Police
Background Investigations - Hired
T
5
T+5
Police
Back round Investigations - Non Hired
CL
2
CL + 2
Police
IGC34090 d
Business Permit Files - Massage, Taxi, Solicitors
CU
2
CU + 2
Police
GC34090 d / SLOMC5.56.150
Concealed Weapon Permit Records
CU
A/E + 2
A/E + 2
Police
GC34090 d
Crime Statistics - Internally Computer Generated
Em lovee —Training Records
2
T
3
5
5
T + 5
Police
Police
!GC34090�,_dj
GC34090 c
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 12
RECORD TITLE
RETENTION PERIODS I/M I VITAL
OFFICE OF
CODE SECTION
GC34090(d)
(in years unless otherwise noted)
RECORD
REMARKS
Police
ACTIVE INACTIVE TOTAL
Court Log
180 days
Juvenile Detention L 5urve. onthl R rts
Cu, 21 CU+2.
Police
GC34090 d
1 Operations Directive Manual
Cu 21 CU + 21
Police
GC34090(d)
Press Releases
2 3 5
Police
GC34090(d)
Special Orders Manuals
5 P P yes
Police
GC34090(d)
Use of Force Supervisory Review Reports
2 2, I
Police _
GC34090(d)
...............L. •... ,:........
_...... FOIOiiil[iirylCA€C?N:
Police
GC34090(d)
_ Public Information Log
Taves -Audio. Telephone and Radio Communications
180 days 18 months 21 I
Police
GC34090.6
J In -Car Video Footeas 1 2' 1 21 1 I Police GC34090.7, CCP 335.1
I�t�1ICE�ZE�(pS
Applicant Fingerprint Files
2
2
Police
GC34090(d)
Arrest and Citation Register
2
2I
Police
GC34090(d)
Court Log
180 days
180 days
Police
GC34090.7
Crime Reports - Crimes Against Property
CL + 5
CL + 51
Police
GC34090(c)
Daily Report
21
21
1 Police
GC34090(d)
_
Field Investigation Cards
�,.
2�
2'
Police
GC34090(d)
Incident Reports - Except Death and Missing Persons
21
1 2
Police
GC34090(d)
_ Public Information Log
180 days:
1 180 days
Police
GC34090.7
Statistical UCR Reports
2
2
Police
GC34090(d)
_
Subpeona Log s -
2,
2
Police
GC34090(d)
Traffic Accident Reports
31
1 3
Police
GC34090(d)
Traffic Fatalities
31
P
P _yes I
1
Police
Police
GC34090(c)
GC34090.7
Traffic Property Damage Only 3!
3
fi l
1 0. I*i
ApparatusNehicle
T
1
T+1::::
Fire
GC34090 / 8CCR3203 Repair and
Fire
Maintenance - Department Mechanic
PC799 Support prosecution resull�, i
Arson Investigations - Evidence
P
P
J
CL+6
Fire
in homicide _
PC800 Great bodily harm, inhabited
Arson Investigations - Evidence
CL
6
structure or ro e
B/C & Staff Logs
CU
41
5
Fire
Fire
_
GC34090(d
GC34090(d) Activities, personnel,
Captain's Log (Fire Station Journals) P P
I
I
1
Fire
Fire
Fire
Fire
engine company --historical
GC34090 c Historical
SLOMC2.24.080
GC34090(d)
GC34090 Then transferred to Human
Disaster - Major Event Log P P
Disaster Plans S 2, S+2.
yes
Emergency Operations Guidelines S 21
Employee Records T T
Resources
EMS/Liability Reports
CU
3
4
Fire
GC34090(d)
E ui ment & Supplies Inventory
Cu
2
3
Fire
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
CITY OF SAN LUIS OBISPO RETENTIONMISPOSITION SCHEDULE
RECORD TITLE
Exposure - Personnel
Exposure - Personnel
I
Fire Code Books
Fire Dept. Staff Reports
Fire Stations
Fumigations
General Infoi
Hazardous Mate ria ls-U nde rgoug nd Storage Tank
RETENTION PERIODS I/M _ VITAL_
{in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
T 30 T+30
Page 13
OFFICE OF CODE SECTION
Fire 29CFR1910.1020 Sampling results,
collection, methodology, background
T
1
i
T+1
Fire
Laboratory reports and worksheets
S
5
S+5
Fire
GC34090.7
P
Historical_ _
P
Fire
GC34090 Non -Council agenda
3 4
Fire
Depends on Spillman Database
3 4
related, includes supporting
GC34090(d) May keep longer
2 CL+2
Fire
GC34090 Various documentation
documentation
Cu
2
3
f Fire
GC34090(d)
P
P
Fire
GC34090(a
CU_
CU
Fire
GC34090(d)
2
2
Fire
GC34090(d)
S
2
S+2.
Fire
GC34090(d)
CL
2
CL+2
Fire
GC34090(d) May keep longer
P
P
Fire
GC34090(a) Location, installation,
removal, remediation
Inc ection Request/Complaint CL
1CL
P
CU
CU..
—__ ---
Inspections - Fire Prevention
Media Events - Department
Mutual Aid Activities
Run Reports (Incidents)
Tailboard Safety Sheets Cu
Weed Abatement CL
3 CL+3
Fire
GC34090 / CCP338 / CCP340.5
3 CL+3
Fire
Alarm/sprinkler systems, prevention
efforts
P
Fire
Historical_ _
5 6
Fire
3 4
Fire
Depends on Spillman Database
3 4
Fire
GC34090(d) May keep longer
2 CL+2
Fire
GC34090 Various documentation
(May keep longer for historical)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche
���rII�IIIN�'�ll
City of San Luis Obispo
RECORDS RETENTION
POLICY AND SCHEDULE
Prepared by the
CityClerk's Office
March 2005
RECORDS RETENTION POLICY AND SCHEDULE
TABLE OF CONTENTS
Resolution No. 9174 Adopting City -Wide Records Policy and
Retention Schedule.....................................................2
2. Records Retention Policy.............................................4
A. Sample Certificate of Destruction.................................7
B. Sample Destroyed Records Log...................................8
3. Legend...................................................................9
4. Records Retention Schedule ................................... ....10
0
RESOLUTION NO. 9174 (2001 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY-WIDE RECORDS RETENTION SCHEDULE
AND ESTABLISHING A POLICY FOR THE PRESERVATION, PROTECTION
AND LEGAL DISPOSITION OF THE CITY'S RECORDS
WHEREAS, it is necessary to provide a system for effectively managing the
paperwork accumulated in the daily operations of the City of San Luis Obispo; and
WHEREAS, Section 34090 of the California Government Code provides guidelines
for destroying records that have served their purpose and are no longer required; and
WHEREAS, the City Council did, by the adoption of Resolution No. 5304 (1984
Series) authorize retention schedules for certain City Clerk records; and
WHEREAS, the City Council did, by the adoption of Resolution No. 8122 (1993
Series) authorize retention schedules for certain financial and personnel records; and
WHEREAS, there is a need for a City-wide records retention policy and schedule,
which standardizes the length of time records are kept according to all applicable legal,
fiscal, administrative and historic requirements.
NOW, THEREFORE, BE IT RESOLVED by the Council of the Ctty of San Luis
Obispo resolves as follows:
SECTION 1. The Records Retention Schedule attached hereto (Exhibit A) is
hereby adopted and shall be implemented on an ongoing basis without further action by the
City Council.
SECTION 2. The Records Retention Policy attached hereto (Exhibit B) is hereby
established.
SECTION 3. That portion of Resolution No. 5304 (1984 Series) establishing a
retention period for certain City Clerk records is hereby rescinded.
SECTION 4. Resolution No. 8122 (1993 Series) authorizing retention schedules
for certain financial and personnel records is hereby superseded.
SECTION 5. The City Council does hereby direct the City Clerk, in consultation
with the City Attorney, to review annually state and federal regulations and to update the
Records Retention Schedule and/or policy as necessary.
R 9174
Resolution No. 9174 (2001 Series)
Page 2 of 2
Upon motion of Vice Mayor Ewan, seconded by Council Member Mulholland,
and on the following roll call vote:
AYES: Council Members Marx, Mulholland, Schwartz, Vice Mayor Ewan,
and Mayor Settle
NOES: None
ABSENT: None
The foregoing resolution was adopted this 24th day of April 2001.
l
ayor Allen Settle
ATTE
Lee Price, City Clerk
APPROVED AS TO FORM:
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY'S RECORDS
SECTION 1. Purpose:
The declared purpose of this policy is to provide for the proper and efficient management of City
of San Luis Obispo business records.
SECTION 2. Definitions:
A. "Public Record" includes any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics.
"Writing" means handwriting, typewriting, printing, photocopying, photographing,
and every other means of recording upon any form of communication, data, or
representation, including letters, words, pictures, sounds, or symbols, or
combination thereof, and all papers, maps, magnetic or paper tapes, photographic
films and prints, magnetic or punched cards, discs, drums, electronic computer
storage devices and documents. Public records does not include records which are
not retained by the City in the ordinary course of business such as, but not limited
to, preliminary drafts, notes, messages, working papers, stenographic notes and
tapes used in transcription customarily discarded.
Computer software purchased or developed by the City is not itself a public record.
"Computer software" includes computer mapping systems, computer programs,
and computer graphics systems. The data or information stored in a computer is a
public record and shall be managed and disclosed as required.
B. "Records Management" means the systematic control of the creation, processing,
use, protection, storage, and final disposition of all pubic records pursuant to State
C. "Retention Schedule" means the document identifying the length of time a record
is maintained including disposition.
D. "Disposition" means the length of time a record is kept, which may be permanent.
E. "Active Record" means records kept in the office and referred to on a regular
basis.
F. "Inactive Record" means any public record transferred to a records center for
storage until disposition is reached.
G. "Archives" means a repository for housing historical records, (whether in paper,
microfilm, or digital) which should be protected or preserved.
Records Retention Policy
Page 2
H. "Historical" refers to the retention of records that have enduring value because
they reflect significant historical events or document the history and development
of the City.
I. "Vital" records containing information essential for: the resumption of operation
after a disaster or the reestablishment of the legal and financial status of the
organization.
SECTION 3. Ownership of Public records:.
All public records are the property of the City and shall be delivered by outgoing officials and
employees to their successors. Public records are to be maintained in active file areas or in a
designated records center.
SECTION 4. Responsibilities:
A. City Council. The ultimate policies for the keeping, producing, permitting copies, and
management of all public records of the City shall rest with the City Council.
B. Officers and EmPlayees. Each officer and employee of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records
in accordance with applicable Federal or State regulations, or such rules as may be
approved by the City Council.
C. City Attorney. The duty of the City Attorney shall be to review and approve requests to
dispose of records in accordance with the City's adopted records retention schedule; and
to provide legal guidance to the City Clerk in any review of and amendment to the
retention schedule, in accordance with Federal, State and City regulations.
D. City Clerk. The City Clerk may, for the proper and efficient management of the public
records:
Develop and circulate instructions and regulations necessary and proper to
implement the Records Retention Schedule.
2. Advise and assist City departments in the preparation of records inventories and
retention periods and make recommendations to the City Attorney.
3. Maintain archives to protect records of historic nature, which should not be
destroyed.
4. In consultation with the City Attorney, revise the records retention schedule as
appropriate.
E. City Department heads. Each City Department Head shall establish and maintain an
active, continuing program for the economical and efficient management of the public
Records Retention Policy Page 3
records of that department. Such program shall, among other things, provide for:
Effective controls over the creation, maintenance, and use of public records
in the conduct of business.
2. The maintenance and security of records deemed appropriate for
preservation.
3. Segregation and disposal of records of temporary value in accordance with
the established retention schedule and this policy.
SECTION 5. Records_Purge:
At least annually, each Department is responsible for reviewing all records in their custody.
Records that have reached the end of their retention period are to be destroyed pursuant to
Section 6. Electronic versions of those records should also be deleted.
SECTION 6. Destruction of Public Records:
The City Council, by adopting the records retention schedule, authorizes City Department Heads
to destroy duplicate records less than two years old if the records are no longer required in
accordance with adopted retention schedules.
All original records to be destroyed must be listed. Requests for the destruction of original
records must be approved by the responsible Department Head and the City Attorney prior to
destruction. The approved listing of the destroyed documents, along with the signed Certificate
of Destruction (see example attached), shall be filed in the Office of the City Clerk.
This section does not authorize the destruction of the following original records:
A. Records affecting the title to real property or liens thereon.
B. Records required to be kept by statute.
C. Records less than two years old.
D. Minutes, ordinances, or resolutions of the City Council or of a City Board or
Commission.
The City has identified that shredding and recycling the paper produced from the destruction of
these records is the most appropriate method of disposal. Accordingly, although the specific
method used for destruction shall be at the discretion of the Department Head, it shall reflect a
method of destruction that recycles any paper products and avoids the use of sanitary landfill
sites.
Records Retention Policy
MEMORANDUM
DATE
TO: Department Head
City Attorney
FROM: Records Coordinator/other Employee
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
Page 4
SAMPLE
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 is attached.
Provide general information about the request: (Example: 104 boxes of records exceeding the
retention requirements and, as such, are being prepared for destruction. The method of
destruction will be via recycling after the Friendship School removes the non -recyclable
materials (paper clips, metal prongs, rubber bands, etc.) from the files. The cost of this service
will be $1.50 per box or $156.00 and approximately $40.00 for two boxes of large heavy-duty
plastic bags used to contain the paper for the recycler. We are scheduled to deliver the 104
boxes to Friendship School on (date).)
Please sign below indicating your approval for the destruction of the attached listing of records.
Dept. Head/Dept. City Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name), do hereby certify that the records listed on the attached were properly
disposed of on (date).
Original: City Clerk
Copy: Department
Records Retention Policy
RECORD STORAGE
FINANCE STORE ROOM
OLD LIBRARY BUILDING
TO BE DESTROYED MARCH 2001
Page 5
SAMPLE
SYSTEM
STORAGE DESCRIPTION
FISCAL
DATE
YEARS
Accounting
06/98
Receipt journals, budget amendments
96-97
Accounting
06/98
Receipt journals, budget amendments
96-97
ADMIN
07/94
Street Report 198-89, Transit Report 1985-90, DOT Special Project 1982-86
80-90
ADMIN
06/96
6/94 audit work papers, debt service trustee thru 6/95, Street Report: 6/90, 1986
86-95
Capital Improvement Financing binder
ADMIN
06/96
Utility billing adjustment committee 6/95-1/96, sales tax 1" /2"d quarter 1995
95-96
ADMIN
09/97
Utility billing adjustment committee
96-97
ADMIN
03/99
Audit work papers
94-95
A/P
06/96
1099 tax reports
85-90
A/P
07/98
Ameripride/Valley Industrial backup
96-97
A/P
07/98
Cash trial balance, destruction list, refunds
96-97
A/P
07/98
Call America backup
96-97
A/P
07/98
Pacific Bell backup
96-97
A/P
07/98
Vouchers A
96-97
A/P
07/98
Vouchers B
96-97
A/P
07/98
Vouchers Ca — Ch
96-97
A/P
07/98
Vouchers Cl — Cy
96-97
A/P
07/98
Vouchers C misc — D misc
96-97
A/P
07/98
Vouchers E — F
96-97
A/P
07/98
Vouchers G — H
96-97
A/P
07/98
Vouchers I — K
96-97
A/P
07/98
Vouchers L — Mi
96-97
A/P
07/98
Vouchers Mo — 0
96-97
A/P
07/98
Vouchers P — Ph
96-97
A/P
07/98
Vouchers Pi — P misc
96-97
A/P
07/98
Vouchers Q — San Luis J
96-97
A/P
07/98
Vouchers San Luis M — SLO City
96-97
A/P
07/98
Vouchers SLO County — Sp
96-97
A/P
07/98
Vouchers St — Te
96-97
A1P
07/98
Vouchers Th — V
96-97
A/P
07/98
Vouchers W — Z
96-97
A/R
06/97
Paid invoices
96-97
A/R
11/97
Payment batches, MARS reports
96-97
A/R
11/97
Paid invoices
96-97
Bank Rec
06/96
Bank reconciliations
94-95
Bank Rec
07/96
Bank reconciliations & daily bank reports
94-95
Bank Rec
08/00
Stale -dated checks
90-93
Bank Rec
12/99
Stale -dated checks
88-98
Records Retention Schedule
P Permanent
S Superseded
T Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOW San Luis Obispo Municipal Code
USC United States Code
Retention Codes
A/E
After expiration
AU
Audit
CU
Current
CL
Closed/Completed
D/R
Destroy when no longer relevant
I
Indefinite
P Permanent
S Superseded
T Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOW San Luis Obispo Municipal Code
USC United States Code
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 1
RECORD TITLE
RETENTION PERIODS
UM VITAL
OFFICE OF
CODE SECTION
(in years
unless otherwise
noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
COPIES or DUPLICATES of documents for which a
D/R
DIR
It is the policy of the City of San Luis
department is not the office of record
Obispo that duplicates and copies
distributed to various departments for
informational purposes may be
destroyed by the departments when
they are no longer useful for
reference
ELECTRONIC DOCUMENTS
'Staff
is encouraged to retain
electronic copies of paper records no
longer than retention periods
specified in this schedule
100 GENERAL ADMINISTRATION
101 OFFICE GENERAL MANAGEMENT
City Informational Brochures, Publications, Newsletters
S
2
P j
Various
GC34090(d) Keep one for historical
urposes
City-wide Policies and Procedures
S
5
S+51
Various
GC34090(d) Keep one for historical
i
purposes
Correspondence - External
CUI
2
CU+2
Various
GC34090(d)
Correspondence - Internal (CAO Reports)
CU
2
5'
Various
;GC34090(d)
Departmental Policies/Procedures
S
5
CU+2
Various
GC34090(d)
General Information
2
2
Various
In -House Committees
CU
5
CU+5,
Various
GC34090(d) May be kept for
research/historic purposes
Staff Meeting Notes
D/R
D/RI
Various
GC34090(d) Destroy when no longer
N
relevant; not a public record
102 OFFICE REFERENCE
Annual Departmental Reports
21
31
5
Various
GC34090(d)
Chronological Files
21
F 2
Various
GC34090(d)
Community Organizations
21
3;_
51
Various
IGC34090(d)
Complaints
21
21
;
Various
GC34090(d)
General Information
21
2
Various
GC34090(d)
Positive Feedback (How are we doing? forms)
2
2
Various
GC34090(d)
Professional Associations
21
2
1
1 Various
jGC34090(d)
Publications ournals, periodicals)
'
D/R
D/R
Various
G C30490(d) Not a public record
103 FORMS MANAGEMENT
Blank Forms
S1
I S!
l Various
IGC34090(d) Retain while current
104 RECORDS MANAGEMENT
CU=Current CL=Closed/Completed P=Permanent [=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 2
RECORD TITLE RETENTION PERIODS UM VITAL OFFICE OF CODE SECTION
(in years unless otherwise noted) RECORD REMARKS
ACTIVE INACTIVE TOTAL
Certificates of Destruction 2 P P� yes Various GC34090(b) Legal document of final
disposition of record
Public Records Requests 2 2 Various GC34090(d)
200 COMMUNITY DEVELOPMENT
201 CITY PLANNING
Address Files CU P P yes Planning GC34090(a) Files added to daily:
Contains all original legal documents
Business Tax Certificates CU P P Planning GC34090(a) Reside in Address Files
Code Enforcement Files CL
5 1 yes
Building GC34090(a) Microfilm after 5 years
Construction Files
CL
P
PM
yes
yes
Building GC34090(a) Microfilm immediately
after final inspection
Construction Permits (numeric)
P
P
yes
yes
Building GC34090(a) Microfilm one year aft. _
final inspection
Home Occupation Permits
CU
P1
P
Planning GC34090(a) Reside in Address Files
Inspection Cards P
P
yes
Building
GC34090(a) Microfilmed plus original
cards stored
Notices of Address Change
P
P
I
Planning
GC34090(a) Housed in Address files
Notices of Determination
P
P�
Planning
GC34090(a) Same comment applies
Notices of Exemption CU
P
P
yes
Planning IGC34090(a) Should consider
microfilming - one file contains all
Project Files: Administrative Use Permit; Planning 2
originals
P
P
yes
Planning GC34090(a) Microfilm after 4 years
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 with Residents/Covenants, etc. CL
P
P
Planning GC34090(a) Housed in Address files:
Run with the land (also recorded at
Sign Inventory Files CU
County)
I
D/R'
i Planning GC34090(a)
Sign Permits
2
1
I
Planning GC34090(a) Should only retain files
;pertaining to existing_si na e
Tracts and Minor Subdivisions
5
5
10yes
Planning
GC34090(a) Film after minimum of
10 ears
Unreinforced Masonry Files (structural analysis)
P
Pi
Building
GC34090(a) Hard files kept
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 3
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
300 CITY MANAGEMENT
301 COUNCIL FILES
Action Update
5
5
10j
Clerk
GC34090(d)
Appeals
_
10
P
P
Clerk
GC34090(d) Original appeal is part of
the agenda packet
Audio Tapes
2
2
Clerk
;GC34090.7
Council "Notes"
2
2
Clerk
GC34090(d)
Council Agenda Packets
_ 10
P
P'
yes yes
Clerk
,GC34090(d)
Council Brochures
S
P1
Clerk
GC34090(d) Keep one for historical
purposes
Council Policies & Procedures
S
P
Clerk
GC34090(d) Keep one for historical
purposes
Council Resumes
Cul
2
CU+2
Clerk
GC34090(d)
j Council Subcommittee Assignments
5
31
8
1
Clerk
GC34090(d)
General Information
2
31
5,
Clerk
lGC34090(d) Review after 5 years
Hot Files
2
_
1
21
!
Clerk
GC34090(d)
Minutes
P
P
yes yes
Clerk
GC34090(e
Oaths of Office
P
P
Clerk
1GC34090(d)
Petitions to Council
2
3
5
Clerk
GC34090(d) Advisory, non -election
related
1 Proclamations
2
2
Clerk
GC34090(d)_
Public Comment and Speaker Slips
21
2
Clerk
GC34090(d)
Resolutions of Appreciation
-21
2.
Clerk
GC34090(d)
Video Ta es
6 months,
Clerk
GC34090.7 Recycle
Red File Lo
2;
2
Clerk
GC34090(d)
Cablecast Schedule for Gov. Access Channel 20
2;
2
Clerk
1GC34090(d)
302 COMMISSIONS, COMMITTEES, BOARDS
.
�
I
.Agenda
P!
P
es
Various
GC34090(e)
Audio Tapes
21
21
Various
GC34090.7 Recycle
Bylaws
S:
P,
yes
Various
GC34090(e)
General Information
21
3
51
Various
GC34090(d)
Cul
P
P;
yes
Various
GC34090(d)
—.-Membership
Minutes
P
P
es yes
Various
GC34090(e)
T Recruitments
51
5
101
Various
GC34090(d)
Resolutions
P
P
yes yes
Various
GC34090(e)
Rosters
CU
P
P
yes —yes—L
Various
GC34090(d)__
Video Tapes
6 months
Clerk
GC34090.7 Recycle
304 CITY ADVISORY BODIES
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 4
RECORD TITLE
RETENTION PERIODS VM VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise
noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Advisory Body Handbook
S
5
P� yes
Clerk
GC34090(d) Keep one for historic
I reasons
Adviso Bod Training
2
3
5 1
Clerk
GC34090(d)
Annual Advisory Body Recognition
2
3
5 1
Clerk
GC34090(d)
General Information
2
2
Clerk
GC34090(d)
Miscellaneous/Ad Hoc Advisory Bodies
Cul
5
CU+5
Clerk
---------
GC34090(d)
Quarterly Advisory Body Meeting2
--._ ... _ ..
2 !
Clerk
GC34090(d)
�
400 FINANCIAL AND FISCAL
I
401 ACCOUNTS PAYABLE
Accounts Payable Reports
90 days
51
AU+5
Finance
IGC34090
Accounts Payable supporting Docs (voucher, invoice, PO)
2
3
AU+3
Finance
IGC34090
Bank Statements
2
31
AU+3��iFinance
GC34090
Tax Reports (1099 Tax Info/Returns)
1
10
AU+10
Finance
41 CFR50-201.501
402 ACCOUNTS RECEIVABLE
Assessment Pay-offs
1
31
AU+3
Finance
GC34090(c)
_
Business Tax Customer Files
1
1
AU+3
Finance
GC34090(c)/ SLOMC3.01.501(B)
Cash Receipts
1
3
AU+3
Finance
'GC34090(c
Credit Bureau Adjustments
1
3
AU+3
Finance
GC34090(c)
Invoices
1
3
AU+3
Finance
GC34090 c)
Journal Entries
1
3
AU+3
Finance
GC34090(c)
Refunds
1
3
AU+3 f
Finance
GC34090(c)
Revenue Backup
I 1
3
AU+3
Finance
GC34090(c) / SLOMC3.16.190 /
SLOMC3.04.110
Transient Occupancy Tax
1
3
AU+3
Finance
GC34090(c)
403 MISCELLANEOUS
Checks, Canceled
11
51
AU+51 I
Finance
IGC34090(c) / CCP337
General Correspondence
1
31
AU+31 I
Finance
GC34090(d)
406 PAYROLL
Payroll Charges
1
3
AU+31
Finance
GC34090(c) / CFR516.2
Payroll Reports_
90 days
10
AU+101
Finance
GC34090(c)
Tax Reports
1
10
AU+101
Finance
GC34090(c) / CFR516.2
Time Sheets
1
31
AU+31
Finance
GC34090(c) / CFR516.2
408 GRANTS
Community Development Block Grants (CDBG)
TI
4
T+4_
_
Planning
124CFR570.502
Federal Grants, including FEMA / other emergency
CL+5
5
CL+5
Various
GC34090 Applicants, reports,
I
contracts, supporting documents
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 5
_RECORD TITLE
!
Grants-in-aid
State Grants
411 UTILITY BILLING
Credit Bureau Assignments
j RETENTION PERIODS VM VITAL
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CL+5' 5 CL+5
CL+5 5 CL+5
1 31 AU+31
OFFICE OF
RECORD
CODE SECTION
REMARKS
Various
GC34090 Applicants, reports,
contracts, supporting documents
Various
GC34090 Applicants, reports,
contracts, supporting documents
I Finance
IGC34090(c)
Meter Reads
1
31
AU+31
Finance
GC34090(c)
I Payment Stubs & Tapes
Purge Tapes
1
1
3
AU+1
AU+31
Finance
Finance
GC34090(d)
GC34090(c)
Refunds
1
3
AU+31
Finance
GC34090(c)
Service Requests
1
3
AU+3
Finance
GC34090_(c)
Utility Billing Register
i 1 !
3
AU+3
Finance
GC34090(c)
412 FINANCIAL REPORTS
Audited Financial Statements
101
P
P1
Finance
GC34090(c)
Bonds Payable and Other Long -Term Indebtedness
T+3
T+3
Finance
GC34090(c) / CCP337.5 / GC53921
Fixed Asset Subsidia Ledger (includes inventory)
1
4
AU+41
Finance
GC34090(c) / 26CFR301-65-1(f)
Monthly Financial Statements
I. Audit year
5
AU+51
Finance
GC34090(c)
Other Financial Reports
State Controller Reports
F-4Surplus Property List
j 1
51
1
i 3
5
3
AU+3
AU+10
AU+3
Finance
Finance
I Finance
GC34090(c)
GC34090(c)
GC34090(c)
Budget Document (Financial Plan)
P
P
I Finance
GC34090(c)
500 HUMAN RESOURCES
Applications
CL+1
4
CL+5
HR
29 CFR 30.8 / GC12946
Department of Motor Vehicles Records
T+11
HR
IGC12946
Discrimination Complaint
T+11
41
T+5
HR
29 USC 255 (a)
Employee Discipline
T+11
2
T+3
HR
GC34090(c)
Employee Files
T+1
4
T+5 yes yes
T
HR
HR
45CFR1068.6APPA / 29CFR1627.3
SLOMC11.04.010(H)
GC34090(c)
Employment Eligibility Verification - T
Immigration/Naturalization Service
Equal Employment Opportunity portuni Reports
T
3
3
HR
GC34090(c)
General Correspondence
2
2
HR
GC34090(d)
Insurance/Benefits
1
3
AU+3
HR
29CFR1627.3(b)(2)
Labor Negotiations
T+_1
2
T+3
HR
GC34090(c)
Risk Management Claims Against The City
Risk Management Reports
Safety
Tuition Reimbursement
1
CL
T
1
5
5
3
2
AU+5
CL+5
3 !
AU+3 j
HR
HR
HR
HR
GC34090
GC34090
GC34090(c)
iGC34090 c
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE
Page 6
RECORD TITLE
RETENTION PERIODS
UM VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Wellness Files
T
T
_ HR_
GC34090(d)
_
Workers Compensation
T+1,
4
T+30
yes
yes
HR
29CFR1910.20
Temporary Employees
T
5
T+5
HR
45CFR1068.6APPA / 29CFR1627.3 /
SLOMC11.04.010(H)
600 PURCHASING & CONTRACTING
601 PURCHASING
Bids, RFPs (unsuccessful)
CU
21
CU+2
Various
GC34090 / CCP337 /
SLOMC3.24.170
Bids, RFPs, RFQs (successful)
AU
5
AU+5
Various
GC34090 / CCP337 /
SLOMC3.24.170
City -Owned Property/Property Management
_
P
P1
yes
Clerk
GC34090(a)
General Information
2
2
Various
Surplus Property Auction/D6osal
AU
4
AU+4
Finance
CCP337
. Surplus Property Listing
AU �
W
2
AU+2
Finance
GC34090
7001 LEGISLATIVE AND LEGAL
I l
701 LEGISLATIVE
Affidavits of Publication
2
3
51
Clerk
GC34090(d) Keep with originating
department records
Charters -Listed Numerically with Amendments
P
P
es yes
Clerk
GC34090(e) / GC40806
Citizens' Charter Committee
CU
5
CU+5;
yes
Clerk
GC34090(d)
County Legislation
2
21
Clerk
GC34090(d
Federal Legislation
2
2
1
Clerk
GC34090(d)
Municipal Code
S
P-
yes yes
Clerk
GC34090(e) Database on City
network/Keep one for historic value
Ordinances
P
P
es yes
Clerk
GC34090(e)
Resolutions
P
P
yes yes
Clerk
GC34090(e) / GC40806
State Legislation
2
2
1
Clerk
GC34090(d)
League of CA Cities
2
2
f
Clerk
GC34090(d)
Grand Jury
2
2
Clerk
GC34090(d)
Legal and Display Ads
CU
4
CU+4
Clerk
CCP 343, 349 et seq.;
GC911.2GC34090
Certificates of Posting
CU
2
CU+2
Clerk
GC34090
Public Hearing Legal Notices
CU
4
CU+4
Clerk
CCP 343, 349 et seq.; GC911.2;
GC34090
702 ELECTION
Controlled Committees
TI
71
T+71
I I
Clerk
GC81009(e)
General Information
CU.
2
CU+2
I
Clerk
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE
Page 7
RECORD TITLE RETENTION PERIODS VM
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Initiative, Referendum, Charter Amendments, Recall Election 8 months Election
Petitions Day + 8 Day + 8
months. months
VITAL
OFFICE OF CODE SECTION
RECORD REMARKS
Clerk EC 17200 / EC 17400
--- —
Municipal Election File/Sample Ballots10
P
P
-- ---__.------------
Clerk GC34090(d) Permanent for historic
value
Nomination Papers - Successful Candidates
P1
P
P
yes
Clerk
EC17100 Permanent for historic
Nomination Papers - Unsuccessful Candidates
El
5
E+5
Clerk
EC17100
Successful Candidate Committees Campaign Disclosure
Statements
Unsuccessful Candidate Committees Campaign
Disclosure Statements
P1
P
P
yes
Clerk
GC81009(b)
Ey
5
E+5
Clerk
GC81009(b)
Absentee Voting: applications, envelopes, signature
verification, AV ballot drop off lists, AV and PAV listings
and reports
E
6 mos.
E+6 mos.
confide
ntial
Clerk
EC17505(b)
Application to view: voter registration info, AV voter lists
Ballots: all T
Election correspondence
E
5
5
Clerk
EC2188
T- E
6 mos.
E+6 mos.
confide
ntia
Clerk
j
EC17302; EC17306 (if no legal
action)
E
2
2
Clerk
GC34090
Election history P
P
P
1 Clerk
GC34090
Election documents: expenses, proofs, night los E
2
2
Clerk
GC34090
Inspector ballot receipts El
6 mos.
E+6 mos.
Clerk
EC17302
Election notices, publications, certificates E.
2
E+2
Clerk
IGC34090
Precinct Board records E
6 mos.
E+6 mos.
Clerk
EC17503(b)
Precinct Election records E
6 mos.
E+6 mos.
Clerk
EC17504(b)
Roster of voters E
5
E+51Clerk
EC17300(a) (if no legal action)
1
703 CITY ATTORNEY
Administrative Files Cul 5
CU+5
I. City Attorney GC34090(d)
Civil Litigation CL 10
CL+10
City Attorney Destroy 10 yrs. after resolution
Civil Litigation regarding Property (including settlement and CL P
releases)
P
yes
yes
City Attorney GC34090(a) Retain pertinent
documents in perpetuity
Claim Files CL 5
CL+5
City Attorney GC25105.5
Criminal Cases going to court CL 51
CL+5
y Attorney Destroy 5 yrs. after resolution
Cit
Criminal Citations CL
CL
City Attorne GC34090(d) Destroy when resolved
General working files CU
City Attorney GC34090 Ongoing purging to keep
current/active
d Legislative Files CU 2
CU+2
City Attorney_GC34090(d)
Files CLI P
P
I yes
yes
City Attorney GC34090(a)
fProperty
7O4GENERAL LEGAL_
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 8
RECORD TITLE
RETENTION PERIODS
VM VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Agreements/Contracts
CU
5AE
CU+5AE
yes yes
Clerk
CCP337 Keep 5 years after
expiration. Current contracts are vital
Certificates of Compliance
P
P
P
yes yes
Clerk
GC34090(a)
Conveyances from the City (Deeds, Easements,
P
P
yes yes
Clerk
Abandonments)
Conveyances to the Ci Deeds, Easements, etc.
P
P
es yes
Clerk
GC34090(a)
Liens
P
PI
yes yes
Clerk
GC34090(a)
Williamson Act Contracts
P
PI
yesjes
Clerk
GC34090(a)
Notices of Adjournment
2
3
51
Clerk
GC34090(d)
706 CAPITAL IMPROVEMENT BOARD
CIB Agreements/Contracts
P
PI
Finance
CCP337
CIB Establishment/Bylaws
P
Pi
Finance
GC34090(e)
CIB Resolutions/Ordinances
P
PI
Finance
GC34090(e
General Information
2'
21
Finance
GC34090(d
Minutes
P
P
�
Finance
GC34090(e) -
i
707 STATEMENTS OF ECONOMIC INTEREST
Forms
SI
S1
I Clerk
GC34090(d)
General Information
2
2
Clerk
GC34090(d)
Manuals
S
5
S+51
Clerk
!GC34090(d)
Statements of Economic Interest (87200 Filers)
T
7
T+7
Clerk
�GC81009(e) & CCAC Guidelines
Statements of Economic Interest (City Code Filers)
7
7
IGC81009(e)
709 PUBLIC INFORMATION/COMMUNITY RELATIONS
Consumer Price Index (CPI)
Cul
2
CU+2
Various
GC34090(d
General Information
2'
21
Various
GC34090(d)
Press Release
Cul
2
CU+2
Various
GC34090(d)
800 PUBLIC WORKS
801 ENGINEERING
I Encroachment Permits
P
P1
Public Works
GC34090(d)
Engineering Standards
P
P
Public Works
GC34090(a)
General Information
2
2
Public Works
GC34090(d)
Job Files / Bids / Plans / Specifications
P
P
Public Works
iGC34090(d)
Contractor Bids (not awarded)
CU
CL+2
CL+2
Public Works
802 STREET ADDRESS FILES
General Information
2
2
Public Works
IGC34090(d)
Street files
5'
5
10
Public WorksGC34090(d) Review in 5 years -
purge
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 9
RECORD TITLE
803 MASS TRANSPORTATION
General Information
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
51 5'
UM ; VITAL
I
yes
OFFICE OF
RECORD j
Public Works
CODE SECTION
REMARKS
GC34090(d)
Local-SLO Municipal Bus System
CU
101
CU+10
yes
Public Works
GC34090(d)
Regional Elderly/Handicapped Transit
CU
2
D/R
Public Works
GC34090(d) Destroy when no longer
relevant
Taxicabs
CU
5
CU+S
yes
Public Works
GC34090(d)
Transportation Permits
Cul
2
CU+2
yes
Public Works
GC34090(d)
Unmet Transit Needs
CU
10
CU+10
yes
Public Works
GC34090(d)
804 PARKING
Downtown Parking Study_
I
P
P
yes
Public Works IGC34090(d)
General Information
2
2
[
Public Works
GC34090(d)
Meters
CU
5
CU+5
es `
Public Works
GC34090(d)
-.-------Parking
Parkin Policies
S
5
CU+5
es
Public Works
GC34090(d)
Ridesharin /Car Pool Program
CU
5
CU+5
Public Works
IGC34090(d)
806 DISTRICTS
Assessment Districts
CL
10
CL+10
yes I yes
Public Works/
Clerk
GC34090(d) Note: original
documentation kept permanently in
Office of Cily Clerk
Benefit Districts
CL
10
CL+10'
yes
Public Works/
Clerk
GC34090(d) Note: original
documentation kept permanently in
Office of City Clerk
General Information
21
2
Public Works
Geologic Hazard Abatement Districts
CL
10
CL+10
yes
Public Works
Residential Parking Districts
CL
10
CL+10
yes
yes
Public Works
_
Underground Utilities
CL
101
CL+10
yes
Public Works
807 SURVEYING
General Information
2
21
Public Works
GC34090(d)
�
808 MAPPING
Aerial Photos
Cul
10
C+10I
�
I
Public Works
I Kept in flat files
General Information
21
2
Public Works
:GC34090(d)
809 FACILITIES MAINTENANCE
Corporation Yard
Cul
101
CU+10
Public Works
IIGC34090(d)
General Information
Cul
101
CU+10
Public Works
I GC34090(d)
Golf Course Maintenance
Government Building Maintenance
Cul
CUI
101
10
CU+10
CU+10
Public Works
Public Works
GC34090(d)
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 10
RECORD TITLE
RETENTION PERIODS_
UM VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Library Maintenance
F710_
cul
CU+10
Public Works
GC34090(d)
Parking Facilities
CU
10
CU+10
Public Works
GC34090(d)
Recreation Facilities Maintenance
CUl
10
CU+10
Public Works
,GC34090 d
Street Landscape Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Swimming Pool Maintenance
_
CU
10�
CU+10
Public Works
GC34090(d)
810 STORM DRAINAGE/FLOOD CONTROL
Creek Policies
SI
21
S+2
Public Works
IGC34090(d)
Drainage Complaints
CU
2
CU+2
Public Works
GC34090(d)
Drainage Maps
CU
5;
CU+5
Public Works
GC34090(d)
Flood Management
CU_
21
CU+2
Public Works
GC34090(d)
Flood Studies/Detention Dams
CL
101
CL+10
Public Works
GC34090(d)
General Information
21
2
Public Works
"GC34090(d)
I Storm Drain & Water Way Program
CU
101
CU+101
Public Works
IGC34090(d)
( Zone 9 Master Plan
S
10
S+10
Public Works
GC34090 d
811 PUBLIC IMPROVEMENTS
Cost Estimating
CU I
2
cul
I I
Public Works
IGC34090(d)
General Information
CU'
21
CU+21
I
Public Works
GC34090(d)
812 TRAFFIC OPERATIONS (STREETS, HIGHWAYS,
BRIDGES)
Abandonments
CLI
PI
P
I yes I
Public Works
IGC34090(a)
Bicycle Lanes/Paths
CL
51
CL+5
yes
Public Works
'GC34090(d) Microfilm for
research/historic value
Bridges and Creeks
�CL'
3y
CL+3
Public Works
GC34090(d)
General Information
2
2
Public Works
GC34090(d)
Pavement Management Plan
CLI
5
CL+5
Public Works
'GC34090(d)
School Related
CC
5;
CL+5'
Public Works
IGC34090(d)
Street Naming
CL
P
Pj
yes
Public Works
.GC34090(a)
Street Signs & Pavement Markin s_
CL
5
CL+5I
Public Works
GC34090(d)
Street Widening
CL
P
P
yes
Public Works
GC34090(a)
Traffic Patterns
CL
51
CL+51
Public Works
GC34090(d)
Traffic Regulations
CL
31
CL+31
Public Works
GC34090(d)
Traffic Safety
CL
51
CL+5
yes
Public Works
C34090(d)
Traffic Signals & Street Lights
CL
5
CL+51
yes
Public Works
GC34090(d)
Traffic Studies
CL
101
CL+101
yes
Public Works
IGC34090(d)
900 INFORMATION SYSTEMS
I I
1
901 GENERAL COMPUTER INFORMATION
General Information
21
1
2
Finance
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=1ndefinite D/R=Destroy when no longer relevant AIE=After expiration T -Termination AU=Audit S=Superseded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 11
RECORD TITLE
RETENTION PERIODS
UM VITAL
OFFICE OF
! CODE SECTION
(in years
unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Hardware
S
2
S+2
Finance
GC34090(d)
Software
S
2:
S+2
Finance
GC34090(d)
Training_Programs
CL
21
CL+2
Finance
GC34090(d)
i
1000 REAL ESTATE
1001 CITY OWNED PROPERTY
Buildings
I.
I
yes yes I
Clerk
IGC34090(a)
Excess Right of Way
I
I
yes yes
Clerk
IGC34090(a)
Land
I
I
ves yes
Clerk
GC34090(a)
Parks
I
I
es es
Clerk
GC34090(a)
— I
1100 PARKS & RECREATION & CULTURE
I.
1101 PARKS AND RECREATION
Alcoholic Beverage Control
T
2
T+21
P&R
GC34090(d)
Banner Applications
2
3
51
1
1 P&R
GC34090(d)
Banner Policy
2
3
51
1
! P&R
GC34090(d)
Child Care Programs
2
3
5
P&R
GC34090
Daily Activity Reports
2
2
P&R
GC34090
Facility Rental Information
Cu
2
CU+2
P&R
GC34090(d)
Facility Use Permits
2'
3'
5
P&R
GC34090
General Information
2
2
P&R
GC34090(d)
Playground Audits
P
P
es
P&R
!GC34090(a)
Public Facilities (Including pools and parks): Capital
5
5
10
yes
Public Works
GC34090(a)
Improvements and Construction
R
5
10
yes
Public Facilities (Including pools and parks): Maintenance 5
Public Works
GC34090(a)
and Operations
Special Events
21
P&R
IGC34090(d)
31
5
Special Event Permits
21
3'
5
j P&R
GC34090(d)
Special Event Banner Permits
Cu,
4'
5
11
P&R
1GC34090(d)
Sports Groups
2
31
5
1 P&R
GC34090(d)
Waivers &Permission Slips
2
31
5
P&R
IGC34090
Permanent Employees
Cu
HR
copies in P&R _
Temporary Employees
Cu
2
P&R
jGC34090(d)
Temporary Employees Special Programs
Cu
P&R
IGC34090(d)
Temporary Employees Time Sheets
1
3
3
P&R
GC34090(c)
Contract Instructors
Cu
4
5
P&R
GC34090(d)
Contract Classes Waivers, Rosters
Cu
4
5
P&R
GC34090(d)
Scorekeeper Logs
Cu
2
5
P&R
GC34090(d)
Accident / Injury Reports -- Event Participants
Cu
6
7
1 P&R
GC34090(d)
How Are We Doing Forms
Cu
1
2
P&R
GC34090(d)
Payment Vouchers
I Cul
1
Finance
copies in P&R, GC34090(d
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 12
RECORD TITLE
Refunds
Cash Receipts
Credit Card Receipts
CAL -OSHA De artment Tailgates
Press Release
Scholarships
RETENTION PERIODS VM VITAL
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CU 3 4
Cul 3 4
; CU, 3 4
CU; 6 7
CU' 2 3
Cul
OFFICE OF
RECORD
P&R
P&R
P&R
P&R
P&R
P&R
CODE SECTION
REMARKS
GC34090(d)
GC34090(d)
GC34090(d)
GC34090(d)
'GC34090(d
GC34090(d)
Triathlon Times/Winners
CUj
2
3
P&R
GC34090(d)
Triathlon Waivers
CU
4
5
P&R
GC34090(d)
Softball, Volleyball, Basketball Waivers
CU'
2
3
P&R
!GC34090(d)
Softball, Volleyball, Basketball Roster
CU
4
5
P&R
GC34090(d
1200 UTILITIES/PUBLIC SERVICES
1201 FRANCHISES
Cable TV Systems
General Information
21
2
31
1
5!
2
Utilities
Utilities
GC34090(d)
GC34090(d)
Greenwaste & Curbside Rec clip __ _
2
31
5
Utilities
IGC34090(d)
Pacific Gas & Electric
2
31
5; 1
Utilities
GC34090(d
San Luis Garbage
2
3
5
Utilities
GC34090(d
Southern California Gas Co.
2
3
5
Utilities
GC34090(d)
Sylvester Security Alarm Systems
2
3
5
Utilities
GC34090(d)
Union Oil Co.
2
3
5
Utilities
GC34090(d
1202 WATER SYSTEM
CA Dept. of Health
5
51
10 1
Utilities
140CFR
Conservation
P
P,
Utilities
IGC34090(a)
County Water Resources Advisoa Board
3;
12.
151
Utilities
GC34090(d)
Distribution/Maintenance/Customer
2
21
4,
Utilities
GC34090(d)
General Information
2
21
Utilities
GC34090(d)
Nacimiento
3
P
Utilities
Ongoing ro ect
Operational Plans
P
P
yes
Utilities
GC34090(d
Recycling
2
2
4
Utilities
GC34090(d)
Salinas
Pf
P
Utilities
GC34090(e
Solid Waste
1 31
3
6
Utilities
GC34090 c
1 SWRCB--Rights/Permits
P
P
Utilities
40CFR
Telemetry
P
3
6
Utilities
Licenses
Treatment
P
P
Utilities
GC34090 e
Water Management Plan
CU
CU
Utilities
40CFR
Wells/Groundwater
P
Pi
Utilities
GC34090(a
Whale Rock/Minutes
P
P
Utilities
GC34090(e)
�
1203 WASTEWATER
1
I
�
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 13
RECORD TITLE
RETENTION PERIODS UM
VITAL
OFFICE OF
CODE SECTION
_
(in years unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Annual Reports
CU;
cul
Utilities
GC34090(c) Compliance
Library Documents
P
P
yes
Utilities
GC34090 Historical
Monthly Reports
P
_
P
!
Utilities
GC34090(c) Historical purpose
Pretreatment
5
5
Utilities
40CFR
Quarterly Reports
CU
CU
Utilities
GC34090(c) Compliance
Reclamation I
P
Pi
yes
Utilities
40CFR
SWRCB--Water Rights/Permits
P
PI
yes
! Utilities
40CFR
Treatment
P
P'
yes
Utilities IGC34090
Wastewater Collection
21
21
4
Utilities !GC34090(c)
1204 SOLID WASTE MANAGEMENT
General Information
21
2
Utilities
GC34090(d)
_
Recycling_ _
2
31
5
I Utilities
IGC34090(d)
Trash Service
CU
51
CU+5
! Utilities
GC34090(d)
1300 POLICE
{
POLICE ADMINISTRATION
Accident Review Reports
5
5
1 Police
IGC34090(d)
Administrative / Internal Investigations
CL + 2
3
CL + 5''
Police
GC34090(d) " Retain longer when
,requested by the Chief of Police
_
Background Investigations - Hired
T
5
T+5
Police
Background investigations - Non Hired
CL
2
CL + 21
Police
GC34090(d)
Business Permit Files - Massage, Taxi, Solicitors
CU
2
CU + 2
Police
GC34090(d) / SLOMC5.56.150
i Concealed Weapon Permit Records I
CU
A/E + 21
A/E + 2
Police
GC34090(d)
Crime Statistics- Internally Computer Generated
21
3,
5
Police
�GC34090(d)
Employee Training Records
Tj
51
T + 51
Police
GC34090(c)
Juvenile Detention Logs/Surveys/Month) Reports
Cul
2
CU+2 1
Police
GC34090(d)
Operations Directive Manual
Cul
2
CU + 2 I
Police
GC34090(d)
Press Releases (
21
3
51
Police
GC34090(d
Special Orders Manuals I
51
P
P es
Police
GC34090(d)
Use of Force Supervisory Review Reports
2
2!
Police
GC34090(d)
POLICE COMMUNICATIONS
Tapes - Audio, Telephone and Radio Communications
180 days
18 months
21
Police
IGC34090.76
POLICE EVIDENCE
In -Car Video Footage
21
1
21
1
1 Police
GC34090.7, CCP 335.1
POLICE RECORDS
Applicant Fingerprint Files
21
I
21
1
Police
GC34090(d)
Arrest and Citation Register
2
2
1
Police
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE
Page 14
RECORD TITLE RETENTION PERIODS VM VITAL OFFICE OF CODE SECTION
(in years unless otherwise noted) RECORD j REMARKS
ACTIVE INACTIVE TOTAL
Court Lo 180 days 180 days! Police I GC34090.7
_
Crime Reports - Crimes Against Property CL + 5 CL + 51 Police GC34090(c)
Daily Report 2 21 Police GC34090(d)
Field Investigation Cards 2 2 Police GC34090(d)
Incident Reports - Except Death and Missing Persons 2 2 Police GC34090(d)
Public Information Log 180 days 180 days-. Police IGC34090.7
Receipt Copies 30 days 30 days Police GC34090.7
Statistical UCR Reports _ 2 21Police GC34090(d)
Subpeona Log 1 11Police GC34090.7
I Traffic Accident Reports 3 3Police GC34090(d)
Traffic Citations 2 2 Police GC34090(d)
Traffic Fatalities 3 P P yes Police GC34090(c)
Traffic Property Damage Only 1 11 Police GC34090.7
1500 FIRE
ApparatusNehicle
Arson Investigations - Evidence
Arson Investigations - Evidence
�B/C & Staff Logs
Captain's Log (Fire Station Journals)
T
1
T+1
Fire
GC34090 / 8CCR3203 Repair and
Maintenance - Department Mechanic
PC799 Support prosecution resulting
in homicide
P
P
Fire
CL
6
CL+6'
Fire
PC800 Great bodily harm, inhabited
structure or property
GC34090(d)
'GC34090(d) Activities, personnel,
lengine company --historical
GC34090(c) Historical
Cu
4
5
Fire
P
P
P
P
j
Fire
Fire
Disaster - Major Event Lo
Disaster Plans
S 2
S+2 yes
Fire
ISLOMC2.24.080
Emergency Operations Guidelines
S 2
Fire
IGC34090(d)
Employee Records
T
Cu 3
T
4'
Fire
Fire
GC34090 Then transferred to Human
Resources
GC34090(d)
EMS/Liability Reports
Equipment & Supplies Inventory
Cu 2
3
Fire
GC34090(d)
Exposure - Personnel
T - 30
T+30
Fire
29CFR1910.1020 Sampling results,
collection, methodology, background
Exposure - Personnel
T 1
T+1
Fire
Laboratory reports and worksheets
Fire Code Books
S 5
S+5
Fire
IGC34090.7
Fire Dept. Staff Reports P
P
Fire
GC34090 Non -Council agenda
related, includes supporting
documentation
Fire Equipment/Gear Los CU 2
3
Fire
GC34090(d)
Fire Stations P
P
Fire
IGC34090(a)
Fumigations CU, Cul Fire GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE
Page 15
CU --Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
RECORD TITLE
General Information
General Operations Guidelines
Hazardous Materials -Storage Permits
-. - -
Hazardous Materials- U ndergougnd Storage Tank
_
inspection Request/Complaint
RETENTION PERIODS UM
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
2 2
S 2 S+21
CL 2 CL+2 __
_
P P
CL, 3 CL+3
VITAL OFFICE OF
i RECORD
Fire
Fire
Fire
Fire
Fire
CODE SECTION
REMARKS
IGC34090(d)
IGC34090(d)
GC34090(d) May keep longer
__ 4T_ -_m.._
GC34090(a) Location, installation,
removal, remediation
IGC34090 / CCP338 / CCP -340.5
Inspections - Fire Prevention
CL
3
CL+3,
I
! Fire
—
Alarm/sprinkler systems, prevention
efforts
Media Events - Department
P
P
Fire
Historical
Mutual Aid Activities
CU.
5
6
Fire
Run Reports (Incidents)
CU
3
3
4
4f
Fire
Fire
Depends on Spillman Database
iGC34090(d) May keep longer
Tailboard Safety Sheets _
Weed Abatement
CU
CL
2
CL+2
Fire
�GC34090 Various documentation
(May keep longer for historical)
CU --Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
��Illllli!��l� �11�I�
City of San Luis Obispo
RECORDS RETENTION
POLICY AND SCHEDULE
Prepared by the
Office 0f the City ,Clerk
February 2004
RECORDS RETENTION POLICY AND SCHEDULE
TABLE OF CONTENTS
1. Resolution No. 9174 Adopting City -Wide Records Policy and
Retention Schedule.....................................................2
2. Records Retention Policy ..... .....................................4
A. Sample Certificate of Destruction.................................7
B. Sample Destroyed Records Log...................................8
3. Legend...................................................................9
4. Records Retention Schedule.........................................10
0 0
RESOLUTION NO. 9174 (2001 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY-WIDE RECORDS RETENTION SCHEDULE
AND ESTABLISHING A POLICY FOR THE PRESERVATION, PROTECTION
AND LEGAL DISPOSITION OF THE CITY'S RECORDS
WHEREAS, it is necessary to provide a system for effectively managing the
paperwork accumulated in the daily operations of the City of San Luis Obispo; and
WHEREAS, Section 34090 of the California Government Code provides guidelines
for destroying records that have served their purpose and are no longer required; and
WHEREAS, the City Council did, by the adoption of Resolution No. 5304 (1984
Series) authorize retention schedules for certain City Clerk records; and
WHEREAS, the City Council did, by the adoption of Resolution No. 8122 (1993
Series) authorize retention schedules for certain financial and personnel records; and
WHEREAS, there is a need for a City-wide records retention policy and schedule,
which standardizes the length of time records are kept according to all applicable legal,
fiscal, administrative and historic requirements.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo resolves as follows:
SECTION 1. The Records Retention Schedule attached hereto (Exhibit A) is
hereby adopted and shall be implemented on an ongoing basis without further action by the
City Council.
SECTION 2. The Records Retention Policy attached hereto (Exhibit B) is hereby
established.
SECTION 3. That portion of Resolution No. 5304 (1984 Series) establishing a
retention period for certain City Clerk records is hereby rescinded.
SECTION 4. Resolution No. 8122 (1993 Series) authorizing retention schedules
for certain financial and personnel records is hereby superseded.
SECTION 5. The City Council does hereby direct the City Clerk, in consultation
with the City Attorney, to review annually state and federal regulations and to update the
Records Retention Schedule and/or policy as necessary.
R 9174
Resolution No. 917 (2001 Series)
Page 2 of 2
Upon motion of Vice Mayor Ewan, seconded by Council Member Mulholland,
and on the following roll call vote:
AYES: Council Members Marx, Mulholland, Schwartz, Vice Mayor Ewan,
and Mayor Settle
NOES: None
ABSENT: None
The foregoing resolution was adopted this 24h day of April 2001.
r Mayor Allen Settle
ATTE
Lee Price, City Clerk
APPROVED AS TO FORM:
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY'S RECORDS
SECTION 1. Purpose:
The declared purpose of this policy is to provide for the proper and efficient management of City
of San Luis Obispo business records.
SECTION 2. Definitions:
A. "Public Record" includes any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics.
"Writing" means handwriting, typewriting, printing, photocopying, photographing,
and every other means of recording upon any form of communication, data, or
representation, including letters, words, pictures, sounds, or symbols, or
combination thereof, and all papers, maps, magnetic or paper tapes, photographic
films and prints, magnetic or punched cards, discs, drums, electronic computer
storage devices and documents. Public records does not include records which are
not retained by the City in the ordinary course of business such as, but not limited
to, preliminary drafts, notes, messages, working papers, stenographic notes and
tapes used in transcription customarily discarded.
Computer software purchased or developed by the City is not itself a public record.
"Computer software" includes computer mapping systems, computer programs,
and computer graphics systems. The data or information stored in a computer is a
public record and shall be managed and disclosed as required.
B. "Records Mana eft" means the systematic control of the creation, processing,
use, protection, storage, and final disposition of all pubic records pursuant to State
C. "Retention Schedule" means the document identifying the length of time a record
is maintained including disposition.
D. "Disposition" means the length of time a record is kept, which may be permanent.
E. "Active Record" means records kept in the office and referred to on a regular
basis.
F. "Inactive Record" means any public record transferred to a records center for
storage until disposition is reached.
G. "Archives" means a repository for housing historical records, (whether in paper,
microfilm, or digital) which should be protected or preserved.
Records Retention Policy Page 2
H. "Historical" refers to the retention of records that have enduring value because
they reflect significant historical events or document the history and development
of the City.
I. "Vital" records containing information essential for: the resumption of operation
after a disaster or the reestablishment of the legal and financial status of the
organization.
SECTION 3. Ownership of Public Records:
All public records are the property of the City and shall be delivered by outgoing officials and
employees to their successors. Public records are to be maintained in active file areas or in a
designated records center.
SECTION 4. Responsibilities:
A. City Council. The ultimate policies for the keeping, producing, permitting copies, and
management of all public records of the City shall rest with the City Council.
B. Officers and Employees. Each officer and employee of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records
in accordance with applicable Federal or State regulations, or such rules as may be
approved by the City Council,
C. City Attorney. The duty of the City Attorney shall be to review and approve requests to
dispose of records in accordance with the City's adopted records retention schedule; and
to provide legal guidance to the City Clerk in any review of and amendment to the
retention schedule, in accordance with Federal, State and City regulations.
D. Cites. The City Clerk may, for the proper and efficient management of the public
records:
Develop and circulate instructions and regulations necessary and proper to
implement the Records Retention Schedule.
2. Advise and assist City departments in the preparation of records inventories and
retention periods and make recommendations to the City Attorney.
3. Maintain archives to protect records of historic nature, which should not be
destroyed.
4. In consultation with the City Attorney, revise the records retention schedule as
appropriate.
E. City Department Heads. Each City Department Head shall establish and maintain an
active, continuing program for the economical and efficient management of the public
Records Retention Policy Page 3
records of that department. Such program shall, among other things, provide for:
Effective controls over the creation, maintenance, and use of public records
in the conduct of business.
2. The maintenance and security of records deemed appropriate for
preservation.
Segregation and disposal of records of temporary value in accordance with
the established retention schedule and this policy.
SECTION 5. Records Purge:
At least annually, each Department is responsible for reviewing all records in their custody.
Records that have reached the end of their retention period are to be destroyed pursuant to
Section 6. Electronic versions of those records should also be deleted.
SECTION 6. Destruction of Public Records:
The City Council, by adopting the records retention schedule, authorizes City Department Heads
to destroy duplicate records less than two years old if the records are no longer required in
accordance with adopted retention schedules.
All original records to be destroyed must be listed. Requests for the destruction of original
records must be approved by the responsible Department Head and the City Attorney prior to
destruction. The approved listing of the destroyed documents, along with the signed Certificate
of Destruction (see example attached), shall be filed in the Office of the City Clerk.
This section does not authorize the destruction of the following original records:
A. Records affecting the title to real property or liens thereon.
B. Records required to be kept by statute.
C. Records less than two years old.
D. Minutes, ordinances, or resolutions of the City Council or of a City Board or
Commission.
The City has identified that shredding and recycling the paper produced from the destruction of
these records is the most appropriate method of disposal. Accordingly, although the specific
method used for destruction shall be at the discretion of the Department Head, it shall reflect a
method of destruction that recycles any paper products and avoids the use of sanitary landfill
sites.
Records Retention Policy
MEMORANDUM
DATE
TO: Department Head
City Attorney
FROM: Records Coordinator/other Employee
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
Page 4
SAMPLE
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 is attached.
Provide general information about the request: (Example: 104 boxes of records exceeding the
retention requirements and, as such, are being prepared for destruction. The method of
destruction will be via recycling after the Friendship School removes the non -recyclable
materials (paper clips, metal prongs, rubber bands, etc.) from the files. The cost of this service
will be $1.50 per box or $156.00 and approximately $40.00 for two boxes of large heavy-duty
plastic bags used to contain the paper for the recycler. We are scheduled to deliver the 104
boxes to Friendship School on (date).)
Please sign below indicating your approval for the destruction of the attached listing of records.
Dept. Head/Dept. City Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name), do hereby certify that the records listed on the attached were properly
disposed of on (date).
Original: City Clerk
Copy: Department
Records Retention Policy
RECORDSTORAGE
FINANCE STORE ROOM
OLD LIBRARY BUILDING
TO BE DESTROYED MARCH 2001
Page 5
SAMPLE
SYSTEM
STORAGE DESCRIPTION
FISCAL
DATE
YEARS
Accounting
06/98
Receipt journals, budget amendments
96-97
Accounting
06/98
Receipt journals, budget amendments
96-97
ADMIN
07/94
Street Report 198-89, Transit Report 1985-90, DOT Special Project 1982-86
80-90
ADMIN
06/96
6/94 audit work papers, debt service trustee thru 6/95, Street Report: 6/90, 1986
86-95
Capital Improvement Financing binder
ADMIN
06/96
Utility billing adjustment committee 6/95-1/96, sales tax 1" /2"d quarter 1995
95-96
ADMIN
09/97
Utility billing adjustment committee
96-97
ADMIN
03/99
Audit work papers
94-95
A/P
06/96
1099 tax reports
85-90
A/P
07/98
Ameripride/Valley Industrial backup
96-97
A/P
07/98
Cash trial balance, destruction list, refunds
96-97
A/P
07/98
Call America backup
96-97
A/P
07/98
Pacific Bell backup
96-97
A/P
07/98
Vouchers A
96-97
A/P
07/98
Vouchers B
96-97
A/P
07/98
Vouchers Ca — Ch
96-97
A/P
07/98
Vouchers Cl — Cy
96-97
A/P
07/98
Vouchers C misc — D misc
96-97
A/P
07/98
Vouchers E — F
96-97
A/P
07/98
Vouchers G — H
96-97
A/P
07/98
Vouchers I — K
96-97
A/P
07/98
Vouchers L — Mi
96-97
A/P
07/98
Vouchers Mo — 0
96-97
A/P
07/98
Vouchers P — Ph
96-97
A/P
07/98
Vouchers Pi — P misc
96-97
A/P
07/98
Vouchers Q — San Luis J
96-97
A/P
07/98
Vouchers San Luis M — SLO City
96-97
A/P
07/98
Vouchers SLO County — Sp
96-97
A/P
07/98
Vouchers St — Te
96-97
A1P
07/98
Vouchers Th — V
96-97
A/P
07/98
Vouchers W — Z
96-97
A/R
06/97
Paid invoices
96-97
A/R
11/97
Payment batches, MARS reports
96-97
A/R
11/97
Paid invoices
96-97
Bank Rec
06/96
Bank reconciliations
94-95
Bank Rec
07/96
Bank reconciliations & daily bank reports
94-95
Bank Rec
08/00
Stale -dated checks
90-93
Bank Rec
12/99
Stale -dated checks
88-98
Records Retention Schedule
P
Retention Codes
A/E
After expiration
AU
Audit
CU
Current
CL
Closed/Completed
DDR
Destroy when no longer relevant
I
Indefinite
P
Permanent
S
Superceded
T
Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOW San Luis Obispo Municipal Code
USC United States Code
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 1
RECORD TITLE
RETENTION PERIODS I/M
VITAL
OFFICE OF
1 CODE SECTION
RECORD
REMARKS
(in years
unless otherwise
noted)
_ ACTIVE INACTIVE TOTAL
COPIES or DUPLICATES of documents for which a
D/R!
D/R
It is the policy of the City of San Luis
department is not the office of record
Obispo that duplicates and copies
distributed to various departments for
informational purposes may be
destroyed by the departments when
they are no longer useful for
_
reference
ELECTRONIC DOCUMENTS
Staff is encouraged to retain
electronic copies of paper records no
longer than retention periods
specified in this schedule
100 GENERAL ADMINISTRATION
101 OFFICE GENERAL MANAGEMENT
City Informational Brochures, Publications, Newsletters
SI
2
P
Various
GC34090(d) Keep one for historical
;purposes
Various
GC34090(d) Keep one for historical
City-wide Policies and Procedures S 5, S+5
purposes
Various
GC34090(d)
Correspondence - External CU 2 CU+2
Correspondence - Internal (CAO Reports)
CU
2
5
Various
Various
GC34090(d)
GC34090(d)
Departmental Policies/Procedures
S
5 CU+2
General Information
i 2
2
Various
In -House Committees
CU
CU+5
Various
GC34090(d) May be kept for
5
research/historic purposes
Staff Meeting Notes
D/R
D/RVarious
GC34090(d) Destroy when no longer
relevant; not a public record
102 OFFICE REFERENCE
Annual Departmental Reports
2
31
5
Various
GC34090(d)
. Chronological Files
2
1
2
Various
GC34090(d)
f Communi Organizations
2
31
5
Various
GC34090(d)
Complaints
2
2
Various
GC34090(d)
General Information
2
2
Various
GC34090(d)
Positive Feedback How are we doing? formsL__
2
Various
GC34090(d)
Professional Associations
2
2
Various
GC34090(d)
Publications'ournals, periodicals)
-
D/R
D/R
Various
GC30490 d Nota public record
I
103 FORMS MANAGEMENT
1
Blank Forms 1
S1
SI (
Various
GC34090(d) Retain while current
104 RECORDS MANAGEMENT
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 2
RECORD TITLE RETENTION PERIODS I/M 'VITAL! OFFICE OF CODE SECTION
(in years unless otherwise noted) RECORD REMARKS
ACTIVE INACTIVE TOTAL _
Certificates of Destruction 2 P P yes Various iGC34090(b) Legal document of final
I disposition of record
Public Records Requests 22' Various ;GC34090(d)
200 COMMUNITY DEVELOPMENT
201 CITY PLANNING
Address Files CU P P yes Planning GC34090(a) Files added to daily:
1
i Contains all original legal documents
Business Tax Certificates
CU
P P
Planning GC34090(a) Reside in Address Files
Code Enforcement Files
CL
5 1
yes Building
GC34090(a) Microfilm after 5 years
Construction Files
CL
P P
yes
yes Building
GC34090(a) Microfilm immediately
after final inspection
Construction Permits (numeric)
P
P
yes
yes Building
GC34090(a) Microfilm one year after
final inspection
CU
P
P
Planning
GC34090(a) Reside in Address Files
Home Occupation Permits
Inspection Cards
P
P
yes
Building
GC34090(a) Microfilmed plus original
cards stored
Notices of Address Change
P
P
Planning
GC34090(a) Housed in Address files
Notices of Determination
P';
P
Planning
GC34090(a) Same comment applies
Notices of Exemption
CU P
P yes Planning GC34090(a) Should consider
microfilming - one file contains all
originals
Project Files: Administrative Use Permit; Planning
2
P
P
yes
Planning
GC34090(a) Microfilm after 4 years
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 with Residents/Covenants, etc.
CL
P
P
Planning
GC34090(a) Housed in Address files:
Run with the land (also recorded at
County)
CU
I
D/RPlanning
GC34090(a)
Sign Inventory Files
_ ....... .... _. ---
1 2
1
I
GC34090(a) Should only retain files
Sign Permits
Planning
pertaining to existing signage
Tracts and Minor Subdivisions
5 5
101 yes Planning
GC34090(a) Film after minimum of
.
10 years
Unreinforced Masonry Files (structural analysis)
P _ `
P _ Building 'GC34090(a) Hard files kept
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 3
RECORD TITLE
300 CITY MANAGEMENT
301 COUNCIL FILES
Action Update
Appeals
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
5 5 101
10 P P
I/M
VITAL'
OFFICE OF
RECORD
Clerk
Clerk
CODE SECTION
REMARKS
IGC34090 d
GC34090(d) Original appeal is part of
theagenda packet
Audio Tapes
2
2
Clerk
GC34090.7
Council "Notes"
2
2
Clerk
GC34090(d)
Council Agenda Packets
10
P
P
es
yes
Clerk
GC34090(d)
Council Brochures
Council Policies & Procedures
Council Resumes
S
S
CU
2
P
P
CU+2
Clerk
Clerk
Clerk
GC34090(d) Keep one for historical
purposes
_
GC34090(d) Keep one for historical
purposes
GC34090(d)
GC34090(d)
Council Subcommittee_ Assignments 5 3 8 1 Clerk
General Information
2
3
5i'
Clerk
[GC34090(d) Review after 5 years
Hot Files
2
2
Clerk
GC34090(d)
Minutes
P
P
es
yes
Clerk
GC34090(e)
Oaths of Office
P
P
Clerk
GC34090(d)
Petitions to Council
Proclamations
Public Comment and Speaker Slips
_ Resolutions of Appreciation
2
2
2
2
3
5
2
2
2
Clerk
Clerk
Clerk
Clerk
GC34090(d) Advisory, non -election
related
GC34090(d)
GC34090(d)
GC34090(d)
Video Tapes
6 months
Clerk
GC34090.7 Recycle
Red File Log
2
2
Clerk
GC34090(d)
302 COMMISSIONS, COMMITTEES, BOARDS
Agenda
P1
I
P1
yes
yes I
Various
IGC34090(e)
Audio Tapes
21
21
Various
GC34090.7 Recycle
Bylaws
S
PI
yes
Various
GC34090(e)
_
General Information
21
31
5`
Various
GC34090(d)
Membership
CU
p
P;
yes
Various
GC34090(d)
Minutes
P1
P`
yes
yes
Various
GC34090(e)
Recruitments
5
5 i
10
Various
GC34090(d)
Resolutions
P
P
yes
yes
Various
GC34090(e
Rosters
CU
P'
P'
yes
yes
Various
GC34090(d)
Video Tapes
6 months
Clerk
GC34090.7 Recycle
304 CITY ADVISORY BODIES
Advisory Body Handbook
S
51
PI
yes
Clerk
GC34090(d) Keep one for historic
reasons
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
RECORD TITLE
I
Advisory Body Training
Annual Advisory Body Recognition
General Information
Miscellaneous/Ad Hoc Advisory Bodies
Quarterly Advisory Body Meeting
400 FINANCIAL AND FISCAL
401 ACCOUNTS PAYABLE
Accounts Payable Reports
Accounts Payable supporting Docs (voucher, invoice,
Bank Statements
Tax Reports (1099 Tax Info/Returns)
402 ACCOUNTS RECEIVABLE
Assessment Pay-offs
Business Tax Customer Files
Cash Receipts_
_ Credit Bureau Adjustments
Invoices
Journal Entries
Refunds
Revenue Backup
Transient Occupancy Tax
403 MISCELLANEOUS
Checks, Canceled
General Correspondence
406 PAYROLL
Payroll Charges
Payroll Reports
Tax Reports
Time Sheets
4081 GRANTS
Community Development Block Grants (CDBG)
Federal Grants, including FEMA / other emergency
Grants-in-aid
RETENTION PERIODS I/M VITAL OFFICE OF
(in years unless otherwise noted) RECORD
ACTIVE INACTIVE TOTAL
2 3; 5! Clerk GC3409
2 3 51 Clerk GC3409
2 2
Clerk GC3409
CU 5 CU+5 Clerk GC3409
2 2 Clerk GC3409
90 days 1
5
AU+5
21
3
AU+3
21
3
AU+3
1
10
AU+10
Page 4
CODE SECTION
REMARKS
0
Finance
IGC34090
Finance
'GC34090
Finance
GC34090
Finance
41CFR50-201.501
11 31 AU+3 1 I I Finance I GC34090(c
1
AU+3
Finance
GC34090(c)/ SLOMC3.01.501 B
11 3
AU+3
Finance
GC34090(c
1 3
AU+3
Finance
GC34090(c
17 3
AU+3
Finance
GC34090(c
1 3
AU+3
Finance
GC34090(c
1 3
AU+3,
Finance
1GC34090 c
1 3
AU+3'
I Finance
Finance
GC34090(c) / SLOMC3.16.190 /
SLOMC3.04.110
1 3
AU+31
Finance
GC34090(c)
1 51 AU+5
1 j 31 AU+3
Finance GC34090 c / CCP337
Finance GC34090(d)
i
11
31
AU+31 I
I Finance
�GC34090 c / CFR516.2
90 days
10
AU+10 _
Finance
IGC34090(c)
11
10
AU+10
J.—
Finance
GC34090(c) / CFR516.2
1;
3
AU+3 I
I Finance
IGC34090(c) / CFR516.2
T 4 T+4 I Planning 124CFR570.502
CL+5 5 CL+51 Various GC34090 Applicants, reports,
contracts, supporting documents
CL+5 5 CL+51 Various GC34090 Applicants, reports,
contracts, supporting documents
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superseded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 5
RECORD TITLE
State Grants
411 UTILITY BILLING
Credit Bureau Assi nments
RETENTION PERIODS I/M VITAL
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CL+5 5 CL+5
I
1 31 AU+3
OFFICE OF
RECORD
Various
Finance
CODE SECTION
REMARKS
GC34090 Applicants, reports,
contracts, supporting documents
GC34090(c)
Meter Reads
1
3
AU+3 _
Finance
!GC34090(c
Payment Stubs & Tapes
1
AU+1
Finance
GC34090(d)
Purge Tapes
1
3
AU+3
Finance
GC34090(c)
Refunds
1
31
AU+3
Finance
IGC34090(c
Service Requests
1
31
AU+3
Finance
GC34090(c)
i Utility Billing Register
1I
3
AU+3
Finance
!GC34090 c
412 FINANCIAL REPORTS
Audited Financial Statements
101
P1
P I I
Finance
I
IGC34090(c)
Bonds Payable and Other Long -Term Indebtedness
T+3i
T+3
I
Finance
IGC34090(c) / CCP337.5 / GC53921
Fixed Asset Subsidiary Ledger includes inventory)
1:
41
AU+4
Finance
IGC34090(c) / 26CFR301-65-1
Monthly Financial Statements
Audit year?
51
AU+5
Finance
GC34090(c
Other Financial Reports _
1 j
31
AU+3
Finance
IGC34090(c)
State Controller Reports
5
5
AU+101
I
Finance
IGC34090(c)
Surplus Property List
Budget Document (Financial Plan)
500 HUMAN RESOURCES
Applications
1
P
CL+1
3
4I
AU+31
P; i
CL+5i
Finance
Finance
HR
IGC34090(c)
GC34090(c)
29 CFR 30.8 / GC12946
Department of Motor Vehicles Records
T+1!
HR
GC12946
Discrimination Complaint
Employee Discipline
T+1
T+1
4
2
_ T+5HR
1 T+3 _
HR
29 USC 255 (a_)
'GC34090(c)
Employee Files
T+1
4
T+5 yes
yes I
HR
45CFR1068.6APPA / 29CFR1627.3 /
ISLOMC11.04.010(H)
Employment Eligibility Verification -
Immigration/Naturalization Service
T
T
HR
GC34090(c)
Equal Employment Opportunity Reports
General Correspondence
T
2
3
3
2
_
HRGC34090(c)
HR
GC34090 d
Insurance/Benefits
1
3
AU+3
HR
29CFR1627.3(b)(2)
Labor Negotiations
T+1
2
T+3
HR
GC34090(c)
Risk Management Claims Against The City
11
5
AU+5
HR
GC34090
Risk Management Reports
CLI
5
CL+5
HR
GC34090
Safety
T
3
3
HR
GC34090(c
Tuition Reimbursement
1
2
AU+3
HR
GC34090(c)
Wellness Files
T'
T
yes
HR
HR
GC34090(d)
29CFR1910.20
Workers Compensation T+1 4 T+30 yes
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 6
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
f (in years
unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Temporary Employees
T
5
T+5
_
HR
45CFR1068.6APPA / 29CFR1627.3 /
SLOMC11.04.010(H)
600 PURCHASING & CONTRACTING
601 PURCHASING
Bids, RFPs (unsuccessful)
Cu
2
CU+2
Various
GC34090 / CCP337 /
SLOMC3.24.170
Bids, RFPs, RFQs (successful)
AU
5
AU+5
_
Various
GC34090 / CCP337 /
SLOMC3.24.170
City -Owned Property/Property Management
I General Information
P
2
P1
2
yes
Clerk
Various
GC34090(a)
Surplus Property Auction/Disposal
AU
4
AU+4
Finance
CCP337
Surplus Property Listing _
AU
2
AU -'2
Finance
GC34090
7001 LEGISLATIVE AND LEGAL
I
I
701 LEGISLATIVE
Affidavits of Publication
1 2
3
5
1
1 Clerk
GC34090(d) Keep with originating
department records
Charters -Listed Numerically with Amendments
i P
P
yes ves
Clerk
GC34090(e) / GC40806
Citizens' Charter Committee
CU,
5
CU+5
es
Clerk
GC34090(d)
County Legislation
2
2
Clerk
GC34090(d)
Federal Legislation
j 21
21_
Clerk
GC34090(d)
yes
Municipal Code I S1
P�
yes
Clerk
GC34090(e) Database on City
- --
network/Keep one for historic value
OrdinancesP
P,
es
yes.
Clerk
GC34090(e)
Resolutions
P
P
i yes
yes
Clerk
GC34090(e) / GC40806
State Legislation
2
2
2
Clerk
Clerk
GC34090(d)
GC34090(d)
League of CA Cities 2i
Grand Jury
21
2
Clerk
IGC34090(d)
Legal and Display Ads
CU
4
CU+4
Clerk
CCP 343, 349 et seq.;
GC911.2GC34090
Certificates of Posting
CU
2
CU+2
Clerk
jGC34090
Public Hearing Legal Notices
CU
4
CU+4
Clerk
CCP 343, 349 et seq.; GC911.2;
GC34090
702 ELECTION
Controlled Committees
Tj
71
T+7
Clerk
IGC81009 e
General Information
CU
21
CU+2
Clerk
GC34090 d
Initiative, Referendum, Charter Amendments, Recall
Election
8 months
Election
Clerk
EC 17200 / EC17400
Petitions
Day + 8
Day + 8
months
months!
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 7
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
RECORD TITLE
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
10 P P
1/M VITAL
OFFICE OF
RECORD
Clerk
CODE SECTION
REMARKS
I
IGC34090(d) Permanent for historic
Municipal Election File/Sample Ballots
P
E
P
5
P
E+5
yes
Clerk
Clerk
value
EC17100 Permanent for historic
EC17100
Nomination Papers - Successful Candidates
Nomination Papers - Unsuccessful Candidates
Successful Candidate Committees Campaign Disclosure
P
P
P
yes
Clerk
GC81009(b)
Statements
Unsuccessful Candidate Committees Campaign
E
5'
E+5
Clerk
GC81009(b)
Disclosure Statements
703 CITY ATTORNEY
Administrative Files
CU
51
CU+5
City Attorney
GC34090(d)
Civil Litigation
CL
101
CL+10
City Attorney
'Destroy 10 yrs. after resolution
Civil Litigation regarding Property (including settlement and
CL
P1
P
yes yes
City Attorney
iGC34090(a) Retain pertinent
releases)
documents in perpetui
Claim Files
CL
5
CL+5
City Attorney
GC25105.5
Criminal Cases going to court
CL,
5
CL+5
City Attorney
;Destroy 5 yrs. after resolution
Criminal Citations
CLI
CLI
City Attorney
GC34090(d) Destroy when resolved
General working files
CU
City Attorney
jGC34090 Ongoing purging to keep
!current/active
Legislative Files
CU
2
CU+21
City Attorney
IGC34090 d
O
Property Files
CL
P
yes j yes
City Attorney
IGC34090(a)_
I
704 GENERAL LEGAL
Agreements/Contracts
CU
5AE
CU+5AE
yes yes
Clerk
CCP337 Keep 5 years after
expiration. Current contracts are vital
Certificates of Compliance
P,
P
P
yes yes
Clerk
GC34090(a)
Conveyances from the City (Deeds, Easements,
P,
P
yes I yes
Clerk
Abandonments)
Conveyances to the City (Deeds, Easements, etc.)
P
P
yes yes
Clerk
jGC34090(a)
Liens
P
P
P
yes yes
yes yes
Clerk
Clerk
?GC34090(a)
IGC34090(a)
Williamson Act Contracts
P
_
Notices of Adjournment
2
3
5I
Clerk
GC34090(d)
I
706 CAPITAL IMPROVEMENT BOARD
CIB Agreements/Contracts
P�_
P
I
Finance
ICCP337
CIB Establishment/Bylaws
P
P'
Finance
'GC34090 e
CIB Resolutions/Ordinances
P
P1
I
Finance
GC34090 e
General Information
2
21
Finance
GC34090(d)
Minutes
P
P
Finance
GC34090(e
707 STATEMENTS OF ECONOMIC INTEREST
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
i 1
Page 8
_ RECORD TITLE
RETENTION PERIODS I/M
_ __.._
VITAL OFFICE OF
CODE SECTION
-
(in years unless otherwise noted)
RECORD
REMARKS
5
ACTIVE INACTIVE
TOTAL
GC34090(d)
Local-SLO Municipal Bus System
Forms
S
SF---
Clerk
GC34090(d)
General Information
2
2
Clerk
GC34090(d)
Manuals
S 5
S+5
, Clerk
IGC34090 d
Statements of Economic Interest (87200 Filers)
T 7
T+7
Clerk
GC81009(e) & CCAC Guidelines
Statements of Economic Interest (City Code Filers)
7
7
Taxicabs
GC81009(e)
709 PUBLIC INFORMATION/COMMUNITY RELATIONS
5
I
I
I Public Works
Consumer Price Index(CPI)
cuL 2
CU+2
Various
GC34090(d
General Information
2
2
Various
GC34090(d)
Press Release
CU 2
CU+2
Various
GC34090(d)
800 PUBLIC WORKS
GC34090(d)
804 PARKING
801 ENGINEERING
Encroachment Permits
P
P1
1 Public Works
GC34090(d
Engineering Standards
P
P1
I Public Works
GC34090(a)
General Information
2
2
Public Works
GC34090(d)
Job Files / Bids / Plans / Specifications
P
P
Public Works
GC34090(d)
Contractor Bids (not awarded)
CU CL+2
CL+2
Public Works
CU+5
802 STREET ADDRESS FILES
Public Works
GC34090(d)
Ridesharin /Car Pool Program
I CU
General Information
21
1 21
1 1 Public Works
GC34090 df
Street files
51
51
101
1 Public Works
I GC34090(d) Review in 5 years -
803 MASS TRANSPORTATION
i 1
J
I
i
I
General Information
5
5
yes
Public Works
GC34090(d)
Local-SLO Municipal Bus System
CU
10
CU+10
yes
Public Works
GC34090(d)
Regional Elderly/Handicapped Transit
CU
2
D/R
_
Public Works
GC34090(d) Destroy when no longer
relevant
Taxicabs
Cu
5
CU+5
yes
I Public Works
:GC34090(d
Trans onation Permits
; CU
2'
CU+2
es
Public Works
GC34090(d
Unmet Transit Needs
CU
10
CU+10
es
Public Works
GC34090(d)
804 PARKING
Downtown Parking Study
P
I
P
yes
Public Works
GC34090(d)
General Information
2
1
2
Public Works
GC34090(d
Parking Meters
CU
5
CU+S
yes
Public Works
GC34090 d
Parking Policies
S
5
CU+5
yes
Public Works
GC34090(d)
Ridesharin /Car Pool Program
I CU
5
CU+5
Public Works
GC34090(d)
806 DISTRICTS
CU=Current CL=Closed/Completed P=Permanent Nridefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 9
RECORD TITLE !
RETENTION PERIODS
I I/M
VITAL' OFFICE OF
CODE SECTION
(in years unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Assessment Districts
CL
10
CL+10
yes
yes Public Works/
GC34090(d) Note: original
Clerk
documentation kept permanently in
Office of City Clerk
Benefit Districts
CL
10
CL+10
yes
Public Works/
GC34090(d) Note: original
Clerk
documentation kept permanently in
Office of City_ Clerk
General Information
2
21
Public Works
Geologic Hazard Abatement Districts
CL
10
CL+10
yes
Public Works
Residential Parking Districts
CL
10
CL+10
yes
yes Public Works
Underground Utilities
CL
10
CL+101
yes
Public Works
807 SURVEYING
General Information
1
21
1 1 Public Works
IGC34090(d)
808 MAPPING
Aerial Photos
CU
10 �
C+10I
Public Works
Kept in flat files
General Information
2
2.
Public Works
GC34090(d)
809 FACILITIES MAINTENANCE
Corporation Yard
CUl
101
CU+10
Public Works
!GC34090(d)
General Information
CU.
10
CU+10
Public Works
GC34090(d)
Golf Course Maintenance
CU
10
CU+10
_
_Public Works
GC34090(d)
Government Building Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Library Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Parking Facilities
CU
10
CU+10
Public Works
GC34090(d)
Recreation Facilities Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Street Landscape Maintenance
CU
101
CU+10
Public Works
GC34090(d)_
Swimming Pool Maintenance
CU;
101
CU+10,
F Public Works
GC34090(d)
810 STORM DRAINAGE/FLOOD CONTROL
Creek Policies
S
2
S+21
i Public Works
GC34090(d)
Drainage Complaints
Cuil
2
CU+2
Public Works
GC34090(d)
Drainage Maps
CU
5
CU+5'I
Public Works
GC34090(d)
Flood Management
CU
2
CU+2
Public Works
';GC34090 d
Flood Studies/Detention Dams
CL
10
CL+10
Public Works
IGC34090 d
General Information
_
21
2
Public Works
GC34090 d
Storm Drain & Water Way Program
CU,
10
CU+10
Public Works
GC34090(d
Zone 9 Master Plan
S
10
S+101
Public Works
GC34090(d)
811 PUBLIC IMPROVEMENTS
Cost EstimatingCUI
21
CU
Public Works
IGC34090(d
CU=Current Cl-=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 10
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
General Information
Cu,
2
CU+2'
j
Public Works
GC34090(d)
812 TRAFFIC OPERATIONS (STREETS, HIGHWAYS,
BRIDGES)
Abandonments
_ CLI
P�
PI
I yes
Public Works
IGC34090(a)
Bicycle Lanes/Paths
CL
5
CL+5
yes
Public Works
GC34090(d) Microfilm for
research/historic value
Sridges and Creeks
CL
3
CL+3
Public Works
GC34090(d)
General Information
2
2
Public Works
GC34090(d)
Pavement Management Plan
CL.
51
CL+5
Public Works
GC34090(d)
School Related
CL
5'
CL+5
Public Works
GC34090(d)
Street Namin
CL
P1
P
yes
Public Works
GC34090(a)
Street Signs & Pavement Markings
CLQ
51
CL+5
Public Works
GC34090(d)
Street Widening
CLI
P,
P
yes I
Public Works
GC34090(a)
Traffic Patterns
CLI
5
CL+5
Public Works
GC34090(d)
Traffic Regulations
CLI
3.
CL+3;
Public Works
GC34090(d)
Traffic Safety
CLI
51
CL+5
yes
Public Works
GC34090(d)
Traffic Signals &Street Li hts
CL'
5;
CL+5
yes
Public Works
GC34090(d)
Traffic Studies
CL
10
CL+10
yes
Public Works
GC34090(d)
900 INFORMATION SYSTEMS
I
901 GENERAL COMPUTER INFORMATION
General Information
2
21
Finance
GC34090(d)
Hardware
S
2
S+2
Finance
GC34090(d)
Software
_
S
2,
S+2
Finance
GC34090(d)
Training Programs
CL
21
CL+2
Finance
GC34090(d)
1000 REAL ESTATE
!
I
1001 CITY OWNED PROPERTY
Buildincs
i
j
I'
yes i yes
Clerk
GC34090(a)
Excess Right of Way
1
I
yes yes
Clerk
GC34090(a)
Land
1
I
yes yes
Clerk
GC34090(a)
Parks
I
I;
yes yes
Clerk
GC34090(a)
1100 PARKS & RECREATION & CULTURE
!
f
1101 PARKS AND RECREATION
Alcoholic Beverage Control
TI
2I
T+2
P&R
IGC34090(d)
Banner Applications
2
3
5
P&R
GC34090(d)
Banner Policy _
21
3
5
P&R
GC34090(d)
Child Care Programs
21
3
5
P&R
GC34090
Daily Activity Reports
21
2
1P&R
GC34090
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 11
RECORD TITLE
Facility Rental Information
RETENTION PERIODS I
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Cu 2 CU+2
I/M
VITAL' OFFICE OF
RECORD
P&R
CODE SECTION
REMARKS
GC34090 d
i Facility Use Permits
21
3
51
P&R
GC34090
General Information
2
21
P&R
GC34090 d
i Playground Audits
P
P1
yes
P&R
GC34090 a
Public Facilities (Including pools and parks): Capital
Improvements and Construction
Public Facilities (Including pools and parks): Maintenance '
and Operations
Special Events
5
5
2j
5
5
3
10-
10
5
yes
yes
Public Works
Public Works
P&R
IGC34090(a)
GC34090(a)
IGC34090(d)
Special Event Permits
21
31
5
P&R
GC34090(d)
Special Event Banner Permits
Cul
41
5
P&R
GC34090(d
Sports Groups
2
31
5
P&R
GC34090(d)
Waivers & Permission Slips
2
3
5
P&R
IGC34090
Permanent Employees
CU
HR
Icopies in P&R
Temporary Employees
CU
2
P&R
GC34090(d
Temporary Employees Special Programs
CU
I P&R
IGC34090 d
Temporary Employees Time Sheets
1
3
3
P&R
IGC34090 c
Contract Instructors
CU
4
5
P&R
IGC34090(d
Contract Classes Waivers, Rosters
CU
4
5
P&R
GC34090 d
Scorekeeper Los
CU
2
5
P&R
GC34090(d)
Accident / Injury Reports -- Event Participants
cul
6
7
P&R
GC34090(d)
How_ Are We Doinq Forms_
Payment Vouchers
CU
CU
1
2
1
P&R
Finance
GC34090(d) __
copies in P&R, GC34090 d
Refunds
cul
31
4
P&R
GC34090(d
Cash Receipts
Cul
31
4
P&R
GC34090(d
Credit Card Receipts
CAL -OSHA Department Tailgates
CU
CU
_ 3
6
4
7
P&R
P&R
GC34090(d)
IGC34090(d)
Press Release_
Cul
2
30
P&R
!GC34090(d
Scholarships
Cul
P&R
GC34090(d)
Triathlon Times/Winners
CU
2''
3
P&R
IGC34090(d
I Triathlon Waivers
CU
4
5
I P&R
JGC34090 d
Softball, Volleyball, Basketball Waivers
CU
2
3
P&R
!GC34090(d)
Softball, Volleyball, Basketball Roster
CU
41
51
1 P&R
IGC34090(d
1200 UTILITIES/PUBLIC SERVICES
1201 FRANCHISES
Cable TV Systems
21
31
51
1 Utilities
IGC34090(d)
General Information
2
121
Utilities
GC34090 d
Greenwaste & Curbside Recycling
21
31
51
Utilities
GC34090(d
Pacific Gas & Electric -
San Luis Garbage
21
21
31
31
51
51
Utilities
Utilities
GC34090(d
GC34090 d
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 12
RECORD TITLE
Southern California Gas Co.
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
21 3: 5
I/M VITAL
OFFICE OF
RECORD
Utilities
CODE SECTION
REMARKS
GC34090(d
Sylvester Securit Alarm Systems
21
3
5
1
Utilities
',GC34090 d
Union Oil Co.
21
31
5
Utilities
GC34090 d
1202 WATER SYSTEM
CA Dept. of Health
5
51
101
1 1
Utilities
140CFR
Conservation
P
Pi
I
I I
Utilities
JGC34090(a)
County Water Resources Advisory Board
31
12t_151
1 1
Utilities
_
GC34090(d)
Distribution/Maintenance/Customer
2
2j
4
1
Utilities
GC34090(d)
General Information
2
2'
Utilities
GC34090(d)_
Nacimiento
31
P'
Utilities
Ongoing ro'ect
Operational Plans
P1
P
yes
Utilities
GC34090(d)
Recycling
21
2
4
Utilities
GC34090 d
Salinas
Pi
P
Utilities
C34090(e)
Solid Waste
31 3
6
Utilities
GC34090(c)
SWRCB--Ri hts/Permits
P1 P
Utilities
40CFR
Telemetry
P1
3
6
Utilities
Licenses
Treatment
P
I P
j
Utilities
GC34090(e)_
Water Management Plan
Cul
CU
Utilities
140CFR
Wells/Groundwater
P
P
Utilities
7GC34090(a)_
Whale Rock/Minutes
P
P
Utilities
IGC34090(e)
1203 WASTEWATER
Annual Reports
Cul
CU
Utilities
IGC34090(c) Compliance
Library Documents
Pi
P
es
Utilities
GC34090 Historical
Monthly Reports
Pretreatment
P
5
P1
5
Utilities
Utilities
GC34090(c) Historical purpose
40CFR
Quarterly Reports
Cul
CUj
Utilities
GC34090(c) Comj2liance
Reclamation
j P1
Pi
yes
Utilities
40CFR
SWRCB--Water Rights/Permits
I P1
P1
yes
Utilities
_
40CFR
Treatment
P1 P
es
Utilities
GC34090
Wastewater Collection
21
21
4
Utilities
GC34090(c)
1204 SOLID WASTE MANAGEMENT
General Information
21 1
21
Utilities
GC34090(d)
Rec clin
Trash Service
2; 3
CUJ 5
51
CU+51
Utilities
Utilities
GC34090(d)
GC34090(d)
1300 POLICE
POLICE ADMINISTRATION
Accident Review Reports
51 1
51
Police
GC34090(d)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 13
RECORD TITLE
RETENTION PERIODS I/M VITAL
OFFICE OF
CODE SECTION
Administrative / Internal Investigations
Background Investigations - Hired
Back round Investigations - Non Hired
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CL + 2 31 CL + 5*
T' 5 T + 5
CL 2 CL + 2
RECORD
Police
Police
Police
REMARKS
GC34090(d) * Retain longer when
requested by the Chief of Police
GC34090(d
Business Permit Files - Massage, Taxi, Solicitors
CU
2
CU + 2
Police
GC34090(d)/ SLOMC5.56.150
Concealed Weapon Permit Records
CU
A/E + 2
A/E + 2''
Police
GC34090(d
Crime Statistics - Intemally Computer Generated
2
3
5'
Police
GC34090(d)
Employee Training Records
T
5
T+5
Police
GC34090(c
Juvenile Detention Logs/Surveys/Month) Reports
CU
2
CU+2
Police
GC34090(d
Operations Directive Manual
CU i
2
CU + 2
Police
GC34090(d)
i Press Releases
! 21
3
51
Police
GC34090(d)
Special Orders Manuals
5
P
PI yes
Police
GC34090(d
Use of Force Supervisory Review Reports
2
180 days)
18 months)
2'
� I
21 1
Police
Police
GC34090(d)
GC34090.76
POLICE COMMUNICATIONS
Tapes - Audio, Telephone and Radio Communications
POLICE EVIDENCE
In -Car Video Tapes
1
I . I
4
Police
'GC34090.7
POLICE RECORDS
Applicant Fingerprint Files
Arrest and Citation Register
21
2;
1 2
2
Police
Police
GC34090(d) _
GC34090(d)
Court Lo
180 da si
180 days
Police
GC34090.7
Crime Reports - Crimes A ainst Property
CL + 5'
CL + 5
Police
GC34090 c
Daily Report _
Field Investigation Cards
2
2
2
2
Police
Police
GC34090(d)
'GC34090(d)
Incident Reports - Except Death and Missing Persons
2'
2
Police
GC34090(d)
Public Information Log
180 days
180 daysl
Police
GC34090.7
Receipt Copies
30 days'
30 days
Police
GC34090.7
Statistical UCR Reports
2'+,
2
Police
GC34090(d)
Sub eona Log
13
1
Police
GC34090.7
Traffic Accident Reports
31
3
Police
GC34090(d)
i Traffic Citations
2'
2
Police
GC34090(d)
Traffic Fatalities
31
P
P yes
Police
GC34090 c
Traffic Property Damage Only
11
11
Police
GC34090.7
1500 FIRE
Apparatus/Vehicle
T
1
T+1 I
1
Fire
GC34090 / 8CCR3203 Repair and
Maintenance - Department Mechanic
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTIONMIS POSITION SCHEDULE
Page 14
RECORD TITLE
_
Arson Investigations - Evidence
Arson Investigations - Evidence
B/C & Staff Lois _
Captain's Log (Fire Station Journals)
RETENTION PERIODS I/M
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Pi P
CL 6 CL+6
Cu 4 5
P P
VITAL' OFFICE OF
I CODE SECTION
RECORD
REMARKS
Fire
PC799 Support prosecution resulting
in homicide
Fire
PC800 Great bodily harm, inhabited
structure or property
Fire
GC34090(d)
Fire
GC34090(d) Activities, personnel,
engine company --historical
Disaster - Major Event Log_
P
2
P
S+2
yes
Fire
Fire
GC34090(c) Historical
ISLOMC2.24.080
Disaster Plans
Emergency Operations Guidelines
Employee Records
S1
S
T
2
1 Fire
Fire
GC34090(d)
GC34090 Then transferred to Human
Resources
T
_
EMS/Liability Reports
Cu
3
4
Fire
GC34090(d)
Equipment & Supplies Invento
Cu
2
3
Fire
GC34090(d)
Exposure - Personnel
j Exposure - Personnel
T
30
T+30
Fire
29CFR1910.1020 Sampling results,
collection, methodology, background
T
S
1
51
T+1
S+5
Fire
Fire
Laborato reports and worksheets
'GC34090.7
Fire Code Books
Fire Dept. Staff Reports
P
P
Fire
GC34090 Non -Council agenda
related, includes supporting
documentation
Fire Equipment/Gear Los
Cul
21
3
Fire
GC34090(d)
Fire Stations
P
P
Fire
GC34090(a)
Fumigations
CU
Cu
Fire
GC34090(d)
General Information
2
S
CLI
P
CL
CL
P
2
2
3
3
2
S+2
CL+2
P
CL+3
CL+3
P
Fire
GC34090(d)
General Operations Guidelines
Hazardous Materials -Storage Permits
Fire
Fire
GC34090(d)
GC34090(d) May keep longer
Hazardous Materials-Undergougnd Storage Tank
Inspection Request/Complaint
Inspections - Fire Prevention
Fire
GC34090(a) Location, installation,
removal, remediation
Fire
Fire
Fire
Fire
GC34090 / CCP338 / CCP340.5
Alarm/sprinkler systems, prevention
efforts
Historical
Media Events - Department
Mutual Aid Activities
Cul
5;
6,
Run Reports (Incidents)
Tailboard Safety Sheets
Weed Abatement
Cul
CU
CL
31
3'
2
4
4
CL+21
Fire
Fire
Depends on Spillman Database
GC34090(d) May keep longer
Fire
GC34090 Various documentation
(May keep longer for historical)
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
city of san Luis osispo
RECORDS RETENTION
POLICY AND SCHEDULE
Prepared by the
Office of the City Clerk
February 2003
RECORDS RETENTION POLICY AND SCHEDULE
TABLE OF CONTENTS
1. Resolution No. 9174 Adopting City -Wide Records Policy and
Retention Schedule.....................................................2
2. Records Retention Policy.............................................4
A. Sample Certificate of Destruction.................................7
B. Sample Destroyed Records Log ................................... 8
3. Legend...................................................................9
4. Records Retention Schedule.........................................10
I
RESOLUTION NO. 9174 (2001 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY-WIDE RECORDS RETENTION SCHEDULE
AND ESTABLISHING A POLICY FOR THE PRESERVATION, PROTECTION
AND LEGAL DISPOSITION OF THE CITY'S RECORDS
WHEREAS, it is necessary to provide a system for effectively managing the
paperwork accumulated in the daily operations of the City of San Luis Obispo; and
WHEREAS, Section 34090 of the California Government Code provides guidelines
for destroying records that have served their purpose and are no longer required; and
WHEREAS, the City Council did, by the adoption of Resolution No. 5304 (1984
Series) authorize retention schedules for certain City Clerk records; and
WHEREAS, the City Council did, by the adoption of Resolution No. 8122 (1993
Series) authorize retention schedules for certain financial and personnel records; and
WHEREAS, there is a need for a City-wide records retention policy and schedule,
which standardizes the length of time records are kept according to all applicable legal,
fiscal, administrative and historic requirements.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo resolves as follows:
SECTION 1. The Records Retention Schedule attached hereto (Exhibit A) is
hereby adopted and shall be implemented on an ongoing basis without further action by the
City Council.
SECTION 2. The Records Retention Policy attached hereto (Exhibit B) is hereby
established.
SECTION 3. That portion of Resolution No. 5304 (1984 Series) establishing a
retention period for certain City Clerk records is hereby rescinded.
SECTION 4. Resolution No. 8122 (1993 Series) authorizing retention schedules
for certain financial and personnel records is hereby superseded.
SECTION 5. The City Council does hereby direct the City Clerk, in consultation
with the City Attorney, to review annually state and federal regulations and to update the
Records Retention Schedule and/or policy as necessary.
R 9174 2
Resolution No. 9174-(20k,.i Series)
Page 2 of 2
Upon motion of Vice Mayor Ewan, seconded by Council Member Mulholland,
and on the following roll call vote:
AYES: Council Members Marx, Mulholland, Schwartz, Vice Mayor Ewan,
and Mayor Settle
NOES: None
ABSENT: None
The foregoing resolution was adopted this 24th day of April 2001.
Lee Price, City Clerk
APPROVED AS TO FORM:
� � r
Attorney
3
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY'S RECORDS
SECTION 1. Purpose:
The declared purpose of this policy is to provide for the proper and efficient management of City
of San Luis Obispo business records.
SECTION 2. Definitions:
A. "Public Record" includes any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics.
"Writing" means handwriting, typewriting, printing, photocopying, photographing,
and every other means of recording upon any form of communication, data, or
representation, including letters, words, pictures, sounds, or symbols, or
combination thereof, and all papers, maps, magnetic or paper tapes, photographic
films and prints, magnetic or punched cards, discs, drums, electronic computer
storage devices and documents. Public records does not include records which are
not retained by the City in the ordinary course of business such as, but not limited
to, preliminary drafts, notes, messages, working papers, stenographic notes and
tapes used in transcription customarily discarded.
Computer software purchased or developed by the City is not itself a public record.
"Computer software" includes computer mapping systems, computer programs,
and computer graphics systems. The data or information stored in a computer is a
public record and shall be managed and disclosed as required.
B. "Records Management" means the systematic control of the creation, processing,
use, protection, storage, and final disposition of all pubic records pursuant to State
C. "Retention Schedule" means the document identifying the length of time a record
is maintained including disposition.
D. "Disposition" means the length of time a record is kept, which may be permanent.
E. "Active Record" means records kept in the office and referred to on a regular
basis.
F. "Inactive Record" means any public record transferred to a records center for
storage until disposition is reached.
G. "Arcliives" means a repository for housing historical records, (whether in paper,
microfilm, or digital) which should be protected or preserved.
El
Records Retention Policy Page 2
H. "Historical" refers to the retention of records that have enduring value because
they reflect significant historical events or document the history and development
of the City.
I. "Vital" records containing information essential for: the resumption of operation
after a disaster or the reestablishment of the legal and financial status of the
organization.
SECTION 3. Ownership of Public Records:
All public records are the property of the City and shall be delivered by outgoing officials and
employees to their successors. Public records are to be maintained in active file areas or in a
designated records center.
SECTION 4. Responsibilities:
A. City Council. The ultimate policies for the keeping, producing, permitting copies, and
management of all public records of the City shall rest with the City Council.
B. Officers and Employees. Each officer and employee of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records
in accordance with applicable Federal or State regulations, or such rules as may be
approved by the City Council.
C. City Attorney. The duty of the City Attorney shall be to review and approve requests to
dispose of records in accordance with the City's adopted records retention schedule; and
to provide legal guidance to the City Clerk in any review of and amendment to the
retention schedule, in accordance with Federal, State and City regulations.
D. City Clerk. The City Clerk may, for the proper and efficient management of the public
records:
1. Develop and circulate instructions and regulations necessary and proper to
implement the Records Retention Schedule.
2. Advise and assist City departments in the preparation of records inventories and
retention periods and make recommendations to the City Attorney.
3. Maintain archives to protect records of historic nature, which should not be
destroyed.
4. In consultation with the City Attorney, revise the records retention schedule as
appropriate.
E. City Department Heads. Each City Department Head shall establish and maintain an
active, continuing program for the economical and efficient management of the public
W
Records Retention Policy Page 3
records of that department. Such program shall, among other things, provide for:
1. Effective controls over the creation, maintenance, and use of public records
in the conduct of business.
2. The maintenance and security of records deemed appropriate for
preservation.
3. Segregation and disposal of records of temporary value in accordance with
the established retention schedule and this policy.
SECTION 5. Records Purge:
At least annually, each Department is responsible for reviewing all records in their custody.
Records that have reached the end of their retention period are to be destroyed pursuant to
Section 6. Electronic versions of those records should also be deleted.
SECTION 6. Destruction of Public Records:
The City Council, by adopting the records retention schedule, authorizes City Department Heads
to destroy duplicate records less than two years old if the records are no longer required in
accordance with adopted retention schedules.
All original records to be destroyed must be listed. Requests for the destruction of original
records must be approved by the responsible Department Head and the City Attorney prior to
destruction. The approved listing of the destroyed documents, along with the signed Certificate
of Destruction (see example attached), shall be filed in the Office of the City Clerk.
This section does not authorize the destruction of the following original records:
A. Records affecting the title to real property or liens thereon.
B. Records required to be kept by statute.
C. Records less than two years old.
D. Minutes, ordinances, or resolutions of the City Council or of a City Board or
Commission.
The City has identified that shredding and recycling the paper produced from the destruction of
these records is the most appropriate method of disposal. Accordingly, although the specific
method used for destruction shall be at the discretion of the Department Head, it shall reflect a
method of destruction that recycles any paper products and avoids the use of sanitary landfill
sites.
C
SAMPLE
city clerk memorandum
DATE:
TO: Department Head
City Attorney
FROM: Records Coordinator/other Employee
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001, the City Council adopted a Records Retention Schedule (Resolution No.
9174, 2001 Series). In accordance with that schedule, certain records have been identified as
eligible for destruction. A listing of those records is attached.
Provide general information about the request: (Example: 104 boxes of records exceeding the
retention requirements and, as such, are being prepared for destruction. The method of
destruction will be via recycling service after the non -recyclable materials (paper clips, metal
prongs, rubber bands, etc.) are removed from the files. The cost of this service will be $1.50 per
box or $156.00 and approximately $40.00 for two boxes of large heavy-duty plastic bags used to
contain the paper for the recycler. We are scheduled to deliver the 104 boxes to the recycling
center on (date).)
Please sign below indicating your approval for the destruction of the attached listing of records.
Dept. Head/Dept. City Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name), do hereby certify that the records listed on the attached were properly
disposed of on (date).
Original: City Clerk
Copy: Department
SAMPLE
RECORD STORAGE
FINANCE STORE ROOM
OLD LIBRARY BUILDING
TO BE DESTROYED MARCH 2001
SYSTEM
STORAGE DESCRIPTION
FISCAL
DATE
YEARS
Accounting
06/98
Receipt journals, budget amendments
96-97
Accounting
06/98
Receipt journals, budget amendments
96-97
ADMIN
07/94
Street Report 198-89, Transit Report 1985-90, DOT Special Project 1982-86
80-90
ADMIN
06/96
6/94 audit work papers, debt service trustee thru 6/95, Street Report: 6/90, 1986 Capital
86-95
Improvement Financing binder
ADMIN
06/96
Utility billing adjustment committee 6/95-1/96, sales tax 1" /2"d quarter 1995
95-96
ADMIN
09/97
Utility billing adjustment committee
96-97
ADMIN
03/99
Audit work papers
94-95
A/P
06/96
1099 tax reports
85-90
A/P
07/98
Ameripride/Valley Industrial backup
96-97
A/P
07/98
Cash trial balance, destruction list, refunds
96-97
A/P
07/98
Call America backup
96-97
A/P
07/98
Pacific Bell backup
96-97
A/P
07/98
Vouchers A
96-97
A/P
07/98
Vouchers B
96-97
A/P
07/98
Vouchers Ca — Ch
96-97
A/P
07/98
Vouchers Cl — Cy
96-97
A/P
07/98
Vouchers C misc — D misc
96-97
A/P
07/98
Vouchers E — F
96-97
A/P
07/98
Vouchers G — H
96-97
A/P
07/98
Vouchers I — K
96-97
A/P
07/98
Vouchers L — Mi
96-97
A/P
07/98
Vouchers Mo — 0
96-97
A/P
07/98
Vouchers P — Ph
96-97
A/P
07/98
Vouchers Pi — P mise
96-97
A/P
07/98
Vouchers Q — San Luis J
96-97
A/P
07/98
Vouchers San Luis M — SLO City
96-97
A/P
07/98
Vouchers SLO County — Sp
96-97
A/P
07/98
Vouchers St — Te
96-97
A1P
07/98
Vouchers Th — V
96-97
A/P
07/98
Vouchers W — Z
96-97
A/R
06/97
Paid invoices
96-97
A/R
11/97
Payment batches, MARS reports
96-97
A/R
11/97
Paid invoices
96-97
Bank Rec
06/96
Bank reconciliations
94-95
Bank Rec
07/96
Bank reconciliations & daily bank reports
94-95
Bank Rec
08/00
Stale -dated checks
90-93
Bank Rec
12/99
Stale -dated checks
88-98
Bank Rec
03/97
Cancelled checks
94-95
Bank Rec
03/97
Cancelled checks
94-95
Bank Rec
03/97
Cancelled checks
94-95
Bank Rec
03/97
Cancelled checks
94-95
Records Retention Schedule
Retention Codes
A/E After expiration
AU Audit
CU Current
CL Closed/Completed
D/R Destroy when no longer relevant
I Indefinite
P Permanent
S Superceded
T Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOW San Luis Obispo Municipal Code
USC United States Code
M
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 1
_ RECORD TITLE_ _
RETENTION PERIODS I/M
! VITAL
OFFICE OF
CODE SECTION
(in years
unless otherwise
noted)
—
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
_
—_ -
COPIES or DUPLICATES of documents for which a
! D/R!
D/R
j
It is the policy of the City of San Luis
department is not the office of record
Obispo that duplicates and copies
distributed to various departments for
informational purposes may be
destroyed by the departments when
they are no longer useful for
reference
IELECTRONIC DOCUMENTS
_
Staff is encouraged to retain
electronic copies of paper records no
longer than retention periods
specified in this schedule
100 GENERAL ADMINISTRATION
101 OFFICE GENERAL MANAGEMENT
City Informationai Brochures, Publications, Newsletters
S
2
P
Various
GC34090(d) Keep one for historical
purposes
City-wide Policies and Procedures
S
5
S+5
Various
GC34090(d) Keep one for historical
purposes
Correspondence - External
CU
2
CU+2
_ _
Various
GC34090(d)
! Correspondence - Internal
CU
2
51
Various
GC34090(d)
Departmental Policies/Procedures
S
5
CU+21
Various
GC34090(d)
General Information
2
2
Various
In -House Committees
CU
5
CU+5
Various
GC34090(d) May be kept for"-
--research/historic purposes
Staff Meeting Notes
j D/R
D/R
Various
GC34090(d) Destroy when no longer
relevant; not a public record
102 OFFICE REFERENCE
Annual Departmental Reports
2
31
5
Various
GC34090(d)
Chronological Files
2
1
2
1 Various
IGC34090 d
Community Organizations
21
31
5
Various
GC34090(d)
Complaints
2
2
Various
IGC34090(d)
General Information
2
2
Various
GC34090(d)
Positive Feedback (How are we doin ? forms)
2
2
Various
IGC34090(d)
Professional Associations
2
2
Various
!GC34090(d)
Publications (journals, periodicals)
D/R
D/R
Various
IGC30490(d) Not a public record
103 FORMS MANAGEMENT
i Blank Forms
S1
S
Various
1GC34090(d)_Retain while current
104 RECORDS MANAGEMENT
1--►
Q CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 2
RECORD TITLE RETENTION PERIODS I/M
VITAL OFFICE OF CODE SECTION
RECORD REMARKS
_
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Certificates of Destruction 2 P P yes
Various GC34090(b) Legal document of final
disposition of record
Public Records Reguests 2 21
Various IGC34090(d)
200
COMMUNITY DEVELOPMENT
201
CITY PLANNING
Address Files CU P P
yes Planning GC34090(a) Files added to daily:
Contains all original legal documents
Business Tax Certificates
CU
P
P
Planning
GC34090(a) Reside in Address Files
Code Enforcement Files
CL
5
1
yes
Building
GC34090(a) Microfilm after 5 years
Construction Files
CL
P
P
yes
yes
Building
GC34090(a) Microfilm immediately
after final inspection
Construction Permits (numeric)
P
P
yes
yes
Building
GC34090(a) Microfilm one year after
final inspection
Home Occupation Permits
CU
P
P
Planning
GC34090(a) Reside in Address Files
Inspection Cards
P
P
yes
Building
GC34090(a) Microfilmed plus original
cards stored
Notices of Address Change
P
P
Planning GC34090(a) Housed in Address files
Notices of Determination
P
P
Planning
GC34090(a) Same comment applies
Notices of Exemption CU
P
P yes
Planning
GC34090(a) Should consider
I
microfilming - one file contains all
P yes
Planning
originals
Project Files: Administrative Use Permit; Planning
2
P
GC34090(a) Microfilm after 4 years
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
CL
P
P
Planning
GC34090(a) Housed in Address files:
Recorded Agreements with Residents/Covenants, etc.
Run with the land (also recorded at
County)
Sign Inventory Files
CU
I
D/R
Planning
GC34090(a)
Sign Permits
2
I
I
Planning
GC34090(a) Should only retain files
pertaining to existing signage
Tracts and Minor Subdivisions
5
5
10
yes
Planning
GC34090(a) Film after minimum of
10 years
Unreinforced Masonry Files structural analysis)
P
P1
Building !GC34090(a) Hard files kept
~ CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 3
RECORD TITLE
300 CITY MANAGEMENT
301 COUNCIL FILES
Action Update
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
51 51 10
I/M
VITAL 1
OFFICE OF
RECORD
Clerk
CODE SECTION
REMARKS
GC34090(d)
Appeals
10P
P
Clerk
GC34090(d) Original appeal is part of
theagenda packet
Audio Tapes
2
2
Clerk
GC34090.7
Council "Notes"
2
2
Clerk
GC34090(d)
Council Agenda Packets
10
P
P
yes
yes
Clerk
GC34090(d)
Council Brochures
S
P
Clerk
GC34090(d) Keep one for historical
purposes
Council Policies & Procedures
S
P
Clerk
GC34090(d) Keep one for historical
purposes
Council Resumes
Cui
2
CU+2
Clerk
GC34090(d
Council Subcommittee Assignments
5.
3
8
Clerk
GC34090(d)
General Information
21
3
5
Clerk
GC34090(d) Review after 5 years
Hot Files
21
2
Clerk
GC34090(d)
Minutes
P
P
yes
yes
Clerk
GC34090(e)
Oaths of Office
P
P
Clerk
GC34090(d)
Petitions to Council
2
3
5
Clerk
GC34090(d) Advisory, non -election
related
Proclamations
2
2
Clerk
GC34090(d)
Public Comment and Speaker Slips
21
2
Clerk
GC34090(d)
Resolutions of A2preciation
2
21
Clerk
_
GC34090(d)
Video Tapes
6 months
i
Clerk
GC34090.7 Recycle
Red File Log
2
21
Clerk
GC34090(d)
302 COMMISSIONS, COMMITTEES, BOARDS
A enda
P
P
yes
yes
Various
GC34090(e)
Audio Tapes
2
2
Various
GC34090.7 Recycle
Bylaws
S
P
yes
Various
GC34090(e)
General Information
2
3
5
Various
GC34090(d)
Membership
CU
P
P
yes
Various
GC34090(d)
Minutes
P1
P
yes
yes
Various
GC34090(e)
1 Recruitments
5
51
10
Various
IGC34090(d)
Resolutions
P
P
yes
yes
Various
IGC34090(e)
Rosters
CU
P
P
yes
yes
Various
GC34090(d
! Video Tapes
6 months
Clerk
IGC34090.7 Recycle
304 CITY ADVISORY BODIES
Advisory Body Handbook
I S
51
P
yes
I
Clerk
IGC34090(d) Keep one for historic
reasons
I..►
N CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 4
RECORD TITLE
Advisory Body Training
RETENTION PERIODS I IN VITAL
(in years unless otherwise noted) LRECORD
ACTIVE INACTIVE TOTAL
2 31 5
OFFICE OF
Clerk
1 CODE SECTION
REMARKS_ _
GC34090(d)_
Annual Advisory.Body Recognition
2
3
5
Clerk
GC34090(d)
General Information
2
2
Clerk
GC34090(d)
Miscellaneous/Ad Hoc Advisory Bodies
-Quarterly Advisory Body Meeting
CU
2
5
CU+5
2
Clerk
Clerk
_
IGC34090(d)
GC34090(d)
400 FINANCIAL AND FISCAL
401 ACCOUNTS PAYABLE
Accounts Pa able Reports
90 days
5
AU+5
Finance
GC34090
Accounts Payable supporting Docs (voucher, invoice, PO)
21 3
AU+3
Finance
GC34090
Bank Statements
21
3
AU+3
Finance
GC34090
Tax Reports (1099 Tax Info/Returns)
1
10
AU+10
Finance
41 CFR50-201.501
402 ACCOUNTS RECEIVABLE
Assessment Pay-offs
1
3
AU+3 f
Finance
GC34090(c)
Business Tax Customer Files
1
AU+31
Finance
GC34090(c) / SLOMC3.01.501(B)
Cash Receipts
1
3
AU+31
Finance
GC34090(c)
Credit Bureau Adjustments
1
3
AU+3
Finance
GC34090(c)
Invoices
1
3
AU+3
Finance
GC34090(c)
Journal Entries
1
31
AU+3
Finance
GC34090 c
Refunds
1
3
AU+3
Finance
GC34090(c)
Revenue Backup
1
3
AU+3
Finance
GC34090(c) / SLOMC3.16.190 /
SLOMC3.04.110
Transient Occupancy Tax
1
3
AU+3
Finance
GC34090(c)
403 MISCELLANEOUS
Checks, Canceled
1
51
AU+51
I Finance
GC34090(c) / CCP337
General Correspondence
1
j 31
AU+31
Finance
GC34090(d)
406 PAYROLL
Pa roll Charges
1
3
AU+3
I Finance
IGC3409(} c / CFR51_6.2
Payroll Reports
90 days
10
AU+10
Finance
GC34090(c)
Tax Reports
1
10
AU+10
Finance
I GC34090 c / CFR516.2
Time Sheets
1
3
AU+3
Finance
GC34090(c) / CFR516.2
408 GRANTS
Community Development Block Grants CDBG)
T
4
T+4
Planning
124CFR570.502
Federal Grants, including FEMA / other emergency
_.
Grants-in-aid
CL+5
5
CL+5
Various
GC34090 Applicants, reports,
contracts, supporting documents
CL+5
5
CL+5
Various
GC34090 Applicants, reports,
contracts, supporting documents
fj� CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 5
RECORD TITLE
RETENTION PERIODS I/M VITAL
OFFICE OF
RECORD
CODE SECTION
REMARKS
State Grants
(in years
ACTIVE
CL+51
unless otherwise
INACTIVE
5
noted)
TOTAL {
CL+51
j
Various
GC34090 Applicants, reports,
contracts, supporting documents
411 UTILITY BILLING
Credit Bureau Assignments
1
3
AU+3
Finance
GC34090(c)
Meter Reads
1
3
AU+3
Finance
GC34090 c
Payment Stubs & Tapes
1
AU+1
Finance
IGC34090(d)
Purge Tapes
1
3
AU+3
Finance
!GC34090(c)
Refunds
1 k
31
AU+3
Finance
GC34090(c)
Service Requests
11
3
AU+3
Finance
GC34090(c)
Utili Billing Register
1
37
AU+3'
Finance
GC34090(c
412 FINANCIAL REPORTS
i Audited Financial Statements
101
P1
P
Finance
GC34090(c)
Bonds Payable and Other Long -Term Indebtedness
T+3
T+3
Finance
GC34090(c) / CCP337.5 / GC53921
Fixed Asset Subsidiary Ledger (includes inventory)
1
4
AU+4
Finance
GC34090(c) / 26CFR301-65-1(f)
Monthly Financial Statements
Audit year
5
AU+5
Finance
GC34090(c)
Other Financial Reports
1
3
AU+3
Finance
GC34090(c)
State Controller Reports
5
5
AU+10
Finance
GC34090(c)
Surplus Property List
1
31
AU+3
I Finance
GC34090(c)
Budget Document (Financial Plan)
P
P
Finance
GC34090(c)
500 HUMAN RESOURCES
Applications
CL+1
4
CL+5
HR
29 CFR 30.8 / GC12946
De artment of Motor Vehicles Records
T+11
HR
IGC12946
Discrimination Complaint
T+1
4
T+51
HR
129 USC 255 (a)
Employee Discipline
T+1
2
T+3
HR
IGC34090(c)
Employee Files
T+1
4
T+5 yes yes
HR
45CFR1068.6APPA / 29CFR1627.3
SLOMC11.04.010(H)
Employment Eligibility Verification -
Immigration/Naturalization Service
T
T
HR
GC34090(c)
Equal Employment Opportu ity Reports
T
3
3
HR
GC34090(c)
General Correspondence
2
2
HR
GC34090(d)
Insurance/Benefits
1
3
AU+3
HR
29CFR1627.3(b)(2)
Labor Negotiations
T+1
2
T+3
HR
GC34090(c
Risk Mana ement Claims Against The City
1
5
AU+5
HR
GC34090
Risk Management Reports
CL
5
CL+5
HR
GC34090
Safety
T,
3
3
HR
GC34090(c)
Tuition Reimbursement
11
2
AU+3
HR
GC34090(c)
Wellness Files
T
T
HR
_ GC34090(d)
Workers Compensation
k T+.
4
T+30 yes yes
HR
29CFR1910.20
i�
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 6
i --L
Vl CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
RECORD TITLE
Temporary Employees
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
T 5 T+5F—_
IN
VITAL
OFFICE OF
CODE SECTION
REMARKS
45CFR1068.6APPA / 29CFR1627.3 /
RECORD
HR
SLOMC11.04.010(H)
644 PURCHASING & CONTRACTING
601 PURCHASING
Bids, RFPs (unsuccessful)
CU
2
CU+2Various
C�SLOMC3.24.170
GC34090 / CCP337 /
Bids, RFPs, RFQs (successful)
AU
5
AU+5
Various
GC34090 / CCP337 /
SLOMC3.24.170
City -Owned Property/Property Management
P
P
yes
Clerk
GC34090(a)
General Information
2
21
Various
Surplus Property Auction/Disposal
AU
4
AU+41
Finance
CCP337
Surplus Property Listing
AU
2
AU+21
Finance
GC34090
T_..
744 LEGISLATIVE AND LEGAL
701 LEGISLATIVE
Affidavits of Publication
2
3
5
Clerk
GC34090(d) Keep with originating
department records
Charters -Listed Numerically with Amendments
P
P
yes yes
Clerk
GC34090(e) / GC40806
Citizens' Charter Committee
CU
5
CU+5
yes
Clerk
GC34090(d)
County Legislation
21
21
Clerk
GC34090(d
Federal Legislation
2i
2
f
j Clerk
GC34090(d)
Municipal Code
S
P
yes yes
Clerk
GC34090(e) Database on City
network/Kee one for historic value
Ordinances
P
_
P
yes yes
Clerk
GC34090(e)
Resolutions
P
P
yes yes
Clerk
I GC34090(e) / GC40806
State Legislation
2
2
Clerk
GC34090(d)
League of CA Cities
2
2
Clerk
GC34090(d)
Grand Jury
2
2
Clerk
GC34090(d)
Legal and Display Ads
CU
4
CU+4
Clerk
CCP 343, 349 et seq.;
GC911.2GC34090
Certificates of Posting
CU
2
CU+2
Clerk IGC34090
Public Hearing Legal Notices
CU
4
CU+4
Clerk
CCP 343, 349 et seq.; GC911.2;
GC34090
702 ELECTION
Controlled Committees
T
71
T+71
Clerk
GC81009(e)
General Information
Cul
2
CU+2
Clerk
GC34090(d)
Initiative, Referendum, Charter Amendments, Recall
Election
8 months
Election
Clerk
EC17200 / EC17400
Petitions
Day + 8
Day + 8
months
months
i --L
Vl CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
P P1
P
Page 7
yes
RECORD TITLE
Municipal Election File/Sample Ballots
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
10 PP
I/M
VITAL
OFFICE OF
CODE SECTION
yes
yes
RECORD
REMARKS
Conveyances to the City Deeds, Easements, etc.)
P
P
yes
Clerk
GC34090(d) Permanent for historic
value
Clerk
Nomination Papers - Successful Candidates
P
P
P
yes
yes
Clerk
EC17100 Permanent for historic
GC34090(a)
Nomination Papers - Unsuccessful Candidates
E
5
E+5
yes
Clerk
EC17100
706 CAPITAL IMPROVEMENT BOARD
CIB Agreements/Contracts
Successful Candidate Committees Campaign Disclosure
Statements
P
P
P
yes
ICCP337
Clerk
GC81009(b)
P
Unsuccessful Candidate Committees Campaign
Disclosure Statements
CITY ATTORNEY
Administrative Files
E
CUP
5
5
E+5
CU+5
CL+10
CIB Resolutions/Ordinances
Clerk
City Attorney
City Attorney
GC81009(b)
GC34090(d)
Destroy 10 yrs. after resolution
703
Civil Litigation
Civil Litigation regarding Property (including settlement and
releases)
CL
CL''
10
P
21
P
yes yes
City Attorney
GC34090(a) Retain pertinent
documents in perpetuity
iGC34090(d)
Claim Files
CL
5
CL+5
City Attorney
GC25105.5
707 STATEMENTS OF ECONOMIC INTEREST
Forms
Criminal Cases going to court
CL
51
CL+51
Cleric
City Attorney
Destroy 5 yrs. after resolution
D/R=Destroy when no longer relevant
Criminal Citations
CL
CLI
City Attorney
GC34090(d) Destroy when resolved
General working files
CU
City Attorney
GC34090 Ongoing purging to keep
current/active
Legislative Files
Cul
2
CU+2
City Attorney
GC34090(d
Property Files
CLI
P
P
yes yes
City Attorney
GC34090(a)
704 GENERAL LEGAL
Agreements/Contracts
CU
5AEJ
CU+5AE
yes yes
Clerk
'CCP337 Keep 5 years after
expiration. Current contracts are vital
Certificates of Compliance
P P1
P
yes I
yes
Clerk
GC34090 a
Conveyances from the City (Deeds, Easements,
Abandonments
P
P
yes
yes
Clerk
Conveyances to the City Deeds, Easements, etc.)
P
P
yes
yes
Clerk
GC34090(a)
Liens
P
P
yes
yes
Clerk
GC34090(a)
Williamson Act Contracts
P
yes
yes
Clerk
GC34090(a)
706 CAPITAL IMPROVEMENT BOARD
CIB Agreements/Contracts
P
P1
I
I
Finance
ICCP337
CIB Establishment/Bylaws
j P
P
j
Finance
GC34090 e
CIB Resolutions/Ordinances
j P
P
Finance
GC34090(e)
General Information
21
2
Finance
iGC34090(d)
Minutes
P1
P
Finance
CGC34090(e)
707 STATEMENTS OF ECONOMIC INTEREST
Forms
S
5
.
Cleric
GC34090{d)
N
O\ CU=Current CL=Closed/Completed P=Permanent 1=Indefinite
D/R=Destroy when no longer relevant
A/E=After expiration
T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 8
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
CODE SECTION
General Information
(in years
ACTIVE
2
unless otherwise noted)
INACTIVE TOTAL
2
RECORD
REMARKS
Clerk
GC34090(d)
Manuals
S
5
S+5
Clerk
GC34090(d)
Statements of Economic Interest (87200 Filers)
T
7
T+7
Clerk
IGC81009(e) & CCAC Guidelines
Statements of Economic Interest (City Code Filers)
7
7
GC81009(e)
709 PUBLIC INFORMATION/COMMUNITY RELATIONS
Consumer Price Index (CPI)
CU
2
CU+2
Various
IGC34090(d)
General Information
2
2
Various
GC34090(d)
Press Release
CU
2
CU+2
Various
GC34090(d)
800 PUBLIC WORKS
801 ENGINEERING
Encroachment Permits
P
P
Public Works
IGC34O90(d)
Engineering Standards
P
P
Public Works
GC34090(a)
General Information
2
2
Public Works
GC34090(d)
Job Files / Bids / Plans / Specifications
P
P
Public Works
IGC34090(d)
Contractor Bids (not awarded)
CU
CL+2
CL+2
Public Works
............... _
802 STREET ADDRESS FILES
General Information
21
1 2
Public Works
IGC34090(d)
Street files
5
5
10
Public Works
GC34090(d) Review in 5 years -
purge
803 MASS TRANSPORTATION
I General Information
5
5
yes
yes
Public Works
Public Works
Public Works
GC34090(d)_
JGC34090(d)
GC34090(d) Destroy when no longer
relevant
I Local-SLO Municipal Bus System CU 10 CU+10
I Regional Elderly/Handicapped Transit
Taxicabs
CU
CU
2
5
D/R
CU+5
yes
Public Works
GC34090(d)
Transportation Permits_
I Unmet Transit Needs
CU
CU
2
101
CU+2
CU+10
es
Public Works
GC34090(d)
yes
Public Works
GC34090(d)
I
804 PARKING
Downtown Parking Study
P
P1
yes I
I Public Works
JGC34090 d
General Information
2
21
1
Public Works
GC34090(d)
Parking Meters
CU
5
CU+51
yes I
I Public Works
IGC34090(d)
j Parking Policies
S
5
CU+5
yes
I Public Works
GC34090(d)
Ridesharing/Car Pool Program
CU
5
CU+5
Public Works
IGC34090(d)
806 DISTRICTS
N
1-4 CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 9
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
RECORD
Public Works/
Clerk
CODE SECTION _
REMARKS
_
`GC34090(d) Note: original
documentation kept permanently in
Office of City Clerk
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CL 10 CL+10 yes yes
Assessment Districts
Benefit Districts
CL
10
CL+10
yes
Public Works/
Clerk
JGC34090(d) Note: original
documentation kept permanently in
Office of City Clerk
General Information
2
2
Public Works
Geologic Hazard Abatement Districts
CL
10
CL+10
yes
Public Works
Residential Parking Districts
CL
10
CL+10
yes
yes
Public Works
Underground Utilities
CL
10i
CL+10
yes
Public Works
307 SURVEYING
General Information
21
21
1
1 Public Worcs
GC34090(d)
808 MAPPING
Aerial Photos
Cul
10
C+101
I I Public Works
Kept in flat files
General Information
21
21
Public Works
GC34090(d)
809 FACILITIES MAINTENANCE
Corporation Yard
CU
1 101
CU+101
Public Works
GC34090(d)
General Information
CU
I 101
CU+101
Public Works
GC34090(d)
Golf Course Maintenance
CU
101
CU+101
I Public Works
GC34090(d
Government Building Maintenance
CU
10
CU+101
Public Works
GC34090(d)
Library Maintenance
CU
101
CU+101
Public Works
GC34090(d)
Parking Facilities
CU
101
CU+101
Public Works
GC34090(d)
Recreation Facilities Maintenance
CU
10
CU+101
Public Works
GC34090(d)
Street Landscape Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Swimming Pool Maintenance
CU
10
CU+10
Public Works
GC34090(d)
810 STORM DRAINAGE/FLOOD CONTROL
Creek Policies
S1
2
S+2
Public Works
GC34090(d)
Drainage Complaints
CU
2
CU+2
Public Works
GC34090(d)
Drainage Mas
CU
5
CU+5
Public Works
GC34090(d)
Flood Management
CU
2
CU+2
Public Works
GC34090(d)
Flood Studies/Detention Dams
CL
10
CL+10
Public Works
GC34090(d
General Information
2
12
Public Works
GC34090(d)
Storm Drain & Water Way Program
CU
101
CU+10
Public Works
GC34090(d)
Zone 9 Master Plan
S1
10
S+101
Public Works
GC34090(d)
811 PUBLIC IMPROVEMENTS
Cost Estimating
CU
2
CU
Public Warks
GC34090 d
M..►
00 CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 10
RECORD TITLE
RETENTION PERIODS
I/M VITAL j
OFFICE OF
CODE SECTION
General Information
812 TRAFFIC OPERATIONS (STREETS, HIGHWAYS,
BRIDGES)
Abandonments
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CU 2 _ CU+2
CLI P1 P1
I
yes I
RECORD
Public Works
Public Works
REMARKS
GC34090 d
IGC34090(a)
Bicycle Lanes/Paths
CL
5
CL+5
yes
Public Works
iGC34090(d) Microfilm for
research/historic value
Bridges and Creeks
CLI
31
CL+3
Public Works
GC34090(d)
General Information
2
2
Public Works
GC34090(d)
Pavement Management Plan
CL
51
CL+5
Public Works
GC34090(d)
School Related
CL
5
CL+5
Public Works
GC34090(d)
Street Naming
CL
P
P
yes
Public Works
GC34090(a)
Street Signs & Pavement Markings
CL
5
CL+5
Public Works
GC34090(d)
Street Widening
CLI
P
P
yes
Public Works
GC34090(a)
Traffic Patterns
CLI
5
CL+5
Public Works
GC34090(d)
Traffic Re ulations
CLI
31
CL+3
Public Works
GC34090(d)
Traffic Safety
CLI
51
CL+5
yes
Public Works
GC34090(d)
Traffic Signals & Street Lights
CL
51
CL+5
yes
Public Works
GC34090(d)
Traffic Studies
CL
10
CL+10
yes
Public Works
GC34090(d)
900 INFORMATION SYSTEMS
901 GENERAL COMPUTER INFORMATION
General information
Hardware
Software
Training Programs
2
S
S
CL
2
2
2
2
S+2
S+2
CL+2
I
Finance
Finance
Finance
Finance
GC34090(d
!GC34090(d)
GC34090(d)
GC34090(d
1000 REAL ESTATE
1001 CITY OWNED PROPERTY
Buildings
I
yes I Yes
Clerk
GC34090 a
Excess Right of Way
IT-
I
yes A yes
Clerk
GC34090(a)
Land
11
1
1
yes I yes
Clerk
!GC34090(a)
Parks
I
I
yes yes
Clerk
GC34090(a)
1100 PARKS & RECREATION & CULTURE
1101 PARKS AND RECREATION
Alcoholic Beverage Control
T
2
T+2
P&R
1
GC34090(d)
Banner Applications
2
3
5
P&R
GC34090(d)
Banner Policy
2
3
5
P&R
GC34090(d)
Child Care Programs
2,
3
5
P&R
GC34090
Daily ActivityReports
2
2
P&R
GC34090
Ift"
�*Z CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 11
RECORD TITLE
Facility Rental Information
Facility Use Permits
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Cul 2; CU+2
2 3j 5
I/M
. VITAL , OFFICE OF
RECORD
P&R
P&R
CODE SECTION
REMARKS
!GC34090(d)
IGC34090
General Information
Playground Audits
I Public Facilities (Including pools and parks): Capital
Improvements and Construction
Public Facilities (Including pools and parks): Maintenance
and Operations
2
P
5
5
5
5
2
P
10
10
yes
yes
yes
P&R
P&R
Public Works
Public Works
IGC34090(d)
GC34090(a)
GC34090(a)
GC34090(a)
Special Events
21
3
5
P&R
GC34090(d)
Special Event Permits
2
3
5
P&R
GC34090(d
Special Event Banner Permits
CU
4
5
P&R
GC34090(d
Sports Groups
2
31
5
P&R
GC34090(d)
Waivers & Permission Slips
2
3
5
P&R
GC34090
Permanent Employees
CU
I
HR
Icopies in P&R
Temporary Employees I
CU
2
P&R
GC34090 d
Temporary Employees Special Programs
CU
P&R
GC34090(d)
Contract Instructors
CU
41
5
P&R
iGC34090(d
Contract Classes Waivers, Rosters
CU
4
5
P&R
GC34090(d)
Scorekeeper Los
CU
2
5
P&R
Accident / Injury Reports -- Event Participants
CU
6
7
P&R
-GC34090(d)_
GC34090(d)
How Are We Doing Forms
CU
1
2
P&R
GC34090(d
Payment Vouchers
CU
1
Finance
Icopies in P&R, GC34090(d)
j Refunds
CU
3
4
P&R
IGC34090(d)
Cash Receipts
CU
3
4
P&R
GC34090(d)
Credit Card Receipts
CU
3
4
P&R
GC34090(d)
CAL -OSHA Department Tailgates
CU
61
7
P&R
GC34090(d)
Press Release
CU
2
3
P&R
GC34090(d)
Scholarships
CU
P&R
GC34090(d)
Triathlon Times/Winners
CU
2
3
P&R
GC34090(d)
Triathlon Waivers
CU
4
5
P&R
GC34090(d)
Softball, Volleyball, Basketball Waivers
CU
2
31
P&R
GC34090(d)
Softball, Volleyball, Basketball Roster
CU
4
51
P&R
GC34090(d)
1200 UTILITIES/PUBLIC SERVICES
12171 FRANCHISES
Cable TV Systems
2
31
C
51
_
Utilities
GC34090(d)
I General Information
2
21
Utilities
GC34090(d
Greenwaste & Curbside Recycling
2
3
5
Utilities
GC34090 d
Pacific Gas & Electric
21
31
51
Utilities
GC34090(d)
San Luis Garbage
2
31
51
Utilities
GC34090(d)
Southern California Gas Co.
2
3:
51
Utilities
GC34090(d)
N
C CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 11
RECORD TITLE
Facility Rental Information
Facility Use Permits
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Cul 2; CU+2
2 3j 5
I/M
. VITAL , OFFICE OF
RECORD
P&R
P&R
CODE SECTION
REMARKS
!GC34090(d)
IGC34090
General Information
Playground Audits
I Public Facilities (Including pools and parks): Capital
Improvements and Construction
Public Facilities (Including pools and parks): Maintenance
and Operations
2
P
5
5
5
5
2
P
10
10
yes
yes
yes
P&R
P&R
Public Works
Public Works
IGC34090(d)
GC34090(a)
GC34090(a)
GC34090(a)
Special Events
21
3
5
P&R
GC34090(d)
Special Event Permits
2
3
5
P&R
GC34090(d
Special Event Banner Permits
CU
4
5
P&R
GC34090(d
Sports Groups
2
31
5
P&R
GC34090(d)
Waivers & Permission Slips
2
3
5
P&R
GC34090
Permanent Employees
CU
I
HR
Icopies in P&R
Temporary Employees I
CU
2
P&R
GC34090 d
Temporary Employees Special Programs
CU
P&R
GC34090(d)
Contract Instructors
CU
41
5
P&R
iGC34090(d
Contract Classes Waivers, Rosters
CU
4
5
P&R
GC34090(d)
Scorekeeper Los
CU
2
5
P&R
Accident / Injury Reports -- Event Participants
CU
6
7
P&R
-GC34090(d)_
GC34090(d)
How Are We Doing Forms
CU
1
2
P&R
GC34090(d
Payment Vouchers
CU
1
Finance
Icopies in P&R, GC34090(d)
j Refunds
CU
3
4
P&R
IGC34090(d)
Cash Receipts
CU
3
4
P&R
GC34090(d)
Credit Card Receipts
CU
3
4
P&R
GC34090(d)
CAL -OSHA Department Tailgates
CU
61
7
P&R
GC34090(d)
Press Release
CU
2
3
P&R
GC34090(d)
Scholarships
CU
P&R
GC34090(d)
Triathlon Times/Winners
CU
2
3
P&R
GC34090(d)
Triathlon Waivers
CU
4
5
P&R
GC34090(d)
Softball, Volleyball, Basketball Waivers
CU
2
31
P&R
GC34090(d)
Softball, Volleyball, Basketball Roster
CU
4
51
P&R
GC34090(d)
1200 UTILITIES/PUBLIC SERVICES
12171 FRANCHISES
Cable TV Systems
2
31
C
51
_
Utilities
GC34090(d)
I General Information
2
21
Utilities
GC34090(d
Greenwaste & Curbside Recycling
2
3
5
Utilities
GC34090 d
Pacific Gas & Electric
21
31
51
Utilities
GC34090(d)
San Luis Garbage
2
31
51
Utilities
GC34090(d)
Southern California Gas Co.
2
3:
51
Utilities
GC34090(d)
N
C CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 12
RECORD TITLE
Sylvester Security Alarm §Ystems
RETENTION PERIODS I/M
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
i 2 3: 5F
VITAL
OFFICE OF
RECORD
Utilities
CODE SECTION
REMARKS
GC34090(d)
Union Oil Co.
2
3'
51
Utilities
GC34090(d)
1202 WATER SYSTEM
1 CA Dept. of Health
51
5
10
Utilities
40CFR
Conservation
P
P
Utilities
GC34090(a)
County Water Resources Advisory Board
3
12
15
Utilities
GC34090(d)
Distribution/Maintenance/Customer
2
2
4
Utilities
GC34090(d)
General Information
2
2
Utilities
GC34090(d)
Nacimiento
3
P
Utilities
Ongoing project
Operational Plans
P
P1
yes
Utilities
GC34090(d)
Recycling
2
21
Utilities
GC34090(d)
Salinas
P
P
Utilities
GC34090(e)
Solid Waste
3
3
61
Utilities
GC34090(c)
SWRCB--Ri hts/Permits
Pil
P
Utilities
40CFR
TelemetryP
3
61
Utilities
Licenses
Treatment
Pi
P
Utilities
GC34090(e)
Water Management Plan
CU
CU
Utilities
40CFR
Wells/Groundwater
P
P
Utilities
GC34090(a)_
Whale Rock/Minutes
P
P
Utilities
GC34090(e)
1203 WASTEWATER
Annual Reports
Cul
CU
Utilities
GC34090(c) Compliance
Library Documents
P1
P
yes
Utilities
GC34090 Historical
Monthly Reports
P1
P
Utilities
GC34090(c) Historical purpose
Pretreatment
51
5
Utilities
40CFR
Quarterly Reports
cul
CU
Utilities
GC34090(c) Compliance
Reclamation
P
P
yes
Utilities
40CFR
SWRCB--Water Rights/Permits
P
P
yes
Utilities
40CFR
Treatment
P
P
yes
Utilities
GC34090
Wastewater Collection
2
2
4
Utilities
_
GC34090(c)
1204 SOLID WASTE MANAGEMENT
General Information
2
2
Utilities
GC34090(d)
Recycling
2
3
5
Utilities
Utilities
GC34090(d)
GC34090(d)
;Trash ServiceCU 5 CU+5
1300 POLICE
POLICE ADMINISTRATION
Accident Review Reports
1 51
1
51
Police
!GC34090 d
N
I--► CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 12
RECORD TITLE
Sylvester Security Alarm §Ystems
RETENTION PERIODS I/M
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
i 2 3: 5F
VITAL
OFFICE OF
RECORD
Utilities
CODE SECTION
REMARKS
GC34090(d)
Union Oil Co.
2
3'
51
Utilities
GC34090(d)
1202 WATER SYSTEM
1 CA Dept. of Health
51
5
10
Utilities
40CFR
Conservation
P
P
Utilities
GC34090(a)
County Water Resources Advisory Board
3
12
15
Utilities
GC34090(d)
Distribution/Maintenance/Customer
2
2
4
Utilities
GC34090(d)
General Information
2
2
Utilities
GC34090(d)
Nacimiento
3
P
Utilities
Ongoing project
Operational Plans
P
P1
yes
Utilities
GC34090(d)
Recycling
2
21
Utilities
GC34090(d)
Salinas
P
P
Utilities
GC34090(e)
Solid Waste
3
3
61
Utilities
GC34090(c)
SWRCB--Ri hts/Permits
Pil
P
Utilities
40CFR
TelemetryP
3
61
Utilities
Licenses
Treatment
Pi
P
Utilities
GC34090(e)
Water Management Plan
CU
CU
Utilities
40CFR
Wells/Groundwater
P
P
Utilities
GC34090(a)_
Whale Rock/Minutes
P
P
Utilities
GC34090(e)
1203 WASTEWATER
Annual Reports
Cul
CU
Utilities
GC34090(c) Compliance
Library Documents
P1
P
yes
Utilities
GC34090 Historical
Monthly Reports
P1
P
Utilities
GC34090(c) Historical purpose
Pretreatment
51
5
Utilities
40CFR
Quarterly Reports
cul
CU
Utilities
GC34090(c) Compliance
Reclamation
P
P
yes
Utilities
40CFR
SWRCB--Water Rights/Permits
P
P
yes
Utilities
40CFR
Treatment
P
P
yes
Utilities
GC34090
Wastewater Collection
2
2
4
Utilities
_
GC34090(c)
1204 SOLID WASTE MANAGEMENT
General Information
2
2
Utilities
GC34090(d)
Recycling
2
3
5
Utilities
Utilities
GC34090(d)
GC34090(d)
;Trash ServiceCU 5 CU+5
1300 POLICE
POLICE ADMINISTRATION
Accident Review Reports
1 51
1
51
Police
!GC34090 d
N
I--► CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE
Page 13
RECORD TITLE
Administrative/ Internal Investigations
Background Investigations - Hired
_ RETENTION PERIODS I/M ! VITAL!
(in years unless otherwise noted) i
ACTIVE INACTIVE TOTAL
CL + 2 3 � CL + 5" I
T 5 T + 51 1
OFFICE OF
RECORD
Police
Police
CODE SECTION
REMARKS
GC34090(d) * Retain longer when
requested by the Chief of Police
Background Investigations - Non Hired
CLI
2
CL + 21 1
Police
!GC34090(d)
Business Permit Files - Massage, Taxi, Solicitors
Cul
2
CU + 21
Police
GC34090(d) / SLOMC5.56.150
Concealed Weapon Permit Records
CU
A/E + 2
A/E + 21
Police
GC34090(d)
Crime Statistics - Internally Computer Generated
21
3
5
Police
GC34090(d)
Employee Training Records
T
5
T+5
Police
GC34090(c
Operations Directive Manual
CU
2
CU + 2
Police
GC34090(d)
Press Releases
2
3
5
Police
GC34090(d
Special Orders Manuals
5
P
P yes
Police
GC34090(d)
Use of Force Supervisory Review Reports
--
2
2
Police
GC34090(d)
POLICE COMMUNICATIONS
Tapes - Audio, Telephone and Radio Communications
1 180 days
18 months
21
Police
jGC34090.76
POLICE EVIDENCE
In -Car Video Tapes
1
1
Police
IGC34090.7
POLICE RECORDS
Applicant Fingerprint Files
21
2
Police
IGC34090 d
Arrest and Citation Register
21
2
Police
GC34090(d)
Court Log
180 days
180 days
Police
GC34090.7
Crime Reports - Crimes Against Property
CL + 5
CL + 5
Police
GC34090(c)
Daily Report
2
2
Police
GC34090(d)
Field Investigation Cards
2
2
Police
GC34090(d)
€ Incident Reports - Except Death and Missing Persons
2
2
Police
GC34090(d)
Public Information Log
180 days
180 days
Police
JGC34090.7
Receipt Copies
30 davs
30 days
Police
JGC34090.7
Statistical UCR Reports
21
2
Police
GC34090 d
Subpeona Log
11
1
Police
JGC34090.7
Traffic Accident Reports
31
3
Police
GC34090(d)
Traffic Citations
21
2 1
Police
GC34090(d)
j Traffic Fatalities
31
P
P yes
Police
GC34090 c
Traffic Property Damage Only
1
1
Police
GC34090.7
1500 'FIRE
Apparatus/Vehicle
Arson Investigations - Evidence
T
P
1
T+1 I
P1
Fire
Fire
GC34090 / 8CCR3203 Repair and
Maintenance - Department Mechanic
maintenance
Support prosecution resulting
in homicide
N
N CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 14
RECORD TITLE RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Arson Investigations - Evidence CL 6 CL+6
F7
B/C &Staff Lo s __ CU 4 5
I/M VITAL
I OFFICE OF
CODE SECTION
I RECORD
REMARKS
I
PC800 Great bodily harm, inhabited
structure or property
Fire
Fire
Fire
GC34090(d)
GC34090(d) Activities, personnel,
engine company --historical
Captain's Log (Fire Station Journals)
P P�
Disaster - Major Event Log
P
P
Fire
GC34090(c) Historical
Disaster Plans
S
2, S+2
yes
Fire
SLOMC2.24.080
Emergency Operations Guidelines
S
21
Fire
GC34090(d)
Employee Records
T
CU
3
T
4
Fire
Fire
GC34090 Then transferred to Human
Resources
GC34090(d)
EMS/Liability Reports
Equipment & Supplies Invento
CU
2
3
Fire
GC34090(d)
Exposure - Personnel
T
30
T+30
Fire
29CFR1910.1020 Sampling results,
collection, methodology, background
Exposure - Personnel
T
1
T+1
Fire
Laboratory reports and worksheets
Fire Code Books
S
5
S+5
Fire
GC34090.7
Fire Dept. Staff Reports
P
P
Fire
GC34090 Non -Council agenda
related, includes supporting
documentation
Fire Equipment/Gear Los
CU
2
3
Fire
GC34090(d)
Fire Stations
P
P
Fire
GC34090 a
Fumigations
CU
Cu
Fire
GC34090(d)
General Information
2
2
Fire
GC34090 d
General Operations Guidelines
S
2
S+2
Fire
GC34090(d)
Hazardous Materials -Storage Permits
Hazardous Mate rials -Ll ndergougnd Storage Tank
Inspection Request/Complaint
Inspections - Fire Prevention
CL
21
CL+2
Fire
GC34090(d) May keep longer
P
P
Fire
GC34090(a) Location, installation,
removal, remediation
CL
3
CL+3
Fire
GC34090 / CCP338 / CCP340.5
CL
3
CL+3
Fire
Alarm/sprinkler systems, prevention
efforts
Media Events - Department
P
P
Fire
Historical
Mutual Aid Activities
CU
5
6
Fire
Run Reports (Incidents)
Cu
3
4
Fire
Depends on Spillman Database
Tailboard Safety Sheets
Cu
3
4
Fire
GC34090(d) May keep longer
Weed Abatement
CL
2
CL+2
Fire
GC34090 Various documentation
(May keep longer for historical)
N
W CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
or
san tuis OBI SPO
RECORDS RETENTION
POLICY AND SCHEDULE
Prepared by the
Office of the City Clerk
April 2001
RECORDS RETENTION POLICY AND SCHEDULE
TABLE OF CONTENTS
1. Resolution No. 9174 Adopting City -Wide Records Policy and
Retention Schedule.....................................................2
2. Records Retention Policy.............................................4
A. Sample Certificate of Destruction.................................7
B. Sample Destroyed Records Log...................................8
3. Legend...................................................................9
4. Records Retention Schedule.........................................10
5. Records Retention Schedule Index.................................23
1
RESOLUTION NO. 9174 (2001 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY-WIDE RECORDS RETENTION SCHEDULE
AND ESTABLISHING A POLICY FOR THE PRESERVATION, PROTECTION
AND LEGAL DISPOSITION OF THE CITY'S RECORDS
WHEREAS, it is necessary to provide a system for effectively managing the
paperwork accumulated in the daily operations of the City of San Luis Obispo; and
WHEREAS, Section 34090 of the California Government Code provides guidelines
for destroying records that have served their purpose and are no longer required; and
WHEREAS, the City Council did, by the adoption of Resolution No. 5304 (1984
Series) authorize retention schedules for certain City Clerk records; and
WHEREAS, the City Council did, by the adoption of Resolution No. 8122 (1993
Series) authorize retention schedules for certain financial and personnel records; and
WHEREAS, there is a need for a City-wide records retention policy and schedule,
which standardizes the length of time records are kept according to all applicable legal,
fiscal, administrative and historic requirements.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo resolves as follows:
SECTION 1. The Records Retention Schedule attached hereto (Exhibit A) is
hereby adopted and shall be implemented on an ongoing basis without further action by the
City Council.
SECTION 2. The Records Retention Policy attached hereto (Exhibit B) is hereby
established.
SECTION 3. That portion of Resolution No. 5304 (1984 Series) establishing a
retention period for certain City Clerk records is hereby rescinded.
SECTION 4. Resolution No. 8122 (1993 Series) authorizing retention schedules
for certain financial and personnel records is hereby superseded.
SECTION 5. The City Council does hereby direct the City Clerk, in consultation
with the City Attorney, to review annually state and federal regulations and to update the
Records Retention Schedule and/or policy as necessary.
R 9174 2
Resolution No. 9174 (2001 Series)
Page 2 of 2
Upon motion of Vice Mayor Ewan, seconded by Council Member Mulholland,
and on the following roll call vote:
AYES: Council Members Marx, Mulholland, Schwartz, Vice Mayor Ewan,
and Mayor Settle
NOES: None
ABSENT: None
The foregoing resolution was adopted this 24th day of April 2001.
14'1 or Allen Settle
ATTE I:
Lee Price, City Clerk
APPROVED AS TO FORM:
jJG-,,j6rg;#, Cly Attorney
3
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY'S RECORDS
SECTION 1, Purpose:
The declared purpose of this policy is to provide for the proper and efficient management of City
of San Luis Obispo business records.
SECTION 2. Definitions:
A. "Public Record" includes any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics.
"Writing" means handwriting, typewriting, printing, photocopying, photographing,
and every other means of recording upon any form of communication, data, or
representation, including letters, words, pictures, sounds, or symbols, or
combination thereof, and all papers, maps, magnetic or paper tapes, photographic
films and prints, magnetic or punched cards, discs, drums, electronic computer
storage devices and documents. Public records does not include records which are
not retained by the City in the ordinary course of business such as, but not limited
to, preliminary drafts, notes, messages, working papers, stenographic notes and
tapes used in transcription customarily discarded.
Computer software purchased or developed by the City is not itself a public record.
"Computer software" includes computer mapping systems, computer programs,
and computer graphics systems. The data or information stored in a computer is a
public record and shall be managed and disclosed as required.
B. "Records Management" means the systematic control of the creation, processing,
use, protection, storage, and final disposition of all pubic records pursuant to State
C. "Retention Schedule" means the document identifying the length of time a record
is maintained including disposition.
D. "Disposition" means the length of time a record is kept, which may be permanent.
E. "Active Record" means records kept in the office and referred to on a regular
basis.
F. "Inactive Record" means any public record transferred to a records center for
storage until disposition is reached.
G. "Archives" means a repository for housing historical records, (whether in paper,
microfilm, or digital) which should be protected or preserved.
Records Retention Policy
Page 2
H. "Historical" refers to the retention of records that have enduring value because
they reflect significant historical events or document the history and development
of the City.
I. "Vital" records containing information essential for: the resumption of operation
after a disaster or the reestablishment of the legal and financial status of the
organization.
SECTION 3. Ownership of Public Records:
All public records are the property of the City and shall be delivered by outgoing officials and
employees to their successors. Public records are to be maintained in active file areas or in a
designated records center.
SECTION 4. Responsibilities:
A. City Council. The ultimate policies for the keeping, producing, permitting copies, and
management of all public records of the City shall rest with the City Council.
B. Officers and Emgloyees. Each officer and employee of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records
in accordance with applicable Federal or State regulations, or such rules as may be
approved by the City Council.
C. City Attorney. The duty of the City Attorney shall be to review and approve requests to
dispose of records in accordance with the City's adopted records retention schedule; and
to provide legal guidance to the City Clerk in any review of and amendment to the
retention schedule, in accordance with Federal, State and City regulations.
D. City Clerk. The City Clerk may, for the proper and efficient management of the public
records:
1. Develop and circulate instructions and regulations necessary and proper to
implement the Records Retention Schedule.
2. Advise and assist City departments in the preparation of records inventories and
retention periods and make recommendations to the City Attorney.
3. Maintain archives to protect records of historic nature, which should not be
destroyed.
4. In consultation with the City Attorney, revise the records retention schedule as
appropriate.
E. City Department Heads. Each City Department Head shall establish and maintain an
active, continuing program for the economical and efficient management of the public
5
Records Retention Policy Page 3
records of that department. Such program shall, among other things, provide for:
Effective controls over the creation, maintenance, and use of public records
in the conduct of business.
2. The maintenance and security of records deemed appropriate for
preservation.
3. Segregation and disposal of records of temporary value in accordance with
the established retention schedule and this policy.
SECTION 5. Records Purize:
At least annually, each Department is responsible for reviewing all records in their custody.
Records that have reached the end of their retention period are to be destroyed pursuant to
Section 6. Electronic versions of those records should also be deleted.
SECTION 6. Destruction of Public Records:
The City Council, by adopting the records retention schedule, authorizes City Department Heads
to destroy duplicate records less than two years old if the records are no longer required in
accordance with adopted retention schedules.
All original records to be destroyed must be listed. Requests for the destruction of original
records must be approved by the responsible Department Head and the City Attorney prior to
destruction. The approved listing of the destroyed documents, along with the signed Certificate
of Destruction (see example attached), shall be filed in the Office of the City Clerk.
This section does not authorize the destruction of the following original records:
A. Records affecting the title to real property or liens thereon.
B. Records required to be kept by statute.
C. Records less than two years old.
D. Minutes, ordinances, or resolutions of the City Council or of a City Board or
Commission.
The City has identified that recycling the paper produced from the destruction of these records is
the most appropriate method of disposal. Accordingly, although the specific method used for
destruction shall be at the discretion of the Department Head, it shall reflect a method of
destruction that recycles any paper products and avoids the use of sanitary landfill sites.
6
Records Retention Policy
1►j i 010 to] ;7:II►`N 11Wkyj
DATE
TO: Department Head
Jeffrey G. Jorgensen, City Attorney
FROM: Records Coordinator/other Employee
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
Page 4
SAMPLE
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 is attached.
Provide general information about the request: (Example: 104 boxes of records exceeding the
retention requirements and, as such, are being prepared for destruction. The method of
destruction will be via recycling after the Friendship School removes the non -recyclable
materials (paper clips, metal prongs, rubber bands, etc.) from the files. The cost of this service
will be $1.50 per box or $156.00 and approximately $40.00 for two boxes of large heavy-duty
plastic bags used to contain the paper for the recycler. We are scheduled to deliver the 104
boxes to Friendship School on (date).)
Please sign below indicating your approval for the destruction of the attached listing of records.
Dept. Head/Dept. Jeffrey G. Jorgensen, City Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name), do hereby certify that the records listed on the attached were properly
disposed of on (date).
Original: City Clerk
Copy: Department
Records Retention Policy
RECORDSTORAGE
FINANCE STORE ROOM
OLD LIBRARY BUILDING
TO BE DESTROYED MARCH 2001
Page 5
SAMPLE
SYSTEM
STORAGE DESCRIPTION
FISCAL
DATE
YEARS
Accounting
06/98
Receipt journals, budget amendments
96-97
Accounting
06/98
Receipt journals, budget amendments
96-97
ADMIN
07/94
Street Report 198-89, Transit Report 1985-90, DOT Special Project 1982-86
80-90
ADMIN
06/96
6/94 audit work papers, debt service trustee thru 6/95, Street Report: 6/90, 1986
86-95
Capital Improvement Financing binder
ADMIN
06/96
Utility billing adjustment committee 6/95-1/96, sales tax 1" /2°d quarter 1995
95-96
ADMIN
09/97
Utility billing adjustment committee
96-97
ADMIN
03/99
Audit work papers
94-95
A/P
06/96
1099 tax reports
85-90
A/P
07/98
Ameripride/Valley Industrial backup
96-97
A/P
07/98
Cash trial balance, destruction list, refunds
96-97
A/P
07/98
Call America backup
96-97
A/P
07/98
Pacific Bell backup
96-97
A/P
07/98
Vouchers A
96-97
A/P
07/98
Vouchers B
96-97
A/P
07/98
Vouchers Ca — Ch
96-97
A/P
07/98
Vouchers Cl — Cy
96-97
A/P
07/98
Vouchers C misc — D misc
96-97
A/P
07/98
Vouchers E — F
96-97
A/P
07/98
Vouchers G — H
96-97
A/P
07/98
Vouchers I — K
96-97
A/P
07/98
Vouchers L — Mi
96-97
A/P
07/98
Vouchers Mo — 0
96-97
A/P
07/98
Vouchers P — Ph
96-97
A/P
07/98
Vouchers Pi — P misc
96-97
A/P
07/98
Vouchers Q — San Luis J
96-97
A/P
07/98
Vouchers San Luis M — SLO City
96-97
A/P
07/98
Vouchers SLO County — Sp
96-97
A/P
07/98
Vouchers St — Te
96-97
A1P
07/98
Vouchers Th — V
96-97
A/P
07/98
Vouchers W — Z
96-97
A/R
06/97
Paid invoices
96-97
A/R
11/97
Payment batches, MARS reports
96-97
A/R
11/97
Paid invoices
96-97
Bank Rec
06/96
Bank reconciliations
94-95
Bank Rec
07/96
Bank reconciliations & daily bank reports
94-95
Bank Rec
08/00
Stale -dated checks
90-93
Bank Rec
12/99
Stale -dated checks
88-98
0
Records Retention Schedule
P Permanent
S Superceded
T Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOMC San Luis Municipal Code
USC United States Code
M
Retention Codes
A/E
After expiration
AU
Audit
CU
Current
CL
Closed/Completed
D/R
Destroy when no longer relevant
I
Indefinite
P Permanent
S Superceded
T Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOMC San Luis Municipal Code
USC United States Code
M
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 1
RECORD TITLE
RETENTION PERIODS IN j
VITAL
OFFICE OF
CODE SECTION
RECORD
REMARKS
(in years
unless otherwise
noted)
ACTIVE INACTIVE TOTAL
COPIES or DUPLICATES of documents for which a
D/R
D/R
It is the policy of the City of San Luis
department is not the office of record
Obispo that duplicates and copies
distributed to various departments for
!.
informational purposes may be
destroyed by the departments when
they are no longer useful for
reference
ELECTRONIC DOCUMENTS
Staff is encouraged to retain
electronic copies of paper records no
longer than retention periods
.specified in this schedule
100 GENERAL ADMINISTRATION
``
101 OFFICE GENERAL- MANAGEMENT
City Informational Brochures, Publications, Newsletters
S
2
P
Various
GC34090(d) Keep one for historical
Various
purposes
GC34090(d) Keep one for historical
City-wide Policies and Procedures
S� 5
S+5
CU+2
51
Various
Various
purposes
GC34090(d
i GC34090 d
Correspondence - External
Cul
2
Correspondence - Internal
CU
2
Departmental Policies/Procedures
S
5
CU+2
Various
'GC34090(d)
General Information
2
2
Various
In -House Committees
CU
5
CU+5
Various
GC34090(d) May be kept for
research/historic purposes
Staff MeetingNotes
D/R
D/R
Various
�GC34090(d) Destroy when no longer
relevant; not a public record
102 OFFICE REFERENCE
Annual Departmental Reports
21
3
51
Various
GC34090(d)
Chronological Files
2
21 1
Various
GC34090(d)
Community Organizations
2
3
51 1Various
GC34090(d)
Com taints
2
21 1
Various
GC34090(d)
General Information
2
21 1
Various
GC34090(d)
Positive Feedback (How are we doing? forms)
2
21
Various
GC34090(d
Professional Associations
2'
2
Various
GC34090(d)
Publications Qournals,periodicals)
D/R
D/R j
Various
GC30490(d) Nota public record
103 FORMS MANAGEMENT
Blank Forms
S
S1
Various
GC34090(d) Retain while current
I
104 RECORDS MANAGEMENT
10-4
Q CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 2
RECORD TITLE RETENTION PERIODS
I/M VITAL OFFICE OF CODE SECTION
_ (in years unless otherwise noted) RECORD REMARKS
ACTIVE INACTIVE TOTAL
Certificates of Destruction 2 P P yes Various GC34090(b) Legal document of final
_ disposition of record
Public Records Requests 2l 2 Various GC34090(d)
200 COMMUNITY DEVELOPMENT
201 CITY PLANNING
Address Files CUIP yes Planning GC34090(a) Files added to daily:
Contains all original legal documents
Business Tax Certificates
CU
P
P
Planning
GC34090(a) Reside in Address Files
Code Enforcement Files
CL
5
11
yes
Building
GC34090(a) Microfilm after 5 ytars
Construction Files
CL
P
P
yes
yes
Building
GC34090(a) Microfilm immediately
after final inspection
P'
P
yes
yes
Building
GC34090(a) Microfilm one year after
Construction Permits (numeric)
CU
P
P
Planning
,final inspection
GC34090(a) Reside in Address Files
Home Occupation Permits
Inspection Cards
P
P
yes
Building !GC34090(a) Microfilmed plus original
cards stored
Planning GC34090(a) Housed in Address files
Notices of Address Change
P
P
Notices of Determination
P
CU
P
P
P
yes
Planning GC34090(a) Same comment applies
Planning GC34090(a) Should consider
Notices of Exemption
microfilming - one file contains all
Project Files: Administrative Use Permit; Planning
origin Is
Planning GC34090(a) Microfilm after 4 years
2
P
P
yes
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
I Recorded Agreements with Residents/Covenants, etc.
CL
P
P
Planning
GC34090(a) Housed in Address files:
Run with the land (also recorded at
Count)
Sign Inventory Files
CU
I
D/R
Plann ing
_
IGC34090(a)
Sign Permits
2
1
1
Planning GC34090(a) Should only retain files
pertaining to existing signage
Planning GC34090(a) Film after minimum of
Tracts and Minor Subdivisions
5
5
10
yes
10 years
Unreinforced Masonry Files (structural analysis)
P
P
Building
GC34090(a) Hard files kept
1--k
�-► CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 3
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
� CODE SECTION
(in years unless otherwise noted)
RECORD
T REMARKS
_
�
ACTIVE
INACTIVE
TOTAL
1
300 clTv MANAGEMENT
301 COUNCIL FILES
Action Update
51
5
10
Clerk
IGC34090(d)
Audio Tapes
21
2
1
Clerk
JGC34090.7
Council "Notes"
2
2
Clerk
GC34090(d)
Council Agenda Packets
10
P
P
yes yes
Clerk
GC34090(d)
r Council Brochures
S
P
Clerk
GC34090(d) Keep one for historical
_1purposes
Council Policies & ProceduresS
P
Clerk
GC34090(d) Keep one for historical
purposes
Council Resumes
CU
2
CU+2
Clerk
GC34090(d)
Council Subcommittee Assignments
5
3
8
Clerk
GC34090(d
General Information
2
3
5
Clerk
GC34090(d) Review after 5 ears
Hot Files
2
2
Clerk
GC34090(d)
Minutes
P
P
es es
Clerk
GC34090(e)
Oaths of Office
P
P
Clerk
GC34090(d)
Petitions to Council
2
3
5
Clerk
GC34090(d) Advisory, non -election
related
Proclamations
2
2
Clerk
GC34090(d)
Public Comment and Speaker Slips
2
2
Clerk
GC34090(d)
Resolutions of Appreciation
21
2
Clerk
GC34090(d)
Video Tapes
6 months
Clerk
GC34090.7 Recycle
302 COMMISSIONS, COMMITTEES, BOARDS
Agenda
P
P
yes yes
Various
IGC34090 e
Audio Tapes
2
2
Various
GC34090.7 Recycle
Bylaws
S
P
es
_
Various
GC34090(e)
General Information
2
3
5
Various
GC34090(d)
Membership
CU
P
P
yes I
Various
GC34090(d)
Minutes
Pi
P
yes yes
Various
GC34090(e)
Recruitments
51
5
10
Various
GC34090(d)
Resolutions
Pi
P
yes yes
Various
GC34090(e)
Rosters
CU
P
P
yes yes
Various
GC34090(d)
Video Tapes
6 months
Clerk
GC34090.7 Recycle
304 CITY ADVISORY BODIES
Advisory Body Handbook
S1
5
P
yes
Clerk
GC34090(d) Keep one for historic
reasons
Advisory Body Training
2
3
5
Clerk
GC34090(d)
Annual Advisory Body Recognition
2
3
5
Clerk
GC34090(d)
General Information
2
2,
I
Clerk
GC34090(d)
1.►
N CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 4
RECORD TITLE I
RETENTION PERIODS I/M VITAL
OFFICE OF
CODE SECTION
Miscellaneous/Ad Hoc Advisory Bodies
(in years unless otherwise noted) j
ACTIVE INACTIVE TOTAL
CU 51 CU+51 I I
RECORD
Clerk
REMARKS
GC34090(d)
Quarterly Advisory Body Meeting
2
1 21
1 Clerk
GC34090(d)
400 FINANCIAL AND FISCAL
401 ACCOUNTS PAYABLE
Accounts Payable Reports
90 days
i
l 5
AU+5
-
Finance
!GC34090
Accounts Payable supporting Docs (voucher, invoice, PO)
2
3
AU+3
Finance
GC34090
Bank Statements
2
3
AU+3
Finance
IGC34090
Tax Reports (1099 Tax Info/Returns)
1
10
AU+10
Finance
141 CFR50-201.501
402 ACCOUNTS RECEIVABLE
Assessment Pay-offs
1
3
AU+3
Finance
GC34090 c)
Business Tax Customer Files
1
AU+3
Finance
I GC34090(c)/ SLOMC3.01.501 B)
Cash Receipts
1
3
AU+3
Finance
GC34090(c)
Credit Bureau Adjustments
1
3
AU+3
Finance
1GC34090(c
Invoices
1
3
AU+3
Finance
IGC34090(c)
Journal Entries
1
3
AU+3
Finance
GC34090 c
Refunds
1
3
AU+3
Finance
,GC34090(c)
Revenue Backup
Transient Occupancy Tax
1
1
3
3
AU+3
AU+3
Finance
Finance
GC34090(c) / SLOMC3.16.190 /
SLOMC3.04.110
GC34090(c)
4013 MISCELLANEOUS
Checks, Canceled
1
51
AU+51
I Finance
VGC34090(c) / CCP337
General Correspondence
1
31
AU+31
Finance
GC34090 d
406 PAYROLL
Payroll Charges
1
3
f
AU+3
{ Finance
GC34090(c) / CFR516.2
Payroll Reports
90 days
10
AU+10
Finance
GC34090(c)
Tax Reports
1
10
AU+10
Finance
GC34090 c / CFR516.2
Time Sheets
1
3
AU+3
Finance
GC34090(c) / CFR516.2
408 GRANTS
Community Development Block GrantsCDBG)
T
4
T+4
Planning24CFR570.502
Federal Grants, including FEMA /other emergency
Grants-in-aid
State Grants
I CL+5
CL+5
CL+51
5
5
5
CL+5
Various
GC34090 Applicants, reports,
contracts, supporting documents
CL+5
Various
GC34090 Applicants, reports,
contracts, supporting documents
CL+5
Various
GC34090 Applicants, reports,
contracts, supeorting documents
1--►
W CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 5
RECORD TITLE
411 UTILITY BILLING
Credit Bureau Assignments
Meter Reads
Payment Stubs & Tapes
Pur a Tapes
RETENTION PERIODS I/M
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
1 3 _ AU+3j
1 3 AU+31
1 AU+1 I
1 31 AU+31
VITAL OFFICE OF
RECORD
Finance
I I Finance
I Finance
Finance
CODE SECTION
REMARKS
—
IGC34090(c)
IGC34090(c)
IGC34090 d
GC34090(c)
Refunds
1
3
AU+3j
Finance
GC34090(c)
Service Requests
1
3
AU+3
Finance
GC34090(c)
Utility Billing Register
1
3
AU+3
Finance
GC34090(c)
412 FINANCIAL REPORTS
Audited Financial Statements
10
P,
P
Finance
GC34090(c)
Bonds Payable and Other Long -Term Indebtedness
T+3
T+31
I Finance
I GC34090(c) / CCP337.5 / GC53921
Fixed Asset Subsidiary Ledger (includes inventory)
1
4
AU+4
Finance
GC34090(c) / 26CFR301-65-1(f)
Monthly Financial Statements
Audit year
5
AU+5
Finance
GC34090 c
Other Financial Reports
1
3
AU+3
Finance
GC34090 c
State Controller Reports
51
5
AU+10
Finance
GC34090(c)
Surplus Property List
1
3
AU+3I
Finance
_
GC34090(c)
Budget Document (Financial Plan)
P
P
Finance
GC34090(c)
500 HUMAN RESOURCES
Applications
CL+1
41
CL+5
HR
29 CFR 30.8 / GC12946
Department of Motor Vehicles Records
T+1
HR
GC12946
Discrimination Complaint
T+1
41
T+5
HR
29 USC 255 (a)
Employee Discipline
T+1
2
T+3
HR
GC34090(c)
Employee Files
T+1
4
T+5 yes
yes HR
_
145CFR1068.6APPA / 29CFR1627.3 /
SLOMC11.04.010(H)
Employment Eligibility Verification -
Immigration/Naturalization Service
T
T
HR
GC34090(c)
Equal Employment Opportunity Reports
Tj
21
3
3
2
HR
HR
GC34090(c)
GC34090 d
General Correspondence
Insurance/Benefits
11
31
AU+3
HR
29CFR1627.3 b 2
Labor Negotiations
T+1
21
T+31
I HR
GC34090 c
Risk Management Claims Against The City
1
5,
AU+5j
HR
GC34090
Safety
j T
31
31
HR
GC34090(c)
Tuition Reimbursement
Wellness Files
Workers Compensation
600 PURCHASING & CONTRACTING
601 PURCHASING
1
T
T+1
21
I
4
AU+31
TI
T+301 yes
HR
1 HR
! yes HR
GC34090(c)
GC34090(d)
29CFR1910.20
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 6
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
-- - - - - - --
(in years
unless otherwise noted) I
RECORD
REMARKS
ACTIVE
INACTIVE
TOTAL
Bids, RFPs (unsuccessful)
Cu
2
CU+2
Various
GC34090 / CCP337 /
SLOMC3.24.170
Bids, RFPs, RFQs (successful)
AU
5
AU+5
Various
GC34090 / CCP337 /
�SLOMC3.24.170
City -Owned Property/Property Management 1
P
P
yes
Clerk
GC34090(a)
General Information
21
2
Various
Surplus Property Auction/Disposal
AU
4
AU+4
! Finance
_
CCP337
Surplus Property Listing
AU
2
AU+2
Finance
GC34090
700 LEGISLATIVE AND LEGAL
701 LEGISLATIVE
Affidavits of Publication
2
3
5
Clerk
GC34090(d) Keep with originating
department records
Charters -Listed Numerically with Amendments
P
P
yes yes
Clerk
GC34090(e) / GC40806
Citizens' Charter Committee
CU
5
CU+5
yes
Clerk
GC34090(d)
County Legislation
2
2
Clerk
GC34090(d)
Federal Legislation
2
2
Clerk
GC34090(d)
Municipal Code
S
P
yes
yes
Clerk
GC34090(e) Database on City
network/Keep one for historic value
Ordinances
P
P
yes
yes
Clerk
GC34090(e)
Resolutions
P
P
yes
yes
Clerk
GC34090(e) / GC40806
State Legislation
2
2
Clerk
GC34090(d)
702 'ELECTION
Controlled Committees
Tj
7
T+7
I Clerk
GC81009(e)
General Information
Cu
2
CU+2
Clerk
GC34090(d)
Initiative, Referendum, Charter Amendments, Recall
Election
8 months
Election
Clerk
EC 17200 / EC 17400
Petitions
Day + 8
Day + 8
months
months
Municipal Election File/Sample Ballots
10PI
P
Clerk
GC34090(d) Permanent for historic
value
Nomination Papers (office holders)
Term of
P
P
yes
Clerk
EC17100 Permanent for historic
Office+4
value
703 CITY ATTORNEY
I Administrative Files
Cul
5'
CLI+51
City Attorney
GC34090(d)
Civil Litigation
CL
101
CL+101
I
I City Attorne
Destroy 10 yrs. after resolution
Civil Litigation regarding Property (including settlement and
CL
P
PI
yes yes
City Attorney
GC34090(a) Retain pertinent
releases) J
5
51
CL+5I
CL+5
City Attorney
City Attorney
documents in perpetuity
GC25105.5
Destro.. 5 yrs. after resolution
Claim Files CL
I Criminal Cases going to court CL
(n CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no, longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 7
Fr+ CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
O\
RECORD TITLE
--
�___
Criminal Citations
RETENTION PERIODS
(in years unless otherwise noted)I
ACTIVE INACTIVE TOTAL
CL' CL
I/M VITAL
i
OFFICE OF
RECORD
City Attorney
CODE SECTION
REMARKS
GC34090(d) Destroy when resolved
:��
General working files
CU
City Attorney
GC34090 Ongoing purging to keep
current/active
Legislative Files
CU
2
CU+2
City Attorney
GC34090(d)
Property Files
CL
P
P
yes yes
City Attorne
GC34090(a)
704 GENERAL LEGAL
Agreements/Contracts
Certificates of Compliance
Conveyances from the City (Deeds, Easements,
,Abandonments)
Conveyances to the City (Deeds, Easements, etc.) _
Liens
Williamson Act Contracts
705 CAPITAL IMPROVEMENT BOARD
CIB Agreements/Contracts
CU
P
Pi
P
P,
P1
P
5AE
P
CU+5AE
P
P
P
P
PI
P1
yes yes
yes yes
yes yes
yes yes
yes yes
yes yes
Clerk
Clerk
CCP337 Keep 5 years after
expiration. Current contracts are vital
GC34090(a)
Clerk
Clerk
GC34090(a)
Clerk
GC34090(a)
I Clerk
GC34090 a
Finance
CCP337
CIB Establishment/Bylaws
P
P
Finance
GC34090(e
CIB Resolutions/Ordinances
P
P
Finance
GC34090 e
General Information
I 2
2
Finance
GC34090(d)
Minutes
P
P
Finance
GC34090 e
707 STATEMENTS OF ECONOMIC INTEREST
Forms
General Information
S1
2
S
2
I Clerk
Clerk
GC34090 d
11GC34090(d)
Manuals
S
51
S+5
Clerk
I GC34090(d)
Statements of Economic Interest
709 PUBLIC INFORMATION/COMMUNITY RELATIONS
Consumer Price Index (CPI)
T
Cul
7
21
T+7
CU+21
Clerk
Various
GC81009(e)
GC34090(d
General Information
21
21
arious
GC34090(d)
Press Release
CUI
2
CU+21
Various
IGC34090 d
Baa PUBLIC WORKS
801 ENGINEERING
Encroachment Permits
P1
P
Public Works
'GC34090(d
Engineering Standards
P
P
Public Works
GC34090(a)
General Information
2
2
Public Works
GC34090(d)
802 STREET ADDRESS FILES
Fr+ CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
O\
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 8
I✓
J CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
RECORD TITLE
General Information
Street files
MASS TRANSPORTATION
y General Information
RETENTION PERIODS
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
2 21
5 5 10
5 5
I/M VITAL
yes
OFFICE OF
RECORD
Public Works
Public Works
Public Works
CODE SECTION
REMARKS
GC34090(d)
GC34090(d) Review in 5 years -
purge
GC34090(d)
803
Local-SLO Municipal Bus System
CU
10
CU+10
yes
Public Works
GC34090(d
Regional Elderly/Handicapped Transit
CU
2
D/R
Public Works
GC34090(d) Destroy when no longer
relevant
Taxicabs
CUI
5
CU+5
yes
Public Works
GC34090(d)
{ Transportation Permits
CUI
2
CU+2
yes
Public Works
GC34090(d)
Unmet Transit Needs
Cul
10
CU+10
yes
Public Works
GC34090(d)_
804 PARKING
Downtown Parking Study
P1
P
yes
f Public Works
GC34090 d
General Information
21
2
Public Works
GC34090(d)
P arking Meters
CUI
5
CU+5
es
Public Works
IGC34090 d
Parking Policies
SI
5
CU+5
yes
Public Works
I GC34090(d
Ridesharing/Car Pool Program
Cul
5
CU+5
Public Works
GC34090(d)
8106 DISTRICTS
Assessment Districts
CL10
CL+10
yes yes
Public Works/
Clerk
GC34090(d) Note: original
documentation kept permanently in
Office of City_ Clerk
Benefit Districts
CL
10
CL+10
yes
Public Works/
Clerk
GC34090(d) Note: original
documentation kept permanently in
Office of City Clerk
General Information
2
21
Public Works
Geolo is Hazard Abatement Districts
CL
10
CL+10
yes
Public Works
Residential Parking Districts
CL
101
CL+10
yes
yes
Public Works
::=underground
Utilities
1 CL
101
CL+10
yes
Public Works
_
807 SURVEYING
General Information
21
121
1
1 Public Works
1GC34090 d
�
808 MAPPING
Aerial Photos
Cul
101
C+101
I
I
I Public Works
I
Kept in flat files
General Information
I 2
21
1
1 Public Works
GC34090(d)
809 FACILITIES MAINTENANCE
Corporation Yard
I
CU
101
CU+101
Public Works
GC34090(d)
I✓
J CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 9
RECORD TITLE
RETENTION PERIODS
IN VITAL
OFFICE OF
CODE SECTION
General Information
(in years
ACTIVE
unless otherwise noted)
INACTIVE TOTAL
10 CU+10
RECORD
Public Works
REMARKS
GC34090(d)
Golf Course Maintenance
-CUJ
Cul
10,
CU+10
Public Works
GC34090(d)
Government Building Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Library Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Parking Facilities
Cu
10
CU+10
Public Works
GC34090(d)
Recreation Facilities Maintenance
Cu
10
CU+10
Public Works
GC34090(d)
Street Landscape Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Swimming Pool Maintenance
CU
101
CU+10
Public Works
GC34090 d
810 STORM DRAINAGE/FLOOD CONTROL
Creek Policies
S1
2
S+2
Public Works
GC34090(d)
j Drainage Complaints
Cul
2
CU+2
Public Works
GC34090(d)
j Drainage Mas
CU
5
CU+5
Public Works
GC34090(d)
Flood Management
CU
2
CU+2
Public Works
GC34090(d)
Flood Studies/Detention Dams
CL
10
CL+10
Public Works
GC34090(d)
General Information
2
2
Public Works
GC34090(d)
Storm Drain & Water Way Program
Cu
10
CU+10
Public Works
GC34090(d)
Zone 9 Master Plan
S
10
S+10
Public Works
GC34090(d)
811 PUBLIC IMPROVEMENTS
Cost Estimating_
Cul
21
cul
I I
Public Works
GC34090(d
General Information
812 TRAFFIC OPERATIONS (STREETS, HIGHWAYS,
BRIDGES)
Abandonments
Cul
CLI
21
P
P
yes j
Public Works
Public Works
GC34090(d)
GC34090(a
Bicycle Lanes/Paths
CL
5
CL+5
yes
Public Works
GC34090(d) Microfilm for
research/historic value
Bridges and Creeks
CL
3
CL+3
Public Works
GC34090(d)
General Information
2
2
Public Works
GC34090(d)
Pavement Management Plan
CL
5
CL+5
Public Works
GC34090(d)
School Related
CL
5
CL+5
Public Works
GC34090(d)
Street Naming
CL
P
P
es
Public Works
GC34090 a
Street Signs & Pavement Markings
CL
5
CL+5
Public Works
GC34090(d)
Street Widening
CL
P
P
yes
Public Works
GC34090 a)
Traffic Patterns
CL
5
CL+5
Public Works
GC34090(d)
Traffic Regulations
CL
3
CL+3
Public Works
GC34090(d)
Traffic Safety
CL
5
CL+5
yes
Public Works
GC34090(d)
Traffic Signals & Street Lights
CL
5
CL+5
yes
Public Works
GC34090(d)
Traffic Studies
CL
10
CL+10
es 1
Public Works
GC34090(d)
1-,
0 CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 10
RECORD TITLE
RETENTION PERIODS
I/M VITAL
OFFICE OF
CODE SECTION
900 INFORMATION SYSTEMS
901 GENERAL COMPUTER INFORMATION
General Information
(in years unless otherwise noted) {
ACTIVE INACTIVE TOTAL
2 2
RECORD
Finance
REMARKS
GC34090(d)
Hardware
S
21
S+2
Finance
GC34090(d)
Software
S1
2
S+2
Finance
GC34090(d)
Training,Programs
CLI
2
CL+2
Finance
GC34090(d)
1000 REAL ESTATE
1001 CITY OWNED PROPERTY
Buildin s
I
I
yes yes
Clerk
GC34090(a
Excess Right of Way
I
I
yes yes
Clerk
GC34090(a)
Land
I
I
yes I yes
Clerk
GC34090(a)
Parks
I
I
yes yes
Clerk
GC34090(a)
1100 PARKS & RECREATION & CULTURE
1101 PARKS AND RECREATION
Alcoholic Beverage Control
Tj
21
T+2
P&R
IGC34090(d)
Banner Applications
21
3
5
P&R
IGC34090(d)
Banner Policy
21
3
5
P&R
!GC34090(d)
Child Care Programs
21
3
5
P&R
IGC34090
Daily Activity Reports
21
2
P&R
IGC34090
Facility Rental Information
cul
2
CU+2
P&R
GC34090(d)
Facility Use Permits
2
3
5
P&R
GC34090
General Information
2
2
P&R
GC34090(d)
Playground Audits
P
P
yes
P&R
IGC34090(a
Public Facilities (Including pools and parks): Capital
Improvements and Construction
5
5
10
yes
Public Works
Public Works
GC34090(a)
I
GC34090(a)
Public Facilities (Including pools and parks): Maintenance
and Operations
Special Events
5
2
5
3
10
5
yes
j P&R
GC34090(d)
S orts Groups
21
3
5
P&R
GC34090(d)
Waivers & Permission Slips
21
3
5
P&R
IGC34090
1200 UTILITIES/PUBLIC SERVICES
1201 FRANCHISES
Cable TV Systems
21
3
51
Utilities
GC34090(d)
General Information
21
Utilities
GC34090(d)
Greenwaste & Curbside Recycling
2
3
51
Utilities
JGC34090(d)
Pacific Gas & Electric
2
3
5
Utilities
GC34090(d)
San Luis Garbage
2
3
51
Utilities
IGC34090(d)_
Southern California Gas Co.
2
3
51
Utilities
IGC34090(d)
~ CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 11
RECORD TITLE
Sylvester Secuft Alarm Systems
Union Oil Co.
j RETENTION PERIODS I/M
(in years unless otherwise noted) ��
ACTIVE INACTIVE TOTAL
21 31 51
21 31 51
VITAL
_
OFFICE OF
RECORD
Utilities
Utilities
CODE SECTION
REMARKS
GC34090(d)
GC34090(d)
1202 WATER SYSTEM
CA Dept. of Health
5
51
10
1
Utilities
140CFR
Conservation
P
P
Utilities
GC34090(a)
County Water Resources Advisay Board
3
12
15
Utilities
GC34090(d)
Distribution/Maintenance/Customer
2
2
4
Utilities
GC34090(d)
General Information
2
2
Utilities
GC34090(d)
Nacimiento
3
P
Utilities
Ongoing ro'ect
Operational Plans
P
P
yes
Utilities
GC34090(d)
Recycling
2
2
4
Utilities
GC34090(d)
Salinas
P
P
Utilities
GC34090(e)
Solid Waste
3
3
6
Utilities
GC34090(c)
SWRCB--Ri hts/Permits
P
P
Utilities
40CFR
Telemetry
P
3
6
Utilities
Licenses
Treatment
P
P
Utilities
GC34090(e)
Water Management Plan
CU
CU
Utilities
40CFR
Wells/Groundwater
P
P
Utilities
GC34090(a)
Whale Rock/Minutes
P
P
Utilities
GC34090(e)
j
1203 WASTEWATER
Annual Reports
CU
GU
Utilities
JGC34090(c) Compliance
Library Documents
P
P
yes
Utilities
GC34090 Historical
Monthly Reports
P
P
Utilities
GC34090(c) Historical purposp
Pretreatment
5
5
Utilities
40CFR
Quarterly Reports
CU
CU
Utilities
GC34090(c) Compliance
Reclamation
P
P
yes
Utilities
40CFR
SWRCB--Water Rights/Permits
P
P
yes
Utilities
40CFR
Treatment
Pi
P
yes
Utilities
GC34090
Wastewater Collection
21
2
41
Utilities
GC34090(c)
1204 SOLID WASTE MANAGEMENT
General Information
21
2
1
Utilities
GC34090(d)
Recycling
2
3
5
Utilities
GC34090(d)
Trash Service
CU
5
CU+5
Utilities
GC34090(d)
1300 POLICE
POLICE ADMINISTRATION
Accident Review Reports
Y 51 1
51
1 1
Police
IGC34090d
CU=Current CL=Closed/Completed P=Permanent 1=Indefinite DIR=Destroy when no longer relevant AIE=After expiration T -Termination AU=Audit S=Superceded
O
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 12
RECORD TITLE
Administrative / Internal Investigations
-_-
RETENTION PERIODS I I/M
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CL + 2 3 CL + 5`
VITAL, OFFICE OF
{ RECORD
Police
CODE SECTION
REMARKS
GC34090(d) * Retain longer when
requested by the Chief of Police
Background Investigations - Hired
Background Investigations - Non Hired
T
CL
5
2
T+5
CL + 2 _
Police
Police
GC34090(d
Business Permit Files - Massage, Taxi, Solicitors
CU
2
CU + 2
Police
GC34090(d) / SLOMC5.56.150
Concealed Weapon Permit Records
CU
A/E + 2
A/E + 21
Police
GC34090 d
Crime Statistics - Internally Computer Generated
{ 2
3
5
Police
GC34090(d)
Emplo ee Training Records
T
1 5
T+5
Police
GC34090(c
Operations Directive Manual
CU
2
CU + 2
Police
GC34090 d
Press Releases
2
3
5
i Police
GC34090(d)
Special Orders Manuals
5
P
P yes
Police
GC34090 d
{ Use of Force Supervisory Review Reports
2
21
Police {GC34090
POLICE COMMUNICATIONS
{ Tapes - Audio, -Telephone and Radio Communications
180daysl
18monthsl
21
1 Police JGC34090.75
POLICE EVIDENCE
j In -Car Video Tapes
1
1 (
i
Police JGC34090.7
POLICE RECORDS
Applicant Fin er rint Files
2
2
Police
GC34090 d
Arrest and Citation Register
2
2
Police
GC34090 d
Court Log
180 days
180 days
Police JGC34090.7
Crime Reports - Crimes Against Property
CL + 5
CL + 5
Police {GC34090(c)
Daily Report
2
2
Police
GC34090(d)
Field Investigation Cards
2
2
Police
GC34090(d)
Incident Reports - Except Death and Missing Persons
2
2
Police
GC34090(d)
Public Information Log,180
days
180 days
Police
GC34090.7
Receipt Copies
30 days
30 days
Police
GC34090.7
Statistical UCR Reports
2
2
Police
GC34090(d)
Subpeona Log
1
11
Police
GC34090.7
Traffic Accident Reports
3
3
Police
GC34090(d
Traffic Citations
2
2
Police
GC34090(d)
Traffic Fatalities
3
P
P yes
Police
GC34090 c
_
Traffic Property Damage Only
1
1
Police JGC34090.7
1500 FIRE
Apparatus/Vehicle
T
1 I
1
T+1
Fire
1
GC34090 / 8CCR3203 Repair and
Maintenance - Department Mechanic
Arson Investigations - Evidence
P
P
Fire
PC799 Support prosecution resulting
in homicide
1—a CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 13
NCU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
RECORD TITLE RETENTION PERIODS I/M
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Arson Investigations - Evidence CLI 6 CL+6
B/C & Staff Logs Cul 4 5
VITAL
OFFICE OF CODE SECTION
RECORD REMARKS
Fire PC800 Great bodily harm, inhabited
structure or property
Fire GC34090(d)
I
{
Captain's Log (Fire Station Journals)
P
P
Fire
GC34090(d) Activities, personnel,
lengine company --historical
Disaster - Major Event Log
P
P
Fire
_
GC34090(c) Historical
Disaster Plans
S
2
S+2
yes
Fire
SLOMC2.24.080
Emergency Operations Guideline_ s
S
2
Fire
GC34090(d)
Employee Records
T
T
Fire
GC34090 Then transferred to Human
Resources
EMS/Liability Reports
CU
3
4
Fire
GC34090(d)
Equipment & Supplies Inventory
Cu
2
3
Fire
GC34090(d)
Exposure - Personnel
T
30
T+30
Fire
29CFR1910.1020 Sampling results
collection, methodology, background
Exposure - Personnel
T
1
T+1
Fire
Laboratory reports and worksheets
Fire Code Books
S
5
S+5
Fire
GC34090.7
Fire Dept. Staff Reports
P
P
Fire
GC34090 Non -Council agenda
related, includes supporting
documentation
Fire Equipment/Gear Los
CU
2
3
{ Fire
GC34090(d)
Fire Stations
P
P1
Fire
GC34090(a)
Fumigations
Cu
Cul
Fire
GC34090(d)
General Information
2
2
Fire
GC34090(d)
General Operations Guidelines
S
2
S+2
Fire
GC34090(d)
Hazardous Materials -Storage Permits
CL
2
CL+2
Fire
GC34090(d) May keep longer
Hazardous Materials-Undergougnd Storage Tank
P
P
Fire
GC34090(a) Location, installation,
removal, remediation
GC34090 / CCP338 / CCP340.5
Alarm/sprinkler systems, preventio
efforts
Historical
Inspection Request/Complaint
CL
CL
P
3
3
CL+3
CL+3
P
Fire
Fire
Fire
Inspections - Fire Prevention
Media Events - Department
Mutual Aid Activities
CU
5
6
Fire
Run Reports (Incidents)
Cu
3
4
Fire
Depends on Spillman Database
Tailboard Safety Sheets
Cu
3
4
Fire
GC34090(d) May keep longer
Weed Abatement
CL: 2
CL+2
Fire IGC34090 Various documentation
(May keep longer for historical)
NCU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded
INDEX -- City of San Luis Obispo Retention/Disposition Scheduie
SUBJECT
PAGE
Abandonments
9
Accident Review Reports
11
Accounts Payable Reports
4
Accounts Payable supporting Docs (voucher, invoice, PO)
4
Action Update
3
Address Files
2
Ad Hoc Advisory Bodies
4
Administrative/Internal Investigations (Police)
12
Administrative Files (Attorney)
6
Advisory Body Handbook
3
Advisory Body Training
3
Aerial Photos (PW mapping)
8
Affidavits of Publication
6
Agenda
3
Agreements/Contracts
7
Alcoholic Beverage Control
10
Annual Advisory Body Recognition
3
Annual Departmental Reports
1
Annual Reports (Wastewater)
11
ApparatusNehicle (Fire)
12
Applicant Fingerprint Files
12
Applications (HR)
5
Arrest and Citation Register
12
Arson Investigations - Evidence (Fire)
12, 13
Assessment Districts
8
Assessment Pay-offs
4
Audio Tapes
3
Audited Financial Statements
5
B/C & Staff Logs (Fire)
13
Background Investigations - Hired (Police)
12
Background Investigations - Non Hired (Police)
12
Bank Statements
4
Banner Applications
10
Banner Policy
10
Benefit Districts
8
Bicycle Lanes/Paths
9
Bids, RFPs (unsuccessful)
6
Bids, RFPs, RFQs (successful)
6
Blank City Forms
1
Bonds Payable and Other Long -Term Indebtedness
5
Bridges and Creeks
9
Budget Documents (Financial Plan)
5
Buildings
10
Business Permit Files - Massage, Taxi, Solicitors
12
Index Page 1
23
INDEX -- City of San Luis Obispo Retention/Disposition Schedule
SUBJECT
PAGE
Business Tax Certificates
2
Business Tax Customer Files
4
Bylaws (Advisory Body)
3
CA Dept. of Health
11
Cable TV Systems
10
Captain's Log (Fire Station Journals)
13
Cash Receipts
4
Certificates of Destruction
2
Certificates of Compliance
7
Charters -Listed Numerically with Amendments
6
Checks, Canceled
4
Child Care Programs
10
Chronological Files (General Office)
1
CIB Agreements/Contracts (Capital Improvement Board)
7
CIB Establishment/Bylaws
7
CIB Resolutions/Ordinances
7
Citizens' Charter Committee
6
City Informational Brochures, Publications, Newsletters
1
City -Owned Property/Property Management
6
City-wide Policies and Procedures
1
Civil Litigation
6
Civil Litigation regarding Property (including settlement and
releases)
6
Claim Files (Attorney)
6
Code Enforcement Files
2
Community Development Block Grants (CDBG)
4
Community Organizations (General Reference)
1
Complaints (Citizen)
1
Concealed Weapon Permit Records
12
Conservation (Water)
11
Construction Files
2
Construction Permits (numeric)
2
Consumer Price Index (CPI)
7
Controlled Committees (Elections)
6
Conveyances from the City (Deeds, Easements,
Abandonments
7
Conveyances to the City (Deeds, Easements, etc.)
7
Corporation Yard
8
Correspondence - External (General Office)
1
Correspondence - Internal (General Office)
1
Cost Estimating (Public Improvements)
9
Council "Notes"
3
Council Agenda Packets
3
Council Brochures
3
Index Page 2
24
INDEX -- City of San Luis Obispo Retention/Disposition Schedule
SUBJECT PAGE
Council Policies & Procedures
3
Council Resumes
3
Council Subcommittee Assignments
3
County Legislation
6
County Water Resources Advisory Board
11
Court Log
12
Credit Bureau Adjustments
4
Credit Bureau Assignments
5
Creek Policies
g
Crime Reports - Crimes Against Property
12
Crime Statistics - Internally Computer Generated
12
Criminal Cases going to court
6
Criminal Citations
7
Daily Activity Reports (Parks & Recreation)
10
Daily Report (Police)
12
Department of Motor Vehicles Records
5
Departmental Policies/Procedures
1
Disaster - Major Event Log
13
Disaster Plans
13
Discrimination Complaint
5
Distribution/Maintenance/Customer (Water)
11
Downtown Parking Study
g
Drainage Complaints
g
Drainage Maps
g
Emergency Operations Guidelines
13
Employee Discipline _
5
Employee Files
5
Employee Records
13
Employee Training Records
12
Employment Eligibility Verification - Immigration/Naturalization
Service
5
EMS/Liability Reports (Fire)
13
Encroachment Permits
7
Engineering Standards
7
Equal Employment Opportunity Reports
5
Equipment & Supplies Inventory
13
Excess Right of Way
10
Exposure - Personnel T
13
Facility Rental Information
10
Facility Use Permits
10
Federal Grants, including FEMA / other emergency
4
Federal Legislation
6
Field Investigation Cards (Police)
12
Fire Code Books
13
Index Page 3
25
INDEX -- City of San. LuisObispo Retention/Disposition Schedule
SUBJECT PAGE
Fire Dept. Staff Reports
13
Fire Equipment/Gear Logs
13
Fire Stations
13
Fixed Asset Subsidiary Ledger (includes inventory)
5
Flood Management
9
Flood Studies/Detention Dams
9
Forms (700)
7
Fumigations
13
General Correspondence
4,5
General Information
1, 3, 6, 7, 8, 9,
10, 11,13
General Operations Guidelines (Fire)
13
General Working Files (Attorney)
7
Geologic Hazard Abatement Districts
8
Golf Course Maintenance
9
Government Building Maintenance
9
Grants-in-aid
4
Greenwaste & Curbside Recycling
10
Hardware (IS)
10
Hazardous Materials -Storage Permits
13
Hazardous Materials -Underground Storage Tank
13
Home Occupation Permits
2
Hot Files (Council)
3
In -Car Video Tapes
12
Incident Reports - Except Death and Missing Persons
12
In -House Committees (General Office)
1
Initiative, Referendum, Charter Amendments, Recall Petitions
6
Inspection Cards (Planning)
2
Inspection Request/Complaint (Fire)
13
Inspections - Fire Prevention
13
Insurance/Benefits
5
Invoices (Accounts Payable)
4
Journal Entries (Accounts Payable)
4
Labor Negotiations
5
Land (City -owned Property)
10
Legislative Files (Attorney)
7
Library Documents (Wastewater)
11
Library Building Maintenance
9
Liens
7
Local-SLO Municipal Bus System
8
Manuals (Statements of Economic Interest)
7
Media Events - Department
13
Membership (Advisory Body)
3
Meter Reads
5
Index Page 4
26
INDEX -- City of San Luis Obispo Retention/Disposition Schedule
SUBJECT PAGE
Minutes
3,7
Monthly Financial Statements
5
Monthly Reports (Wastewater)
11
Municipal Code
6
Municipal Election File/Sample Ballots
6
Mutual Aid Activities
13
Nacimiento
11
Nomination Papers (office holders)
6
Notices of Address Change
2
Notices of Determination
2
Notices of Exemption
2
Oaths of Office
3
Operational Plans (Water)
11
Operations Directive Manual (Police)
12
Ordinances
6
Pacific Gas & Electric
10
Parking Facilities
9
Parking Meters
8
Parking Policies
S
Parks
10
Pavement Management Plan
- g
Payment Stubs & Tapes (Utility Billing)
5
Payroll Charges
4
Payroll Reports
4
Petitions to Council
3
Playground Audits
10
Positive Feedback (How are we doing? forms)
1
Press Release
7,12
Pretreatment (Wastewater)
11
Proclamations
3
Professional Associations
1
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
2
Property Files (Attorney)
7
Public Comment and Speaker Slips (Council)
3
Public Facilities (Including pools and parks): Capital
Improvements and Construction
10
Public Facilities (including pools and parks): Maintenance and
Operations
10
Public Information Log (Police)
Public Records Requests
12
2
Index Page 5
27
INDEX -- City of San LUIS Obispo Retention/Disposition Schedule
Publications
Refunds
4,5
Regional Elderly/Handicapped Transit
8
Residential Parking Districts
8
Resolutions
3,6
Resolutions of Appreciation
3
Revenue Backup
4
Ridesharing/Car Pool Program
8
Risk Management Claims Against The City
5
Rosters (Advisory Body)
3
Refunds
4,5
Regional Elderly/Handicapped Transit
8
Residential Parking Districts
8
Resolutions
3,6
Resolutions of Appreciation
3
Revenue Backup
4
Ridesharing/Car Pool Program
8
Risk Management Claims Against The City
5
Rosters (Advisory Body)
3
Run Reports (Incidents)
13
Salinas
11
San Luis Garbage
10
School Related
9
Service Requests (Utility Billing)
5
Sign Inventory Files
2
Sign Permits
2
Software (IS)
12
Solid Waste
11
Southern California Gas Co.
10
Special Events (Parks & Recreation)
10
Special Orders Manuals (Police)
11
Sports Groups
10
Staff Meeting Notes (General Office)
1
State Controller Reports
5
State Grants
4
State Legislation
6
Statements of Economic Interest
7
Statistical UCR Reports
12
Storm Drain & Water Way Program
9
Street Files
8
Street Landscape Maintenance
9
Street Naming
9
Street Signs & Pavement Markings
9
Street Widening
9
Index Page 6
28
INDEX -- City of San Luis Obispo Retention/Disposition Schedule.
SUBJECT
PAGE
Subpoena Log
12
Surplus Property Auction/Disposal
6
Surplus Property List
5,6
Swimming Pool Maintenance
g
SWRCB--R ights/Perm its
11
SWRCB--Water Rights/Permits
11
Sylvester Security Alarm Systems
11
Tailboard Safety Sheets
13
Tapes - Audio, Telephone and Radio Communications
12
Tax Reports
4
Tax Reports (1099 Tax Info/Returns)
4
Taxicabs
8
Telemetry
11
Time Sheets (Payroll)
4
Tracts and Minor Subdivisions
2
Traffic Accident Reports
12
Traffic Citations
12
Traffic Fatalities
12
Traffic Patterns
9
Traffic Property Damage Only
12
Traffic Regulations
g
Traffic Safety
9
Traffic Signals & Street Lights
g
Traffic Studies
9
Training Programs (IS)
i0
Transient Occupancy Tax
4
Transportation Permits
g
Trash Service
11
Treatment (Wastewater)
11
Tuition Reimbursement
5
Underground Utilities
g
Union Oil Co.
11
Unmet Transit Needs
g
Unreinforced Masonry Files (structural analysis)
2
Use of Force Supervisory Review Reports
12
Utility Billing Register
5
Video Tapes
3
Waivers & Permission Slips (Parks & Recreation)
10
Wastewater Collection
11
Water Management Plan
11
Weed Abatement
13
Wellness Files
5
Wells/Groundwater _
11
Whale Rock/Minutes
11
Index Page 7
29
INDEX -- City of San Luis Obispo Retention/Disposition Schedule
SUBJECT
PAGE
Williamson Act Contracts 7
Workers Compensation 5
Zone 9 Master Plan 9
Index Page 8
ac