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Home My WebLink AboutCitywide Certificates of DestructionMEMORANDUM DATE: December 28, 2009 TO: Carrie Mattingly Jonathan Lowell FROM: Cheryl Blair v'" SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule is attached. The records listed exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be placement in the recycling bin at the Utilities Administration Office. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. Carrie Mattingl Jo an Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do 1 reby certify that the records listed on the attached were properly disposed of on e c, c.2009 Records to be Destroyed December 28, 2009 # on RR Schedule Date Type of Record 1 2001 -2005 Utilities Project Mana er s Correspondence 2 1999 Pretreatment Program Annual Report 3 2003 -2005 Pretreatment Closed Permit Files CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE _�T _ _RENTIO_N FOR RETENTION AND _ __ _ PERIOD DISPOSITION_ OF RECORD COPIES or DUPLICATES of documents for which a department is not D/R 'the office of record 'ELECTRONIC DOCUMENTS 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT - REMARKS Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference 4 No "Request for Records Destruction" form is required. Electronic copies of paper records should be kept no longer than the re,ention period specified in this schedule. If electronic documents are also in a paper format, both must be destroyed at the same lime. City Manager (CM) Reports 5 Various 'GC34050 City- Generated Informational Brochures, Publications, Newsletters P Various GC34090 Kee one for historical purposes City -wide Policies and Procedures P Various _ GG3409b Keep one for historical purposes - External _ _ 2 _Various GG3409'0 OCOrresponoence Correspondence - Internal (excluding CM Reports - see above) 2 Various GC34090 Departmental Policies /Procedures S +5, Various GC34090 General Information Various GC34090 In-House Committees _2' CU +5' Various _ GC34090 Maybe kept for research /histcric_purp_o_ses Staff Meeting Notes 2 Various GC34040 102 OFFICE REFERENCE Annua_ 2rimental Reports 5 Various GC34090 Certificates of Life 51 Clerk GC34090 Chronological Files 21 Various GC34090 Community Organizations _ 51 Various GC34090 Complaints _ Various GC34 990 General Information _2I 21 Various GC34090 Positive Feedback (How are we doing? forms) 2' Various GC34090 Professional Associations _ 2 Various GC34090 Publications (journals, periodicals) D/R Various a public record. No "Request for Records Destruction" form is required, 103 FORMS MANAGEMENT Blank Forms S Various No "Request for Records Destruction" form is required. 104 RECORDS MANAGEMENT Certificates of Destruction P Clerk GC34090Legal record of final disposition of document. Public Records Requests 2 Various rGC34090 Records Retention Schedule S +5 Clerk :CCP 343 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files P Planning GC34090(a) Business Tax Certificates Planning GC34090(a) Code Enforcement Files _P P Building IGC34090(a) Microfilm after 5 years Construction Files _ P Building GC34090(a) Microfilm immediately after final inspection Construction Permits (numeric) P Building_ GC34090(a) Microfilm_ one-year after final inspection Home Occupation Permits f P Planning IGC34090(4 nspection cards P Building GC34090(a). Microfilm and retain original cards Notices of Address Change P Planning GC34090(a) Notices of Determination P Planning — GC34090(a)____, AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E =After Election P= Permanent S= Superceded T= Terminated 18 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE 1000 REAL ESTATE 1001 CITY OWNED PROPERTY Appraisals Recorded Documents pertaining to: Buildings, excess right of way, land, parks (Deeds /Easements are filed under 704) 1100 PARKS & RECREATION & CULTURE 1101 PARKS AND RECREATION Accident I Injury Reports -• Everrt Participants Banner.Flppliratioros and Permits CAL -OSH�A Department Tailaales Contract Instructors Contracts Contract Classes Waivers, Rosters Children Services billing /FacilitiesfPool _ Facility Rental Information Facility Use Permits General Information original ccrrespondence)_, Golf cart liability release forms Homeless Cam pp ostings How Are We Doing Forms Pesticide Certification records (use, purchase, training,_MSDS) Playground Audits Press Release Public Facilities (Including pools and parks): Capital Improvements and Construction Public Facilities (Including pools and parks): Maintenance and Operations Scholarships Special Event Permits Sports Waivers Triathlon Waivers 1200 UTILITIESIPUBLIC SERVICES !Conservation - Administrative Citations Franchise - San Luis Garbage Franchise - Cable TV Systems _ Franchise - Pacific Gas & Electric I Franchise - The Gas Co. (aka Southern California_ Gas Co.y Franchise - Tosco and Union Oil Co. g,neral CorreSR2?idence Industrial Waste Gloseo Permit files r` I- WratM documentation and reports ,Laboratorydocumentation and reports Master Plans Nacimienlo Water Supply NPDES_Permil _ !S Pretreatment.,nnual Reports Recycling an d Plans Salinas Dam & Reservoir Original m & R Agreements _ Salinas Daeservoir - Documents other than _ Original Agreements SWRCE Grant &Loan documentation SWRCB Rights & Permits SWRCB °Water Rights /Permits TOTAL __OFFICE RESPONSIBLE RETENTION FOR RETENTION_AND PERIOD DISPOSITION OF RECORD CLL ±2I Various P Clerk I C U +7 CU +5 CU +7 C U +5 CU +5 i 2 CU +2 +2 C U +5 , 21 CU +5; _ 51 CU_ +21 CU +a' P CU +3 10' 101 CU +2 C U +5 CU +3 C U +5 3 P _P P P P 2 3 _P P S +10 P P 3 3 P P CL +30 F P P &R P &R P &R P &R P &R P &R _P &R P &R P_ &R P &R P &R P &R P &R P &R P &R Public Works CODE SECTIC REMARKS IGU34090 _ GC34090(a) Recorded documents are filed 704 and are kept by the City Clerk �GC34090 _ GC34090 GC34090 GC34090 GC34090 FublicWorks iGC34090(a) P8R GC34090 P &R GC34090 P&R GC34090 P &R GC34090 Utilities GC34090 Clerk GC34090 Clerk _ GC34 990 Ad—min GC34096 Admin GC34090 Attorney_ GC346g0 Utilities GC340900 Utilities _ 40CfiR _ Utilities 40CFR + Historical Utilities 40CFR + Historical Utilities G_C34090 Utilities Ong4ing project Utilities 40GFR Utilities 140CFR GC345k _Utilities City Clerk GC34090 Utilities GC34090 Utilities - GC34090 Utilities 40CFR Utilities 40CFR Jkliles GC34a40 + AE =After Expiration AU =Audit CL= Closed /Completed CU= Current D /R= Destroy when no longer relevant E = After Election P= Permanent S= Superceded T= Terminaled 25 eav, u.,,► 04" Police Department November 11, 2009 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy 1998 felony reports. All reports are inactive with no arrests. There are a few misdemeanor cases as well. All cases along with code sections are attached. Attachments: List of case numbers being destroyed Copy of Retention /Disposition Schedule Please sign below indicating your approval for the destruction of the above listed rds. eborah r.-Linden (Jonqn . • Lowell Chief of Police ity Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on Kerri K64nblum Communications & Records Manager Police Department October 28, 2009 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy 1998 misdemeanor, incident, and collision reports. All reports are inactive with no arrests. Also request to destroy one 647F PC arrest; case # 980227053 Attachments: List of case numbers being destroyed Copy of Retention /Disposition Schedule Please sign below ind' sting your approval for the destruction of the above listed r s. eorah E. Linden Jonathan Lowell Chief of Police City Attorney CERTIFICATION OF DESTRUCTION certify that the records listed above were properly disposed of on Kerri WbierkblLim Communications & Records Manager Police Department October 14, 2009 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION RECEIVED 0 C T 2 9 ?; aLO CITY CLERK On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy 1998/1999 647 (F) PC arrest reports. Attachments: List of case numbers being destroyed Copy of Retention /Disposition Schedule Please sign below indicating your approval for the destruction of the above listed r rds. eborah E. Linden Jonajh4n Lowell Chief of Police i y Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on Kerri• os blum Communications & Records Manager RECORD TITLE of lnvoWv d shooting ations Directive Manual e Intoxit at`lon Arrest Report nrered Stolen Vehicle Reports irEs involving seized weapons retained 1 Registrant flies - Adult Responses - Force Reports Recordings - in -car video footage CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE TOTAL _ OFFICE RESPONSIBLE _ RETENTION _ _ _1 QR RETENTION AND PERIOD _ _ DISPOSITION OF RECOR _ P - Police 10� _ Poice 5 - Ponce e 10 Police PI Police. P: - - - Police P - Police - - _ P ,- Police p' 51 - - 2 _Police _ - _P_Olice 2 Police_ - - - 5___ - - Police 2_ - Police Note: See Police procedures for more specific information regarding retention of electronic vs. paper records. 1500 FIRE ApparatusA/ehicle (Repair and Maintenance: Department Mechanic) Arson Investigations - Evidence (Support prosecution resulting in __homicide). Arson Investigallim - Evidence (Great bodiliy harm, inhabited structure or prc o ty) - -- - BfC & Staff Logs Captain's Log (Fire Station .Journals: Activities, personnel, engine company- tristorical) - - DL-s ter - Malor Event Log CODE SECTION REMARKS GC34090 - - -- jGC34090 - - - - 647F PG ICLETS P&P - Electronic records only IC:LETS P &P - Electronic records only El Ironic for ease Terence _ PC ?90 {a) (2) ff Electronic n�ords only -_ -- _ - 1 W &1781 _ UC34090 - Kee_p one for historical purpose GC34090 -Keep one for historical purpose - GC34090 GC34090 - Elecbmic records only - - - - I GC34090 GC34090.71CCP 335.1 - with the exception of information held for evidence. Electronic records only. T *2 Fire iGC3409018CCR3203 P Fire PC799 CL41 Fire PC800 51 Fire GC34090 _ Pi Fire GC34090 GC3c9l) Exposure - Personnel (Sampling results, Collection, methodology, 'GC34090(c) — — S +2' Fire SLrjMG2.24.08t? - S +2 - -- Flee GC34090 EDP_k Lee Mewlus - - - - I Flre GC34090 Then trdns€erred tot Human Resources - - EMS1Liabity Reports _ 4! _ Fire 6C34090 -- Equipment & Supplies Inventory - 3 _ Fire _ _ GC34090 - - Exposure - Personnel �4 boralm reports and worksheets).- - T-4 Fire GC3c9l) Exposure - Personnel (Sampling results, Collection, methodology, _ T +30 _ Fira -- - 29CFRt910.1020 Fire Clyde Books S +5 _ Fire IGC34000.7 _ _ Fire Dept. Staff Reports (Non - Council agenda related, includesu- P Fin: _ GC34090 suppAjnn documentation) - Fire EeuipmantlGear Lags 3_. Fire GC34090 _ Fire Sl Wn Construction andasuisitian P1_ Fire :GC3d090(a) - FUnyigaians _ - GU +2 _ l=ire 'GC34090 General Information 2- Fire -- 15G34490 - General OperalSons Guidelines - - - a -� - - S +2 Fire GC34090 - - Hazardous Materials - Storms Permits CL +a. Fire IGC34090 Alfa ky seo r � . -m- - _- Hazardous Materials- Undergound Stolle dank (Location, instalfalion, a_ P Fife - GC34090(a) removal, remediation) - _ _ Inspection Request/Complaint _ CL +3 - - Fire 77:: �'GC340901 CCP3381 CCP340.5 - Inspections - Fire Prevention (Alarrnfsprinkler systems, prevention CL +3 Fire iGC34090 efforts4 -- Media Events - C_7hment _ P Fire GC3409Ct AE =After Expiration AU =Audit Cl_= ClosedlCompleted CU= Current D /R= Destroy when no longer relevant E =Aker Election P= Permanent S= Superceded T= Terminated 27 e x' d S... "0a#. Police Department September 30, 2009 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by deletion of the electronic report. Destruction of the micro fiche and micro film will be requested at the end of this audit. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy 1972 inactive cases where no arrests were made. These cases include inactive felony, misdemeanor, incident, and traffic reports. The data conversion of micro film, micro fiche, and paper reports is complete. All records have been migrated to the Laser Fiche electronic system. We are now auditing the data and beginning the destruction requests based on our retention /disposition schedule. Attachments: Copy of case numbers from the Laser Fiche system Copy of Retention /Disposition Schedule Please sign below indi sting your approval for the destruction of the above listed o ds. eborah E. Linden CVath:anLc:owell Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on Kerri o n um Communications & Records Manager Laserfiche: 44 files 1972 Request to Destroy - Laserfiche LlA File Edit View fiction Tools flindow Help Folders X Name Agency Case* Records perk initials Retention Object ID Tape Paces Doco 51.0 PD 3121200710,24;51 AM 72 -1023 KR 10 90346 Document 13 Crime Cl L 290 REGISTRANTS E31212007 10:25:20 AM 72 -1030 kr 5 90347 Document 16 Crime 91 ADMINISTRATION ® 3121200710,26;15 AM 72 -1198 KR 10 90349 Document 15 Crime Cl MISCELLANEOUS 331212007 10:42:04 AM 72 -1233 KR 5 90350 Document 3 Crime i Cd fn RECORDS S31212007 10:42:43 AM 72 -1306 KR 10 90352 Document 3 Crime FJ J2- REPORTS 3121200710;43,23 AM 72 -1335 KR 5 90354 Document 9 Crime C+J C CONVERTED RPTS SLO #jNames 31212007 10:49:22 AM 72-1391 KR 5 90357 Document 7 Crime 8 C 1940's ® 3121200710:50 :12 AM 72 -1398 KR 5 90359 Document 12 Crime Ct1 �D 1950's 3121200710;50,25 AM 72 -1409 KR 10 90360 Document 2 Crime y} 1960's 3121200710;50;48 AM 72 -1428 KR 5 90361 Document 13 Crime 1 1970'S ® 3121200710;49,30 AM 72 -1491 KR 5 90358 Document 1 Supple 7 i 1971 3121200710;59;49 AM 72 -1821 KR 5 90366 Document 6 Crime 1972 3121200711:01:15 AM 72 -1829 KR 10 90368 Document 4 Crime C+] 1973 q 3121200711;01;46 AM 72.1831 KR 5 90369 Document 9 Crime [9-jo 1974 CRIME REPORTS ROLL 35 I 3121200711,02;06 AM 72.1859 KR 5 90370 Document 4 Crime 1975 3121200711;03;02 AM 72.1864 KR 5 90371 Document 11 Crime 1976 CRIME REPORTS - ROLL 36 00000001(5) 72.196 KR 5 90324 Document 5 Crime 1977 -{� 1977 CRIME REPORTS ROLL 37 3121200711;10,39 AM 72 -2003 KR 10 90375 Document 15 Crime 1978 CRIME REPORTS ROLL 36 3121200710,23;15 AM 72 -201 KR 5 90343 Document 10 Crime 10 1978 CRIME REPORTS ROLL 39 ® 31212007 1 L 11;10 AM 72 -2010 KR 10 90376 Document 23 Crime p 1979 '® 3121200711:11:41 AM 72 -2068 KR 10 90377 Document 3 Crime Of b AO RECORDS DESTRUCTION 1 3121200711;12;49 AM 72 -2105 KR 10 90379 Document 4 Crime k?� 1980'S 3121200711:13:18 AM 72 -2223 KR 10 90380 Document 6 Crime O;ib 1990'5 3121200711:23:12 AM 72 -2288 KR 10 90382 Document 3 Crime li E�fL 2000 3121200711,24;53 AM 72 -2340 KR 5 90386 Document 10 Crime F1 t 2001 3121200711,26;12 AM 72 -2373 KR 10 90390 Document 4 Crime @ -ej 2002 3121200711;42;17 AM 72 -2436 KR 10 90394 Document 10 Crime p ( 2003 ® 3121200711;42,38 AM 72.2463 KR 10 90395 Document 4 Crime } 2004 ® 3121200711;44;41 AM 72.2618 KR 10 90398 Document 3 Crime Ei9 2005 ® 00000001(6) 72 -280 KR 10 90325 Document 4 Crime 1g lb 2006 3121200711;53,22 AM 72.2839 KR 5 90403 Document 11 Crime Rl 2007 3121200711;53;40 AM 72 -2875 KR 5 90404 Document 16 Crime E 2008 p•�j 2009 3121200712;04,31 PM 72.2910 KR 10 90406 Document 3 Crime Backgrounds I 31212007 12;04;42 PM 72.2980 KR 5 90407 Document 4 Crime CAR SEAT FORMS 00000001(7) 72.341 KR 10 90326 Document 15 Crime D«� � do not use ® 00000001(10) 72 -435 KR 5 90329 Document 5 Crime R C INFORMAL DISCOVERY ORDERS 00000001(11) 72 -497 KR 5 90330 Document 4 Crime ] New Folder (2) 00000001(12) 72 -617 KR 5 90331 Document 25 Crime RECORDS DESTRUCTION 00000001(13) 72 -668 KR 5 90332 Document 3 Crime !� 3121200710;10;42 AM 72.681 KR 5 90337 Document 7 Crime ej Registrant ARSON 00000001(14) 72 -704 KR 5 90333 Document 18 Crime Registrant DRUG 00000001(15) 72 -705 KR 10 90334 Document t Crime ifl Registrant GANG 00000001(16) 72.706 KR 5 90335 Document 2 Crime (J Registrant SEX ® 3121200710;16;50 AM 72 -852 KR 5 90339 Document 3 Crime Lf! TIC 2002 41 F---) TIC 2nn.1 44 entries0 PO (KRgS�LUM) .APi CITY OF SAN LUIS OBISPO RETENTION /DISPOSITION SCHEDULE A CU= Current CL= Closed/Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded I/M = Image /Microfilm /Fiche RECORD TITLE RETENTION PERIODS UM , VITAL OFFICE OF CODE SECTION On years unless otherwise noted) I ,A1=4VE? iNAQTIVE ' TOTAL General Information 2 [ 2 RECORD j REMARKS � Utilities !GC34090(d) _ Re clin 2 3 51 i Utilities jGC34090 (d) . Trash Service CU 5 CU +S ) Utilities 'GC34090 d) 1300 POLICE POLICE ADMINISTRATION Accident Review Board Reports 5 51 Police GC34090(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 Investi tions - Non Hired CL 2 CL + 2 Police GC34090(d) Business Permit Files - Massage, Taxi, Solicitors z CU 2 CU + 2 _ Police GC34090 d) / S-OMC Title 5 Citizen Complaints CL +2 3 CL +S Police !GC34090(d) Concealed Weapon Permit Records CU A/E + 2 A/E + 21 Police GC34090(d) EmployeeTraining Records T 51 T + 51 Police iGC34090(c) Juvenile Detention Logs/Surveys/Monthly Reports cul 2 CU+21 _ Police .GC34090(d) Special Orders Manuals 51 P P yes Police GC34090(d) Staff Meeting Notes 2 21 _ Police GC34090 Use of Force_Supeervisory Review Reports 41 4 Police GC34090(d POLICE:COIt MUNICAT(ONS Tapes - Audio, Telephone and Radio Communications _ 180 days 1 18 monthsl 21 1 1 Police JGC34090.6 POLICE'F/I:DI =NCE In -Car Recorded Data 41 i tl Police JGC 34090.6 POLICE RECORDS Crime Reports Crimes Agaims t Piroperly CL + 5 a CL + 5 Police jGC34090(c) Daily Log 2 2 Police IGC34090(d) Incident Reports - Except Death and Missing Persons 1 2 2 Police GC34090(d) Statistical UCR Reports 10 10 Police GC34090(d Subpeona L 21 2 Police GC34090 d Traffic Accident Reports 3 3 _ Police GC34090 d Traffic Citations 2 2 Police 'GC34090(d) Traffic Fatalities 31 P PI yes Police 3GC34090(c) Traffic Prop" Damage Only 3j 31 _ Police !GC34090.7 1500 -FIRE ApparatuslVehicle T +1 1 T +2 P — Fire `GC34090 / BCCR3203 Repair and Maintenance - Department Mechanic Arson Investigations - Evidence P P Fire PC799 Support prosecution resulting in homicide Arson Investigations - Evidence CL 6 CL +6 j I Fire PC800 Great bodily harm, inhabited structure or property+ 16fC & Staff L CU 4 5 Fire GC34090 d A CU= Current CL= Closed/Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded I/M = Image /Microfilm /Fiche Memorandum L-pf "Service, Pride, Integrity" June 10, 2009 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney crt:y of san tins owspo Police Department 1042 Walnut SLO, CA 93401 (805) 781 -7317 From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be to run the DVD through our magnetic machine and then break the DVD as a means of destroying the information. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. The records to be destroyed include: DVDs labeled 19 through 53 — dates of audio recordings 10/27/04 through 4/28/07. Deborah E. Linden o Chief of Police City Attorney CERTIFICATION OF DESTRUCTION certify that the records listed above were properly disposed of on Ke o enblum Communications & Records Manager Attachments: 1. List of records to be destroyed 2. Relevant section of the records retention schedule Voice Print, Digital Voice Logger Logger ID: 1, (Generated by Client) Archive Media Summary 06/10/2009 12:09:02 PM 19 107789 544.08 10/27/04 10/28/04 11:11 12/04/04 22:37 20 111449 532.42 11/18/04 12/04/04 22:38 01/08/05 16:31 21 35028 174.68 12/14/04 01/08/0516:19 01/19/0511:06 22 107863 542.70 01/10/05 01/19/05 11:05 03/01/05 10:55 23 105091 555.83 01/20/05 02/03/05 17:58 03/22/05 22:39 24 117774 563.95 03/02/05 03/22/05 22:39 04/20/05 12:55 25 119222 558.74 04/04/05 04/20/05 12:55 05/19/05 01:58 26 124869 549.79 05/11/05 05/19/05 01:58 06/17/05 17:12 27 123988 550.07 06/06/05 06/17/0517:10 07/18/0514:05 28 122977 548.47 06/23/05 07/07/05 17:48 08/16/05 08:53 29 123836 547.62 07/28/05 08/16/05 08:37 09/14/05 13:18 30 118835 560.04 08/18/05 09/14/0513:19 11/11/0515:05 31 121132 554.31 09/21/05 09/26/05 11:36 10/25/05 17:53 32 123857 549.77 11/07/05 11/11/05 15:04 12/12/05 09:09 33 501 2.72 11/15/05 12/12/05 09:07 12/12/05 11:31 34 7766 32.90 12/12/05 12/12/0511:32 12/14/0512:39 35 88656 375.60 12/12/05 12/14/0512:39 08/30/0611:59 36 226 1.20 01/05/06 01/05/06 16:11 01/05/06 17:14 37 122916 557.36 01/05/06 01/05/06 17:14 02/05/06 06:10 38 83270 747.08 01/05/06 02/05/06 06:10 02/25/06 00:16 39 72476 780.18 02/13/06 02/25/06 00:11 03/14/06 18:19 40 91296 590.74 02/25/06 03/14/0618:20 06/18/0612:09 41 73219 781.43 03/15/06 03/15/06 12:03 04/02/06 07:56 42 93508 559.12 04/04/06 04/04/0615:31 05/09/0616:21 43 91139 564.74 05/11/06 05/30/06 07:28 07/13/06 15:30 44 94413 558.27 06/20/06 07/13/06 15:30 08/17/06 20:12 46 18125 100.04 07/17/06 08/17/06 20:12 08/24/06 17:11 47 95638 555.68 08/21/06 08/24/06 17:13 11/03/06 23:36 48 95493 555.64 08/30/06 08/30/06 12:00 10/06/06 01:35 49 97125 552.02 10/06/06 11/03/06 23:39 12/11/06 07:51 50 94997 556.63 11/07/06 12/11/06 07:52 01/15/07 20:30 51 95718 555.15 12/12/06 01/15/07 20:31 02/18/07 00:06 52 95199 555.86 01/22/07 02/18/07 00:02 03/24/07 15:48 53 94698 557.16 02/19/07 03/24/07 15:48 04/28/07 04:15 TOTALS* 34 3070089 16872.00 AVERAGE 90297 496.24 * Only Archive Media Containing Call Records are Included by this Report. Copyright ((c) 1999 - 2003, Voice Print International, Inc. All Rights Deserved. 1 CITY OF SAN LUIS OBISPO RETENTION /DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS I VM VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) l A&4 -v'E rIRAC.TCVE" . •TOTAL . 21 21 RECORD REMARKS General Information Utilities GC34090 d Recycling 21 31 51 Utilities GC34090(d) Trash Servic U1 51 CU +5 1 �Utilities 'GC3409 d 1300 POLICE POLICE ADMiNiSTAATION Accident Review Board Reports 5 51 Police GC34090(d Administrative / Internal Investigations CL + 2 3 CL + 5' Police GC34090(d) ' Retain longer when requested by the Chief of Police Ba round Investigations - Hired ck T 5 T+5 Police i Background Investi tions - Non Hired CL 2 CL + 2 Police GC34090(d) Business Permit Files - Massage, Taxi. Solicitors cul 2 CU + 2, Police _ GC34090(d) / SLOMC Title 5 Citizen Complaints CL+21 3 CL+Si Police GC34090(d Concealed Weapon Permit Records CU A/E + 2 A/E + 21 Police GC34090(d) Em io ee Training Records T 51 T+5 Police GC34090(c) Juvenife Detention L s/Surve sl onthfy Reports CU 2 CU +2 Police GC34090(d) 'Special Orders Manuals 5 P P yes Police GC34090(d) [Staff Meeting Notes 2' 21 Police C3409 Use of Force Su rvis Review Reports 4 4 Police d J!G:C7340900 POLICE:COM v1UNICAT(ONS Tapes - Audio, Telephone and Radio Communications 9 180 da s 18 months° 21 1 1 Police JGC34090.66 POLICE EUI,D -ENCE .: _ In -Car Recorded Data " 4 Police JGC 34090.6 POLICE RECORDS :. " Crime Reports - Crimes A ainst Rrope CL + 5 CL + 5f I Police GC34090 (c) Daily Log 2 Police GC34090(d Incident Reports - Except Death and Missing Persons 2 2 Police IGC34090(d) Statistical UCR Reports 101 10 Police GC34090(d) Subpeona L29 21 2 1 Police GC34090 d Traffic Accident Reports 3 3 1 Police GC34090 d Traffic Citations 2 21 Police GC34090 d Traffic Fatalities 3 P P I yes Police i GC34090(c) Traffic Property Damage Only 3 { 3 Police i GC34090.7 I 1500 FIRE . Apparatus/Vehicle T +1 � 1 T +2 _ Fire i GC34090 / 8CCR3203 Repair and Maintenance - Department Mechanic Arson Investigations - Evidence P P Fire PC799 Support prosecution resulting in homicide 1 Arson Investigations - Evidence CL 6 1 CL +6 Fire PC800 Great bodily harm, inhabited structure or property I B/C & Staff Los 1 CO- 4 5 Fire GC34090(d A CU= Current CL= Closed/Completed P= Permanent 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 • ffff �?!_� °� €; =x�:::�:, Community Development Department 919 Palm Street, San Luis Obispo, CA 93401-3218 MEMORANDUM DATE: August 18, 2009 TO: John Mandeville, Director of Community Development Jonathan Lowell, City Attorney FROM: Ryan Betz, Records Coordinator SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. 7 boxes of records exceeding the retention requirements and, as such, are being prepared for destruction. The method of destruction will be via recycling as the old tapes are erased for re -use. Please sign below indicating your approval for the destruction of the attached listing of records. If- Mandeville/ Community Development Jonathan Lowell /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: Community Development Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule The City of San Luis Obispo is committed to include the disabled in all of its services, programs and activities. Telecommunications Device for the Deaf (805) 781 -7410. RECORD STORAGE COMMUNITY DEVELOPMENT STORE ROOM TO BE DESTROYED AUGUST 2009 SYSTEM STORAGE DESCRIPTION YEARS Advisory Body CHC Meetings Audio Tapes 2005 Advisory Body ARC Meetings Audio Tapes 2005 Advisory Body PC Meetings Audio Tapes 2005 Advisory Body CHC Meetings Audio Tapes 2006 Advisory Body ARC Meetings Audio Tapes 2006 2006 Advisory Body PC Meetings Audio Tapes Advisory Body CHC Meetings Audio Tapes 2007 Advisory Body ARC Meetings Audio Tapes 2007 Advisory Body PC Meetings Audio Tapes 2007 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE CU= Current CL= Closed/Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S =Superceded I/M = Image /Microfilm /Fiche MEMORANDUM DATE: August 17, 2009 TO: Carrie Mattingly Jonathan Lowell FROM: Cheryl Blair SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule is attached. The records listed exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be placement in the recycling bin at the Utilities Administration Office. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. c• Carrie Mattingly, il' ies irector C��Jonathan Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do reby certify �t the records listed on the attached were properly disposed of on Records to be Destroyed August 17, 2009 # on RR Schedule Date Type of Record 1 2003 CUPA Inspection Forms Pretreatment 1 1997 -1998 Pretreatment Program Annual Reports 2 1990 -1998 Spill Reports 3 Dec. 2005 Chemical Bids CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE CU= Current CL= Closed /Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded UM = Image /Microfilm /Fiche CITY OF SAN LUIS OBISPO RETENTION /DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS UM VITAL I OFFICE OF CODE SECTION _ tin years unless atherwise noted) RECORD REMARKS I I;''. = TOTnR[: _;.. gVTIVE �..INACTIV 709 PUBLIC INFORMATi43NICOMMUNITY RELATIONS Consumer Price Index (CPI CU 21 CU+21 Various GC34090(d) General Correspondence 2 211 Various _ GC34090(d) Press Release CU 21 CU +2 Various GC34090(d) ` — 800 PUBLIC WOR)<S 801 ENGINEERING Contractor Bids (not awarded) CU CL +2 CL +2 Public Works GC34090(d) Exception: 3 year CL+4 retention period if Federal funds Encroachment Permits CL 4 Public Works IGC340%(d) En gineering Standards P P Public Works GG34090 {a) General Correspondence _0lJob Files: Certified payroll; pay estimates; original bits documents; I 2 Cu CL +2I 2r CL +2; Public Works Public Works 1GC34090(d) GC34090(d) Exception: 3 year engineers` daily logs or inspectors' diaries; legal ads; preliminary I period if Federal funds I notices/liens iretention Jab Fifes: Org specials; agrmnts; CAO/CAR; change orders; env does; 'final f P P Public Works GC34090(d) 'Includes pay est. w /attach; notice completion; haz waste manifests/transp bids /plans/specs docs; ins certs (all); perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty Tracts and Minor Subdivisions - Tentative GC34090(a) Film after minimum of 5 5 P yes Public Works 10 years'. See Community Development for Final maps 802. STREET ADDRESS FILES General Information 2 Public Works GC34090(d) Street files 5 5 103 Public Works GC34090(d) Review in 5 years - purge 8413. MASS TRANSPORTATION.P General Information 5 5 yes ( Public Works GC34090(d Local -SLO Municipal Bus System CU CU 101 2 CU +10 D/R yes Public Works Public Works GC34090(d) GC34090(d) Destroy when no longer Regional Elderly/Handicapped Transit —� Taxicabs CU Cul 5 2 CU +5 CU+21 yes i yes Public Works Public Works relevant GC34090 d GC34090(d Transportation Permits Unmet Transit Needs Cul 10 CU+101 P Public Works GC34090(d) 804 PARKING.:: .'' Downtown Parking Study P P es Public Works GC34090(d) General Information 2 1 2 Public Works GC34090(d) Parking Appeals CU +2 CU +2 Public Works GC34090(d) Parking Citations CU +2 CU +2 yes es I Public Works Public Works I Public Works iGC34090(d) GC34090 d) GC34090(d) 1 Parka Meters Cu S! 5 5 CU +S CU +S Parkinq Policies CU= Current CL= Closed /Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded I/M = Image /Microfilm /Fiche • mEmoaanbum city of san luis onispo, paRks and RecReation depaRtment May 20, 2009 TO: Betsy Kiser, Director of Parks and Recreation Jonathan Lowell, City Attorney FROM: Marti Reynolds, Records Coordinatorf SUBJECT: Request for Records Destruction On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. We currently have 144 boxes of records that exceed the retention requirements and are therefore being prepared for destruction. Please note that additional files were added to storage this year by Children's Services. The majority of these files appear to have been eligible for destruction for many years. The method of destruction will be shredding the contents of these boxes for recycling by Iron Mountain. Iron Mountain will be scheduled to come to the Ludwick Community Center, where these records are stored, to shred the boxes as soon as permission is received. Please sign below indicating you approval for the destruction of the attached listing records. Ei�- - Betsy Kise arks and Recreation nathan Lowell, City Attorney CERTIFICATION OF DESTRUCTION I, Marti Reynolds, do hereby certify that the records listed on the attached were properly disposed of. Date Original: City Clerk Copy: Department C 1V JUL 2 0 2009 SLO CITY CLERK OL25RO10 IRON M-pUNTAIN RECORDS MANAGEMENT__ Date: 07/16/2009 Order: 133j -- OFF TE SHREDDING PACKING SLIP"') Time: 09:11:30 Page: 1 1 800 FastFile ROUTE: LM DIST -BLDG: LA -CR Order: 133792526 OUST: LS123 DIV: DEPT: 2 SHIP TO:COMM CITY OF SAN LUIS OBISPO 864 SANTA ROSA SAN LUIS OBISPO, CA 93401 Floor: 2ND MARTI REYNOLDS (805) 781 -7298 Service: NORMAL 07/17/2009 5:00 PM PDT Transmittal Received: YES NO Activityy Code: B Bill To Div: Bill To Dept: 2 Stor, Dept Bill: NO How Received: PHONE Last Modified B : KSTRUPP On: 7/14/2009 At: 7:53 AM INST: LRG SHRED PU. NO ELEVATOR/ NO DOCK ** *y ONE NARROW STAIRWAY / POSSIBLY NEED 2 DRIVERS FOR PU ** PACKING aLT_P DETAIL Quant _[,t y Coz->t a -1_r]r r, service _ �� ...w---------- �------- ___ -.__. __�_---------- _ -_ -� Wit ^Srcr.. -Stgd 1_00 T, fT PASC X`000r250,750,808,909 EMPTY AND REMOVE NO NO O NO ELEVATOR / ON E NARROW STAIRWAY Al a• 'F * ;p -A: * is :< 1. 1: 3: x k * Y< }' J; :�: :Y y -F r' _ ;: �- i; n r, , ^ ^ T i A :; Yc * .'tee �k :l• * �,' >': Yc * k * �; :< Tl Y: Y .'- Y: k �': Y * ;'e :l• �; ACKING SaLI_i' S��_)M_.1.AR SlInippin ln.-ha— Count - es . �,_ . a Notes Extra Act ioj. -is ' Bags [ 4 Bins [_] Bones [ --Z2_� Consoles Next Total [_] Delivery Made Cust,omer's Signature Date Driver's Signature &7 0 Note: Additional files were added to storage this year by Children's Services. The majority of these files appear to have been eligible for destruction for many years (had they been documented). Box # File Name Destrov 3 -A tilrOL1911 10-C in cabinets iii LCC Records Room: 3-A Revenue Transmittals (Backup) 2004 2009 4 -A Scholarships /EOC 2003 2009 4 -C Revenue Transmittals (Backup) 2004 2009 5 -A Revenue Transmittals (Backup) 2004 2009 6 -13 Summer Scholarships /EOC 2003 2009 8 -13 Special Events 2003 -04 2009 8 -C Special Events 2004 2009 9 -A Contract class files 2002 -03 2009 9 -13 Contract class files 2002 -03 2009 Above Cabinets: I fl -C Contract Instruction receipts 2002 -03 2009 10 -D (Top- R)Instructor Payments 2004 2009 10 -E (Top- R)Teens — Classes Waivers 1997 -1999 2003 10 -F (Top- R)Contract Classes Waivers & Payments 2003 2009 NVW to -1 (Top -L) Permits 1993 /Little Traksters /Little Kickers 1998 1 (Top- R)Revenue Transmittals (Backup) 2002 -03 2006 2,_ (Top- R)Revenue Transmittals (Backup) 2002 -03 2006 # 5 (T -boom) Aquatics Waivers 2005 2008 10 -G (Floor -R) Junior Giants Waivers 1998 -1999 2007 10 -H (Floor -R) Teen Hang Out Waivers 1999 2008 �V Across Hall -All Children's Services Files: Al Sinsheimer Sun & Fun Children's Files 1999 -2000 2002 A2 Summer Camp Files 2000 2002 A3 Pacheco Sun & Fun, CL Smith Sun & Fun, Hawthorne STAR 2000 -01 2003 A4 Bishop Peak STAR sign -up sheets 2000 -01 2003 A5 Pacheco Sun & Fun Children's Files 2000 -01 2003 A6 Staff Timesheets 1997 -98 2000 A7 Pacheco Children's Files 2002 2004 A8 Children's Services general office files 1998 2000 A9 Pacheco Children's Files 2002 -03 2005 A10 Children's Services Dept. of Rehabilitation 2001 2008 All CL Smith 2000 2003 Al2 EOC / Scholarships 1997 -98 2000 A13 Sun & Fun 2003 2005 A14 Bishop Peak & CL Smith STAR 1998 -99 2002 A15 Sinsheimer sign in sheets 1998 -99 2002 A16 Sun & Fun & STAR, Timecards 2001 2003 A17 EOC / Scholarships 2000 -01 2003 A18 Bishop Peak 2001 -02, and "children's files 1994 -95" 2004 A19 Summer Camps 2002 2004 A20 CL Smith Sun & Fun 2000 2002 A21 Hawthorne Children's Files 2001 2003 A22 Sinsheimer STAR 2000 -01 2003 A24 Sun & Fun Sign In sheets 20001 2003 A25 Scholarship & Dept. of Rehab 2000 -01 2008 A26 Sinsheimer Children's Files 1998 -99 2001 A27 Pacheco & Hawthorne Punchcards & Attendance 1997 -98 2001 A28 Sun & Fun 2002 2004 A29 Sinsheimer Children's Files 2000 2003 A30 Site Log Book 1994 -98 2001 A31 Hawthorne Sun & Fun 2000 2003 A32 Children's Services Site Receipts 1998 -99 2002 A33 Hawthorne Sun & Fun Children's Files 1998 2001 A34 Pacheco Files 1998 -99 2002 A35 Hawthorne & CL Smith Sun & Fun 1998 -99 2002 BI Site Files and punch cards 2000 -01 2003 B2 Hawthorne STAR 2000 2002 B3 Summer Camp 2000 2002 B4 CL Smith STAR & Sun & Fun 2000 -01 2003 B5 Hawthorne STAR & Sun & Fun Children's Files 2000 -01 2003 B6 Scholarship files 1999 -2000 2002 B7 Bishop Peak STAR & Sun & Fun 2000 -01 2003 B8 Billing sheets — all sites 2001 -02 2004 2 Adventure Day Camp 2007 2009 3 Scholarships 2006 -07 2009 39 Sinsheimer Children's Files 2006 -07 2009 42 Sinsheimer 2006 -07 2009 43 Bishop Peak 2007 2009 44 CL Smith STAR 2006 -07 2009 54 CL Smith 2006 -07 2009 Storage next to Records Rooin -All Children's„ Services Files: CS -I School Year Receipts 2000 2003 CS -2 ADC 2007 Children's Paperwork 2009 CS -3 Scholarships 2006 -2007 2009 CS -9 Sinsheimer Children's Files 2004 -2005 2007 CS -10 Pacheco Children's Files 2006 2009 CS -11 Hawthorne & CL Smith Children's Files 2004 2007 CS -15 Hawthorne Children's Files 2004 -05 2007 CS -16 Pacheco Misc. Site Paperwork 2002 -03 2005 CS -17 Children's Files 2003 -04 — various schools 2006 CS -18 CL Smith Misc. Paperwork and Children's Files 2003 -04 2006 CS -19 Spring Camp 2005 2007 CS -20 Summer Fun Day Camp Files 2004 2006 CS -21 CL Smith & Sinsheimer Kid's Files 2003 -04 2006 CS -22 Adventure Day Camp 2005 2007 CS -23 Sinsheimer Children's Files 2002 -03 2005 CS -24 Sinsheimer & Pacheco Billing Sheets 2004 -05 2007 CS -25 Hawthorne STAR Kid's Files 2005 -06 2008 CS -26 Bishop Peak Children's Files 2005 -06 2008 CS -27 Adventure Day Camp 2006 2008 CS -28 Pacheco Student Files 2005 -06 2008 CS -29 Bishop Peak Children's Files & June billing sheets 2005- 062008 CS -30 Pacheco Student Files 2005 -06 2008 CS -31 Hawthorne Student Files 2005 -06 2008 CS -32 Bishop Peak Student Files 2004 -05 2007 CS -33 Bishop Peak & Pacheco Billing Sheets 2004 -05 2007 CS -34 CL Smith Children's Files 2005 -06 2008 CS -35 CL Smith STAR billing sheets 2004 -05 2007 CS -36 Sinsheimer Student Files 2005 -06 2008 CS -37 CL Smith Children's Files 2005 -06 2008 CS -38 Summer Fun Day Camp 2004 2006 CS -39 Sinsheimer Children's Files 2006 -07 2009 CS -40 Site Billing Sheets (all sites) 2003 -04 2006 CS -41 Scholarships & Forms 2004 -05 2007 CS -42 Sinsheimer Children's Files 2006 -07 2009 CS -43 Bishop Peak Children's Files 2006 -07 2009 CS -44 CL Smith STAR files 2006 -07 2009 CS -45 Sinsheimer Student Files 2005 -06 2008 CS -46 Pacheco Student Files 2003 -04 2006 CS -47 Summer Fun & Fabulous Fridays 2006 2008 CS -48 Pacheco Student Files 2004 -05 2007 CS -49 Hawthorne Children's Files 2004 -05 2007 CS -50 Adventure Day Camp Children's Files 2005 2007 CS -51 Scholarships 2005 -06 2008 CS -52 Pacheco Children's Files 2004 -05 2007 CS -53 Bishop Peak Log Books & Sign -in Sheets 2000 2002 CS -54 CL Smith Children's Files 2006 -07 2009 CS -55 Hawthorne Children's Files 2004 -05 2007 CS -56 Billing Sheets 2005 -06 2008 CS -57 Billing Sheets 2002 -03 2005 CS -58 CL Smith & Hawthorne Sign -In Sheets 1999 -2000 2002 CS -59 CL Smith Billing Sheets 2005 -06 2008 CS -60 Pacheco & CL Smith Site Files 2003 2005 CS -61 Bishop Peak Sign -In Sheets 1998 -99 2001 CS -62 EOC Sheets 1999 -2000 2002 CS -63 Bishop Peak Children's Files 2004 -05 2007 CS -64 Site & Summer Fun Day Care Billing Sheets 2001 -02 2004 CS -65 Sinsheimer Children's Files 2004 -05 2007 CS -66 Bishop Peak Billing Sheets 1997 -98 2000 CS -67 Bishop Peak STAR Children's Files 2001 -02 2004 CS -68 Various School Site Receipts 1999 -2000 2002 CS -69 BP Billing Sheets (Punch Cards 1999 -2000) 2002 CS -70 CL Smith Billing Sheets 1997 -98 2000 CS -71 Bishop Peak Children's Files 1999 -2000 2002 CS -72 Scholarships 1998 -99 2001 CS -73 Pacheco & Sinsheimer Sign -In Sheets 1999 -2000 2002 CS -74 Receipts & Site Evaluations 1997 -98 2000 CS -75 Pacheco Children's Files 1999 -2000 2002 CS -76 Pacheco & Sinsheimer Sign -in Sheets 1997 -98 2000 CS -77 Scholarship & EOC 1998 -99 2001 CS -78 Adeventure Day Camp 2003 2005 CS -79 Various Site Student Files 1998 -99 2001 CS -80 Pacheco Sign -In Sheets 2001 -02 2004 CS -81 Adventure Day Camp 2004 & Various Site Files 2003 -04 2006 CS -82 Adventure Day Camp 2003 2005 i I CITY OF SAN LUIS OBISPO RETENTION /DISPOSITION SCHEDULE RECORD TITLE R 940 INFORMATION SYSTEMS 901 GENERAL COMPUTER INFORMATJON General Information 2 � a Hardware S 21 S +2 Software S 2' S +2 Training Programs CL 2J CL +2 - Video monitoring tapes l 1 I 9 1000 PEAL ESTATE � 100.1: CITY OWNED PROPERTY - Appraisals CL +2 Recorded Documents pertaining to: Buildings, excess right of way, P P yes yes 11001 PARKS & RECREATION & CULTURE - 1101 PARKS AND RECREATION Accident / ln$ury Reports Event Participants CU +1 6 ; f Banner Applications and Permits 2 3 5 ��--` CAL -OSHA Department Tailgates CU +1 6 7 Contract Instructor& Contracts CU +1 4 5 Contract Classes Waivers, Rosters f CU +1 4 5 Children Services billin Facilitses/Pool i 2 Facility dental Information CU 2 CU +2 IFacilky Use Permits 2 31 5 1 _ _.... General Information (original correspondence) 2 2 - q cart iia_O release forms 2 3 5 iiomMess Camp postings 3 5 How Are OeDoinq Forms CU +1 1 1 2 Pesticide Certification records use, purchase, training, MSDS CU 4 CU +4 Plqground Audits P 40 P yes _ Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT GC34090 P &R ETENTION PERIODS (in years unless otherwise noted) ACTIVE INAGift,,,- 'TOTAL Abandonments �� _ _ CL` _ P C _ P_ Bicycle Lanes /Paths CLI 5 CL +5 UM VITAL T �`_ 3 OFFICE OF RECORD �_ CODE SECTION REMARKS f G03409C IGC3409C I General Information 2 G 21 _ yes yes ` Public Works Public Works CL GC340901a - GC34090(d) Microfilm for CL +5 _ - - a School Related CL 5 research /historic value 940 INFORMATION SYSTEMS 901 GENERAL COMPUTER INFORMATJON General Information 2 � a Hardware S 21 S +2 Software S 2' S +2 Training Programs CL 2J CL +2 - Video monitoring tapes l 1 I 9 1000 PEAL ESTATE � 100.1: CITY OWNED PROPERTY - Appraisals CL +2 Recorded Documents pertaining to: Buildings, excess right of way, P P yes yes 11001 PARKS & RECREATION & CULTURE - 1101 PARKS AND RECREATION Accident / ln$ury Reports Event Participants CU +1 6 ; f Banner Applications and Permits 2 3 5 ��--` CAL -OSHA Department Tailgates CU +1 6 7 Contract Instructor& Contracts CU +1 4 5 Contract Classes Waivers, Rosters f CU +1 4 5 Children Services billin Facilitses/Pool i 2 Facility dental Information CU 2 CU +2 IFacilky Use Permits 2 31 5 1 _ _.... General Information (original correspondence) 2 2 - q cart iia_O release forms 2 3 5 iiomMess Camp postings 3 5 How Are OeDoinq Forms CU +1 1 1 2 Pesticide Certification records use, purchase, training, MSDS CU 4 CU +4 Plqground Audits P 40 P yes _ Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT GC34090 P &R Bridges and Creeks CL, 3 CL +31 �_ Public Works Public Works G03409C IGC3409C P &R General Information 2 G 21 ! ` Pavement Management Plan CL 5 CL +5 _ Public Works GC3409C School Related CL 5 CL +5 Public Works GC34090 Street Si ns & Pavement Markings CL 51 CL +5 Public Works GC34090 Street Widening CL P yes Public Works GC34090 Traffic Patterns CL 51 -_ _ Public Works GC3q{t9f] Traffic Re uialions CL 3( CL +3 Public Works 1 GC34090 Traffic Safety CL 5 CL +5_yes Public Works IGC34090 Traffic Signals & Street Lights CL 51 I CL +S Ves Public Works GC34090 Traffic Studies CL � 101 CL +10 es f I Public Works GC34090 940 INFORMATION SYSTEMS 901 GENERAL COMPUTER INFORMATJON General Information 2 � a Hardware S 21 S +2 Software S 2' S +2 Training Programs CL 2J CL +2 - Video monitoring tapes l 1 I 9 1000 PEAL ESTATE � 100.1: CITY OWNED PROPERTY - Appraisals CL +2 Recorded Documents pertaining to: Buildings, excess right of way, P P yes yes 11001 PARKS & RECREATION & CULTURE - 1101 PARKS AND RECREATION Accident / ln$ury Reports Event Participants CU +1 6 ; f Banner Applications and Permits 2 3 5 ��--` CAL -OSHA Department Tailgates CU +1 6 7 Contract Instructor& Contracts CU +1 4 5 Contract Classes Waivers, Rosters f CU +1 4 5 Children Services billin Facilitses/Pool i 2 Facility dental Information CU 2 CU +2 IFacilky Use Permits 2 31 5 1 _ _.... General Information (original correspondence) 2 2 - q cart iia_O release forms 2 3 5 iiomMess Camp postings 3 5 How Are OeDoinq Forms CU +1 1 1 2 Pesticide Certification records use, purchase, training, MSDS CU 4 CU +4 Plqground Audits P 40 P yes _ Finance & IT Finance & IT Finance & IT Finance & IT Finance & IT GC34090 P &R �G P &R (; P &R G P &R G P &R G P &R G P &R GC34090(c P &R P &R GC34090 (c Penal CodE P &R GC34090(c P &R P &R GC34090 a rd) - - d) - d - d) d) 6A 602 et GC3409(} a Press Release CU +1 2 -- 3 - - z - - P &R GC34090 d CU= Current CL= Closed/Completed P= Permanent D/R =Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded 11M = Image /Microfilm /Fiche CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE 51 51 10 J Conservation p Utilities RECORD TITLE RETENTION PERIODS I VM VITAL I OFFICE OF DistributiorVMaintenance /Customer C&D-E SEC-Y E712 4j` General Information (in years unless wharwise noted) 2 PI Nacimiento RECORD p . REMARKS PI Rec Iln 2 ACTIVE INACTIVE TOTAL - Salinas p P Utilities Public Facilities (including pools and parks): Capitat mprovements and 5 5� 6 10 yes _ P Public Works P " GC34090(a) Telemet P Construction 6 -- Treatment P P Utilities 140CFR Water Mana em®nt Plan CU +2 P Utilities IG034090 CU +21 P Wells/Groundwater 1 Public Facilities (Including pools and parks): Maintenance and P 5. 1�Q3 WASTEWATEf} � 10 yes 14 Public Works GC34090(a) - O rations 5oholarshi __ Cu CU P &R GC34090(d) ISpecial Event Permits 2 31 5 P &R GC34090(d) Sports Waivers CU +1 2 3 P &R GC34090(d Triathlon Waivers CU +1 4 5 P &R GC34090(d 1200`UTILITIES/PUBLIC SERVICES 1201 FRMCHISES.. Carle TV Systems CU P� P J Admin GC34090 {d) Pacific Gas & Electric CU P P- -[� Admin GC34090(d) San Luis Garbage _ _ _ _ CU P P Utilities GC34090(d) The Gas Co. aka Southern California Gas Co. J CU Pi P' Admin GC3409o(+S --7 Tosco and Union Oil Co. I CU P P Attorne GC34090(d) 1202 WATER SYSTLM: J CA Dept. of Health _ 51 51 10 J Conservation p Utilities P - County Water Resources Advisory Board 3 12' 15'� DistributiorVMaintenance /Customer 2 E712 4j` General Information 2 3 P 2 PI Nacimiento Operational Plans p jongoin project PI Rec Iln 2 2 4 — Salinas p P Utilities 5ofid Waste 3 3 6 GC3409�0(c) - SWRCB --Ri hts/Permits - _ P Utilities P " Telemet P 3 6 -- Treatment P P Utilities 140CFR Water Mana em®nt Plan CU +2 P Utilities IG034090 CU +21 P Wells/Groundwater 1 Whale Rock/Minutes P P �- 1�Q3 WASTEWATEf} � 14 Annual Reports CU +2 Libra Documents CU +2 _ Utilities GG34090 c Compliance P P yes Utilities GC34090 Historical Monthly Reports Pretreatment 5' 5 Utilities GC34090(c ) Historical purpose Utilities 40CFR Quarterly Reports _ - _ CU +2, CU +2 Utilities GC34090(c) Compliance Reclamation i P P _ es Utilities 40CFR - SWRCB- -Water Ri hts /Permits P P. es Utilities 40CFR Treatment P P es Utilities GC34090 Wastewater Collection 2 2D 4 _ Utilities GC34090(c) 12 SOLID WASTE. MANAGEMENT CU= Current CL= Closed /Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded I/M = Image/Microtilm /Fiche Utilities 140CFR Utilities GC34090(a Utilities GC34090(d Utilities GC34090 d) Utilities GC34090(d Utilities jongoin project es Utilities GC34090(d) Utilities GC34090(d) Utilities GC34090 e Utilities GC3409�0(c) - Utilities 40CFR Utilities Licenses Utilities ]GC34090(e) Utilities 140CFR Utilities IG034090 a I Utilities GC34090(e Annual Reports CU +2 Libra Documents CU +2 _ Utilities GG34090 c Compliance P P yes Utilities GC34090 Historical Monthly Reports Pretreatment 5' 5 Utilities GC34090(c ) Historical purpose Utilities 40CFR Quarterly Reports _ - _ CU +2, CU +2 Utilities GC34090(c) Compliance Reclamation i P P _ es Utilities 40CFR - SWRCB- -Water Ri hts /Permits P P. es Utilities 40CFR Treatment P P es Utilities GC34090 Wastewater Collection 2 2D 4 _ Utilities GC34090(c) 12 SOLID WASTE. MANAGEMENT CU= Current CL= Closed /Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded I/M = Image/Microtilm /Fiche city clerk memorandum June 30, 2009 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Elaina Cano, Deputy City Clerk 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. All records will be destroyed by their staff with the City Clerk's office. Please sign below indicating your approval for the destruction of the attached listing of records. r ' w t� A7 Audrey Hoop , City Okrk oath Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Elaina Cano, do hereby certify that the records listed on the attached were properly disposed of on ` d Original: City Clerk Copy: Department CITY OF SAN LUIS OBISPO RETENTIONIDISPOSITION SCHEDULE CU--Current CL= Closed/Ccmpleted P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded I/M = Image /Microfilm /Fiche RECORD TITLE RETENTION PERIODS I/M VITAL _ OFFICE OF RECORD CODE SECTION REMARKS (in years unless otherwise noted)� ., - ACT1VE . il', A-0X*E_: ," TOTAL - P I P 4 yes Successful Candidates I Clerk EC17100 Permanent for historic value Unsuccessful Candidates El 5 _E+51 Clerk _ EC17100 Precinct Board Appointments - appointment of precinct oficials E E 1 E 6 mos. E +6 mos. Clerk 'EC 17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list 6 mos. E +6 mos. Clerk EC17304 Confidential Roster of voters, original indices (precinct board) 5 E +5 Clerk EC17300(a) (if no legal action) 703 CITY ATTORNEY Administrative Files Civil Litigation CUj 6 CU +5I City Attorney `GC34090 d CL[ 10 CL +10 P City Attorney Destroy 10 yrs. after resolution Civil Litigation regarding Property (including settlement and releases) CL P yes yes City Attorney GG34090(a) Retain pertinent documents in perpetuity 10estro 5 rs. after resolution I Criminal Cases going to court CL 5 CL +5 City Attorney Criminal Citations l CL CL' ( City Attorney GC34090(d) Destroy when resolved General working files CU CUI f i City Attorney GC34090 Ongoing purging to keep current/active Legislative Files CU 2 CU +2 City Attorney GC34090(d) '^ Property Files GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention schedule ! CL P CU 5AE P CU +5AE l yes yes yes yes' City Attorney ;GC34090(a) Clerk/Various" !CCP337 Keep 5 years after expiration. 'Current contracts are vital records. " Contracts issued with Purchase Order may be filed with 'origlnatin department. 704 Claims /Subpeona Logs i_ 2 2 Clerk !GC34090(d) Conveyances (Deeds, Easements, Abandonments) P P yes yes Clerk GC34090(a) Liens P P yes yes Clerk GC34090(a) Williamson Act Contracts I P P ves ves Clerk GC34090(a) 706 I CA PITAL.IMPROVEMENT 80A;RD CIB Agreements/Contracts; P N P1 - Clerk ICCP337 CIB Establishment/Bylaws P P Clerk 7GC34090(e) CIB ResolutionslOrdinances P P Clerk I GC34990 e General Correspondence 2 2 Finance i GC34090 d Minutes P P Clerk GC34090(e 707 STATEMENTS OF E;G,,ONomiC: iI�rTEREST, General Correspondence 21 2 1 Clerk GC34090 (d) Statements of Economic Interest 87200 Filers) T 71 T +7 Clerk _ IGC81009(e) & CCAC Guidelines~ Statements of Economic Interest (City Code Filers) 7 71 GC81009(e) CU--Current CL= Closed/Ccmpleted P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superceded I/M = Image /Microfilm /Fiche AGREEMENTS FROM CITY CLERK'S FILES READY FOR DESTRUCTION ON JULY 1, 2009 G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If licable Barnett, Cox & Associates ✓ 11/1/1993 6/30/1994 1 Advertising Services A260 Barnett, Cox & Associates ✓ 11/19/1997 6/30/1998 Public Information — Storms Associated A28 with El Nino Barnett, Cox & Associates ✓ 10/8/1997 6/30/1999 Community Awareness Water A361 Conservation & Recycling Barnett, Cox & Associates, dba 712011995 6/30/1997 Advertising Campaign A260 Barnett, Cox and Kornreich (Includes Amendments 1 and 3) ✓ Barnett, Cox and Associates ✓ 2/11/1998 12/31/1998 Design Promotional Materials A314 Barnett, Cox and Associates ✓ 12/28/1998 9/10/2003 Community Information & Outreach 92 -59 A337 Barnett, Cox and Associates 7/17/2001 9/10/2003 Community Information and Outreach A337a (Including Amendments 1 through 3) Program — Utilities Department Barnett, Cox and Associates 7/6/1999 7/1/2000 Community Information and Outreach 337b (Including Amendments 1 through 3) Program City Utilities Department Barnett. Cox & Associates ✓ 10/5/1999 6/30/2001 Advertising Services A29 Barnett. Cox & Associates (Includes 7/1/1997 6/30/1999 Advertising Services A260 Amendment No. 1 ) ✓ Barnett. Cox & Associates (Includes 10/5/1999 6/30/2001 Advertising Services A29 Amendments 1 -5 ) ✓ Boy Scouts of America - The Santa 3/6/1984 1/31/1989 Boy Scouts Lease of Building at Santa S File A39 Lucia Area Council Inc. ✓ Rosa and Mill G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) Boy Scouts of America - The Santa 3/10/1951 3/5/1976 Boy Scouts Lease of Building at Santa S File A39 Lucia Area Council Inc. ✓ Rosa and Mill Boy Scouts of America - The Santa 7/6/1999 1/31/2000 Change of term and change of name to: S File A39 Lucia Area Council Inc., Los Padres Council Inc., Boy Scouts of Amendment No. 1 ✓ America Brandan's Powerwash Services 8/14/2000 9/30/2003 Steam Clean Sidewalks and Trash 9264 A287 Includes amendments 1 -3 ✓ Containers Cal Poly - 2000 WOW ✓ 9/12/2000 9/12/2000 San Luis Obispo Transit Service S File A50 Agreement Cal Poly ✓ 7/1/1993 6/30/1996 Fire Related Emergency Services S File A47 Cal Polv ✓ 08/01/1997 06/30/1998 Model Lease by Campus President A241 Cal Polv ✓ 7/1/1996 6/30/2001 Fire Related Emergency Services S File A47 Cal Poly ✓ 9/12/2000 9/12/2000 SLO Transit Service Agreement 2000 50S Week of Welcome Cal Poly ✓ 7/1/2001 7/31/2001 Cost Reimbursable Agreement — A431 Research: Physical Fitness and Cardiac Risk Factors among SLO Firefighters Cal Polv ✓ 7/1/1997 6/30/2001 Bus Service to the University S File A50 Cal Poly ✓ 7/1/1996 6/30/1997 Bus Service to the University S File A50 Cal Poly ✓ 7/1/1995 6/30/1996 Bus Service to the University S File A50 Cal Poly ✓ 7/1/1992 6/30/1993 Bus Service to the University S File A50 Cal Poly ✓ 1/5/1993 6/30/1997 Water and Sewer Rates S File A51 Cal Poly ✓ 1/5/1993 6/30/1997 Regarding Optional Equity Interest in the S File A51 Water and Sewer Systems Cal Poly ✓ 4/7/1998 4/7/2003 Water and Sewer S File A51 Call America v' 3/3/1997 10/3/1998 Placement of Emergency Generator on A53 Surface Parking at Palm Street Structure G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements - Contracts \Agreements to be Destroyed 07- 01- 09.doc City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If A licable Campbell Research ✓ 12/21/1999 6/6/2000 Advertising Conversion Study_ A260 Carlston, Craig ✓ 4/20/1995 8/21/1995 Design Services — US 101 Tourist A344 Signage Project (Includes 2 amendments — Per Pam Ricci, accepted 8/21/1995 CBS -12 ✓ 3/1/1998 2/28/1999 Advertising on SLO Transit Buses A60 CEA Planning Consultants 4/25/1997 10/1998 Agreement for Preparation of an A117 (Includes amendment) ✓ (Per M. Codron Environmental Impact Report DeVaul 5/20/09) Ranch Annexation Chamber of Commerce ✓ 10/21/1993 6/3/1995 Visitors Services & Tourism Information A260 Activities Chamber of Commerce ✓ 10/21/1993 6/30/1995 Promotional Services A260 Chamber of Commerce ✓ 7/20/1995 6/30/1997 Promotional Services A260 Chamber of Commerce ✓ 10/5/1999 6/30/2001 Visitor & Tourist Information Activities A260 Chamber of Commerce ✓ 7/17/2001 6/30/2003 Visitor & Tourist Information Activities A260 Chamber of Commerce (Includes 7/19/2001 6/30/2003 Promoting Tourist & Recreational A260 Amendment No. 1 ) ✓ Center Chamber of Commerce (Includes 7/1/1997 6/30/1999 Visitor & Tourist Information Activities A260 Amendment No. 1) ✓ Chamber of Commerce (Includes 7/1/1997 6/30/1999 Promotional Services A260 Amendment No. 1 ) ✓ Chamber of Commerce (Includes 10/5/1999 6/30/2001 Promotional Services A260 Amendment No. 1) ✓ Chamber of Commerce (Includes 7/20/1995 6/30/1997 Visitor & Tourist Information Activities A260 Amendment No. 2 ) ✓ Cloud 9 ✓ 2/1/1999 3/31/2004 Amended Lease Agreement Garbage A246 Containers in Parking Lot 2 G: \704 -06 Agreements - Contracts \Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements- Contracts \Agreements to be Destroyed 07- 01- 09.doc City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) Coastal Resources Institute — College 09/24/1998 I (Work Never Agreement for Demonstration Landscape A116 of Architecture (Cal Poly) ✓ Done per Project at WRF C. Blair) Community Broadcasting, Inc. 1/2/1979 1/2/1989 Lease for Real Property A Radio Signal (Operator of KCBX Radio Station ✓ Receiving Site for 10 Years County of San Luis Obispo ✓ 7/1/2000 6/30/2003 p Animal Control Services S File County of San Luis Obispo ✓ 7/1/1999 6/30/2000 Amendment Extending Term for one S File Year to Agreement for Animal Services County of San Luis Obispo ✓ 7/1/1997 6/30/1999 Animal Control Services S File County of San Luis Obispo ✓ 7/1/1995 6/30/1997 Animal Control Services S File County of San Luis Obispo ✓ 7/1/1991 6/30/1994 Animal Control Services S File County of San Luis Obispo ✓ 7/1/1992 6/30/1998 Lease Agreement Cuesta Peak AM Microwave/Radio Vault County of San Luis Obispo ✓ 7/2/1996 7/2/1999 Cooperative Agreements Community A77 Development Block Grant Program Fiscal Years 1997 through 1999 County of San Luis Obispo ✓ 7/1/2000 6/30/02 Cooperation Agreement for Community A77 Development Block Grant Program, Home Investment Partnerships Program, and Emergency Shelter Grant Program County of San Luis Obispo ✓ 11/7/1997 1/31/1999 Subrecipient Agreement for CDBG A77 Grant Funds County of San Luis Obispo ✓ 8/23/99 6/30/00 Subrecipient Agreement for 1999 CDBG A77 Grant Funds County of San Luis Obispo ✓ 1/23/95 12/31/1995 Subrecipient Agreement for CDBG A77 Grant Funds G: \704 -06 Agreements- Contracts \Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement j Completed Subject No. No. (If Applicable) County of San Luis Obispo 7/1/1994 7/1/1997 Agreement for Radio Services for Fire A265 Information Services I Department 7ovey III ✓ 2/13/1996 10/13/1996 Agreement to Use Community A77 Development Block Grant Funds to Install Seismic Safety Improvements at 790 Marsh Street Crawford Multari & Clark, 6/29/1998 6/30/2003 Mid - Higuera Street Enhancement Plan 9239 A211 Associates ✓ Crawford Multari Clark & Mohr ✓ 8/15/2000 6/30/2003 Proposals for Preparation of an Update 90149 A13 of the City's Architectural Review Guidelines Crawford, Josephine, dba Art After 7/17/2001 5/31/2002 Contribution of $2,000 for Marketing A260 Dark ✓ and Promotion Campaign Crawford, Multari & Clark 6/29/1998 6/30/2003 Proposals for Preparation of the Mid- A211 Associates ✓ Higuera Streeet Enhancement Plan Crawford, Multari & Clark 6/26/2001 6/30/2003 Proposals for the Preparation of 90170 A72 Associates ✓ Revisions to the City's Commercial Zoning Regulations David M. Griffith & Associates ✓ 7/14/1997 7/14/1998 Consultant for reclaiming costs of state A201 mandated programs Daylight Gardens ✓ 11/29/1999 6/3/2004 Rental Agreement — 1940 Santa Barbara A264 — RR Transportation Center DMG- Maximus ✓ 5/23/2001 5/23/2004 Consultant for reclaiming costs of state A202 mandated programs Downtown Association ✓ 9/28/1994 1/30/1995 Contribution to Decemberfest Event A126 G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc I City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) Economic Opportunity Commission 3/20/1998 06/20/2000 CDBG Block Grant Funds for Home A131 (EOC) ✓ Repair Program ';conomic Vitality Corporation, The 10/02/2002 6/30/2003 Regional Marketing Services Agreement A132 Economic Vitality Corporation, The 10/2000 6/30/2001 Regional Marketing Services Agreement A132 V11 I Economic Vitality Corporation, The 8/21/2001 6/30/2002 Regional Marketing Services Agreement A132 Economic Vitality Corporation, The 10/17/2000 6/30/2001 Regional Marketing Services Agreement A132 Economic Vitality Corporation, The 8/17/1999 6/30/2000 Sub - Recipient Agreement for CDBG A132 ✓ Funds for Revolving Loan Fund Services Economic Vitality Corporation, The 8/17/1999 6/30/2000 Economic Development Services A132 ✓ Agreement Economic Vitality Corporation, The 10/20/1998 6/30/1999 Subrecipient Agreement for CDBG A132 ✓ Funds for Revolving Loan Fund Economic Vitality Corporation, The 10/20/1998 6/30/1999 Regional Marketing Services Agreement A132 Economic Vitality Corporation, The 10/7/1997 6/30/1998 Subrecipient Agreement For CDBG A132 ✓ Funds Economic Vitality Corporation, The 8/19/1997 6/30/1998 Regional Marketing Services Agreement A132 Environmental Center of San Luis 11/15/1971 8/21/1995 Lease at Prado Road (Includes A133 Obispo County ✓ Amendments 1 thru 5 — Recycling Center) Environmental Center of San Luis 7/15/1997 7/15/1999 Agreement for Professional Services A133 Obispo County ✓ G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements - Contracts \Agreements to be Destroyed 07- 01- 09.doc j - �-- � - - - -� City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) Environmental Center of San Luis 11/1966 7/1/1997 Amendment to Agreement A133 Obispo County ✓ N Environmental Center of San Luis 8/3/1993 7/1/1995 Professional Services Agreement A133 Obispo County ✓ Environmental Center of San Luis 9/5/2001 7/15/2003 Agreement for Professional Services A133 Obispo Chun ✓ Environmental Center of San Luis 7/15/1999 7/15/2001 Agreement for Professional Services A133 Obispo Coup ✓ Environmental Center of San Luis 6/17/1997 7/1/2002 Lease of Real Property, 45 Prado Road A133 Obispo County ✓ Environmental Center of San Luis 9/19/1995 7/1/1997 Professional Services Agreement A133 -Obispo County ✓ Evensen Dodge, Inc. ✓ Various Last Agreement Financial Advisory Services A138 3/3/1998 thru 12/30/96 4/23/1993 FJCandN ✓ 3/24/1997 3/24/1998 Syndication Agreement for Television A42 Commercials BUS -INFO Flexible Corporation, The ✓ 4/4/1995 12/31/1995 Proposal for Procurement of Two Heavy A33D Duty Transit Buses (35 foot CNG- owered Transit Buses) Friendship School ✓ 1/29/1998 1/29/2000 Proposal to Sort and Recycle Waste - - - - -- Pa er Gillig Corporation, The ✓ 4/1/97 10/3/1997 Contract for Purchase of Three Buses Glenn, Burdette, Phillips & Bryson 4/4/2000 4/4/2003 ' Auditing Services A19 Golden State Aerial Surveys ✓ 6/18/1996 12/31/1997 San Luis Obispo Creek watershed digital A293 orthophotography and digital terrain modeling G: \704 -06 Agreements - Contracts \Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) GST Call America, Inc. ✓ 8/14/1998 5/14/1999 Landlord/Tenant Agreement - - - -- Hall, Paul ✓ 2/19/1998 6/30/2000 Contract for Interior Bus Advertising, A43 etc. Hands Gallery ✓ 2/5/1996 10/5/1996 Agreement to Use Community A77 Development Block Grant Funds to Install Seismic Safety Improvements at 777 Hi uera Street Housing Authority of the City of San 11/6/1995 11/6/1997 Agreement for Work Incentive Program _ A77 Luis Obispo, The ✓ for Children at Housing Authority Housing Authority of the City of San 8/17/1995 8/17/1997 Agreement for Preparation of a A77 Luis Obispo, The ✓ Downtown Housing Stud Information, Integration and 9/2/1998 11/16/1999 Year 2000 Compliance and Disaster A363 Innovation & Associates ✓ Recovery Plan Jonas, Arnold B. (Contractor) 10/27/2000 12/31/2000 Consultant Services Agreement A183 Jorgensen, Jeffrey G. (Attorney at 9/19/1989 2/9/2003 Legal Services Agreement A185 Law) ✓ KCBX, Inc. Radio Station ✓ 6/6/1990 6/1/2000 Lease Waste Water Reclamation Plant S File A48 KCPR 91.3 FM Cal Poly Radio ✓ 4/1/2003 3/31/2004 Amendment No. 1 for Professional 187 Services KCPR 91.3 FM Cal Poly Radio ✓ 4/1/2002 3/31/2003 Broadcast Services to Broadcast Public A187 Meetings of the City Council KCPR 91.3 FM Cal Poly Radio ✓ 11/30/2001 4/1/2002 Third Amendment for Professional A187 Services KCPR 91.3 FM Cal Poly Radio ✓ 5/5/1999 4/1/2000 First Amendment of Professional A187 Services KCPR 91.3 FM Cal Poly Radio ✓ 7/1/1998 4/1/1999 Professional Services Agreement to A187 g Provide Broadcasting Services KCPR 91.3 FM Cal Poly Radio ✓ 8/5/1997 4/1/1998 Professional Services Agreement A187 G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc Contractor (Alpha Order) Date of Agreement Date Completed Subject Specification No. (If Appli cable City Clerk's Agreement No. KCPR 91.3 FM Cal Poly Radio ✓ 10/31/1996 4/1/1997 Extension of Broadcast Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 4/1/1995 4/1/1996 Professional Services Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 2/7/1995 3/31/1995 Extension of Broadcast Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 11/21/1994 1/1/1995 Extension of Broadcast Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 10/18/1993 11/1/1994 Professional Services Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 9/22/1993 11/1/1993 Extension of Broadcast Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 8/1/1992 8/1/1993 Amendment to Agreement No. A -103- 91 -CA A187 KCPR 91.3 FM Cal Poly Radio ✓ 8/1/1991 8/1/1992 Professional Services Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 7/17/1990 7/17/1991 Professional Services Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 8/2/1988 7/7/1989 Professional Services Agreement A187 KCPR 91.3 FM Cal Poly Radio ✓ 7/11/2000 4/1/2001 Second Amdnement for Professional Services A187 Kinko's ✓ 6/26/2003 6/30/2004 Copy Services 90392 A63 -03 Liebert Cassidy ✓ 10/29/1999 9/30/2000 Attorney as Special Counsel for Employment Relations A195 Liebert Cassik Whitmore ✓ 1/1/2003 1/l/2004 Attorney Services Al -03 Los Osos Girls Softball Association 1/14/2003 1/14/2004 i Pre -Paid Use of Batting Cages A15 -03 Madonna Construction Company ✓ 6/1/1990 6/1/1995 Laguna Lake Grazing Lease A278 Madonna Construction Company ✓ 6/1/1990 6/30/1998 San Luis Mountain Grazing Lease A278 Magill, James ✓ 2/11/2002 6/30/2002 Persona/Professional Services — Green j Gardner Proficiency Workshops A15 -02 Mayflower Contract Services ✓ 5/6/1992 6/30/1997* Provision of Transit Services (Includes two amendments dated 9/1/1992 and 10/1/1995 — extending agreement to 6/3/1997 *) A572 G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc 10 City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) Mayflower Contract Services ✓ 07/01/1992 06/30/1997* Lease of 29 Prado Road for Transit A572 Services (10/25/1995 — amendment extending agreement to 6/30/1997 *) Maynor, Donald H. (A Law 9/1996 12/31/2003 Legal Services Agreement A208 Corporation) ✓ Metricom, Inc. ✓ 7/2/1996 7/2/2002 Permit to Attach, Install, Operate and A209 Maintain a Wireless Digital Communications Radio Network Michael J. Arnold and Associates, 7/1/2001 6/30/2002 Legislative Advocacy Services S File A16 Inc. ✓ Michael J. Arnold and Associates, 4/1/2000 6/30/2001 Legislative Advocacy Services S File A16 Inc. ✓ Mid -Cal Products, Inc. ✓ 1/7/1991 1/7/1996 Telephone License Agreement for Coin- A210 Operated Telephone at Bus Shelter at AMTRAC Station Murphy, Janet and Phillips, Vicki 8/1/1995 8/1/1996 Preschool Room at Santa Rosa Street A268 Barnett, Cox & Associates ✓ Recreation Center Lease Nextel Communications ✓ 3/12/2003 3/12/2004 Nextel Communications Trial Usage A33 -03 Agreement for Police Department Communications Paragon Partners Ltd. ✓ 5/28/2002 12/31/03 Agreement for Right of Way Acquisition A32 -02 Services Poor Richard's Press ✓ 6/17/2003 6/17/2004 Conv Services 90392 A54 -03 Poulson, Robyn ✓ 2/1312003 6/30/2003 Contract Employee in Finance A26 -03 Department at the Cashier /Accounts Receivable Desk G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc 10 G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc 11 City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) Ralph Andersen & Associates ✓ 3/16/1998 4/10/1998 Engineering & Public Works Workload A136 & Staffing Requirements Study San Luis Coastal Unified School 1/19/1999 6/30/1999 Agreement for the Provision of Food and A285 District ✓ Supplies at Laguna Middle School SLO Art Center 11/26/2002 11/30/02 One -Time Reimbursement for Marketing A80 -02 SLO Council of Governments 7/1/1999 12/30/2000 MOU - Jobs Access Project (Assist A181 (SLOCOG) ✓ CalWORKS participants with transportation) SLO County Visitors & Conference 11/10/1993 6/30/1995 Promotional & Advertising Services A260 Bureau ✓ SLO County Visitors & Conference 7/20/1995 6/30/1997 Coordinated Marketing Program A260 Bureau (Includes Amendment No. 1) SLO County Visitors and Conference 10/5/1999 6/30/2001 Visitors & Conference Services A260 Bureau ✓ SLO County Visitors and Conference 7/1/1997 6/30/1999 Visitors & Conference Services A260 Bureau ✓ SLO County Visitors and Conference 7/17/2001 7/17/2003 Visitors & Conference Services A260 Bureau ✓ State of California Department of 9/15/1997 09/15/1999 Urban Forestry Grant Program 1 A151 Forestry and Fire Protection v/ State of California Department of 6/20/1989 4/28/1993 Maintenance of State Highways in City S File A54 Transportation ✓ State of California Department of 7/1/1984 4/28/1993 Maintenance of State Highway in City S File A54 Transportation ✓ (Electrical Facilities)_ State of California Department of 11/15/1991 4/28/1993 To add streets to the portion to be State- S File A54 Transportation ✓ I maintained G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc 11 G: \704 -06 Agreements - Contracts \Agreements to be Destroyed 07- 01- 09.doc 12 City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed ! Subject No. No. (If AAnlicable) State of California Department of 4/1/1985 412811993 Freeway Maintenance S File A54 Transportation, Amendment No. 1 ✓ State of California Department of 4/1/1986 4/28/1993 Freeway Maintenance S File A54 Transportation, Amendment No. 2 ✓ State of California Department of 5/1/1991 4/28/1993 Freeway Maintenance S File A54 Transportation, Amendment No. 3 ✓ State of California Department 5/5/1966 4/28/1993 Freeway Maintenance S File A54 Public Works, Division of Highways Tisdel, Lyle O. (dba ReMax) ✓ 1/30/1992 2/28/1995 Standard Office Lease —1260 Chorro A317 Street Turbo Data Systems Inc. 8/15/1996 6/30/2004 Parking Fine Collection Service 9695 A243 Includes Amendments 1 -4 ✓ Urbitrans Incorporated ✓ 3/12/2002 9/30/2002 Professional Services to Prepare Short A20 -02 Range Transit Plan for City's Transportation Project Wallace Roberts & Todd 9/02/1997 05/21/2004 Airport Area Specific Plan 97 -39 A6 Includes Amendments 1 — 2 ✓ Warner Group, The ✓ 12/5/1995 3/15/1996 Consultant Services to Assist In 9662 -542- A143 Evaluating and Selecting Public Safety 552 and Financial Management Information Systems William Avery & Associates, Inc. ✓ 12/24/2002 6/30/05 Consultant to Assist with HR Director A89 -02 Search and Misc (Includes Amendment) — Expired per M. Kopecky William Avery & Associates, Inc. ✓ 10/10/2002 6/1/2003 Consultant to Assist with City Attorney A62 -02 Search G: \704 -06 Agreements - Contracts \Agreements to be Destroyed 07- 01- 09.doc 12 G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc 13 City Clerk's Contractor Date of Date Specification Agreement (Alpha Order) Agreement Completed Subject No. No. (If Applicable) Women's Shelter Program, Inc. ✓ 1994 1996 MOUs in Support of Funding by State A359 and Federal Grants Women's Shelter Program, Inc. ✓ 12.12/1997 12/12/1999 CDBG Funding for Women's Shelter A359 Storage Building i Women's Shelter Program, Inc. ✓ 1/27/1999 1/27/2001 CDBG Funding for Planning Study re A359 Transitional Housing Zone 9 (SLO County Flood Control Various: 6/30/2004 Streambed Clearing and Exotics 366 and Water Conservation District) ✓ From 1991 — Control/Revegetation Program 6/6/2003 Zone 9 (SLO County Flood Control 06/04/2000 06/30/2004 Development of Waterway Management 366 and Water Conservation District) ✓ Plan for San Luis Obispo Creek f G: \704 -06 Agreements- Contracts\Agreements to be Destroyed 07- 01- 09.doc 13 Cal, 4 S.. i~.;,► oA*. Police Department May 19, 2009 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Kerr! Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy infraction citations written between December 2002 and July 2004. Request the destruction of disposition letters from the Courts for some of these infraction citations. Please sign below indicating your approval for the destruction of the above listed ecor s. (-:D E. Linden Chief of Police Jandthan Lowell City Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on�'-�? 7� C r� Kerrf Wos nblum Communications & Records Manager Page 1 of 1 Cano, Elaina From: Olson, Sharon Sent: Tuesday, May 26, 2009 1:36 PM To: Cano, Elaina Subject: RE: Request for Records Destruction I'm HAPPY to do that! I actually took a copy OFF the request because I mistakenly thought you didn't need it. I'll send it over to you, the relevant section is highlighted. From: Cano, Elaina Sent: Tuesday, May 26, 2009 12:34 PM To: Olson, Sharon Subject: Request for Records Destruction Hi Sharon, Would it be possible top get a copy of the "list of those records and relevant sections" that are to be destroyed, per the Records Retention Schedule? It should have been attached to the original Request for Records Destruction notice. Thanks, Elaina 5/26/2009 MEMORANDUM DATE: February 26, 2009 TO: Ken Hampian "41t, L'' Jonathan Lowell FROM: Barbara Ehrbar SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. The records to be destroyed are: 2003 Chron Files for CAO, Assistant CAO, Assistant to CAO, Economic Development Manager, Natural Resource Manager, and Biologist. Council Notes for 2003 Please sign below indicating your approval for the destruction of the attached listing of inistration '-�han Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Barbara Ehrbar, do hereby certify that the records listed on the attached were properly disposed of on iZ. ntt Original: City Clerk Copy: Department CITY OF SAN LUIS OBISPO RETENTION /DISPOSITION SCHEDULE — - RECORD TITLE RETENTION PERIODS (in years unless otherwise noted) AC"F4YIw: ' INACfiIY_E ^ TCZTAL COPIES or DUPLICATES of documents for which a department is not D/R DIR the office of record ELECTRONIC ENTS 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT OFFICE OF CODE SECTION _ RECORD REMARKS Duplicates and copies distributed to ivarious departments for informational ,purposes may be destroyed by the departments when they are no longer useful for reference. Electronic copies of paper records j should be kept no longer than retention period specified in this schedule. If electronic documents fare also in a paper format both must be destroyed at the same time. j 102 OFFICE FiEFEH:ENG-E j Annual Departmental Reports CAO Re its _ 2 31 5 1 1 Various GC34090(d) 2 City Informational Brochures, Publications, Newsletters S P P Various GC34090(d) Various _ GC34090(d) Keep one for historical purposes City -wide Policies and Procedures _ S P P Various Various GC34090(d) GC34090(d) Various GC34090(d) Keep one for historical purposes External 2 21 2 Various Various GC34090(d) 16vaesponcleme = internal (excluding CAO Reports - see above) 2 2 Various GC34090(d) Departmental Policies/Procedures SI 5 S +5 Various GC34090(d) - infoalticm 21 2 Various GC34090(d) i I -- 103 FORMS MANAGEMENT i Blank Forms S1 Various Retain while current - destruction 1 notice not required 1 gORECORDS MANAGEMENT In -House Committees CU 5 CU +5 Various GC34090(d) May be kept for research /historic -gu rposes Staff Meeting Notes 2 Ip 2 Various GC34040(d) � 102 OFFICE FiEFEH:ENG-E j Annual Departmental Reports f 2 31 51 ; Various GC34090(d) Chronological Files 2 1 21 Various GC34090(d) Community Organizations 2 2 3 51 21 Various Various GC34090(d) GC34090(d) �wl Complaints General Information 2 21 Various GC34090(d Positive Feedback (How are we doing? forms) 2 21 Various !GC34090(d) Professional Associations 21 21 Various GC34090(d) Publications Ooumals, periodicals) D/R D /R Various Not a public record i I -- 103 FORMS MANAGEMENT i Blank Forms S1 Various Retain while current - destruction 1 notice not required 1 gORECORDS MANAGEMENT CU= Current CL= Ciosed/Completed P= Permanent D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Suoerceded I/M = Imaae /Microfilm /Fiche r ��II11I1f111��IIIu��sl��l Clt/ of san tuts oBlspo MEMORANDUM November 19, 2008 TO: Bill Statler, Finance & IT Director Jonathan Lowell, City Attorney FROM: Sallie McAndrew, Accounting Supervisor SUBJECT: Request for Records Destruction On April 24, 2001 the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records were identified as eligible for destruction. A listing of those records is attached. Fifty -five boxes of records exceeding the retention requirements have been prepared for destruction. These boxes are managed by The Docu Team. Please sign below indicating your approval for the destruction of the attached listing of records. t 1 Statler, Finance & IT Director nat Dwell, City Attorney CERTIFICATE OF DESTRUCTION I, David Sylvester, of TheDocuTeam storage facility, do hereby certify that the records listed on the attached were properly disposed of on ll u 2we (Date) /Agz Da id Sy vest r, eneral Manager The DocuTeam 3775 So. Higuera, SLO RECEI V Original: City Clerk MAR 0 2 2009 Copy: Finance & IT Department SLO CITY CLERK G:\Administration\Records Retention\Destruction Memo - Certificate Docuteam 111908. doe May. 19 2008 11:12AM 5/19/2008 11:06 AM �, u leam Document Storage, Retrieval & Management Professionals 140 Mind Lane, San Luis Obispo, Ca 93401 Phone: 805,544.0440 Fax: 80 ,544.0858 www.thedocuteam,com City of SLO- Flnonce 990 Palm St. San Luis Obispo, Ca 93401 CONTACT: Sallie McAndrew /Debbie Malicoat PHONE: 781 - 7126/781 -7128 Location Building: I Floor! 1 1 -1 -0 1- 004 -7 -1 1- 1- O1- 0o5 -1 -2 s - 1 -01- 005 -1 -5 1 -1 -01- 006 -2 -2 1 -1 -01- 006 -2 -3 1 -1 -01- 007 -1 -1 1 -1 -01- 008 -8 -2 1 -1 -01- 011 -8 -6 1 -1 -02- 005 -2 -3 1 -1 -02- 005 -2 -4 1 -1 -02- 005 -2 -5 1 -1 -02- 005 -2 -6 1- 1 -03 -0 l 1 -2 -5 1 -1 -03- 011 -2 -6 1- 1 -03 -01 1 -5�3 1- 1 -03 -01 1 -5 -4 1-1-03-011-5-5 1 -1 -03- 011 -5 -6 1-1-03-011-5-7 1 -1 -03- 011 -5 -8 1 -1 -04- 008 -1 -6 1 -1 -04- 010 -1 -1 1-1-04-011-4-5 1 -1 -05- 009 -1 -1 1 -1 -06- 011 -1 -6 1 -1 -08- 011 -1 -8 1-1-09-011-3-1 1-1-09-011-3-2 1-1-09-011-3-3 1- 1- 09- 011 -3 -8 1-1-11-005-2-5 1-1-11-007-2-3 1-1-11-007-2-5 Container 075083 075087 075084 075069 075076 075075 075082 075077 075072 075081 075086 075089 075070 075088 075074 075091 075451 075450 075226 075228 075235 075236 075237 075232 075234 075230 075233 075227 075231 075239 075238 075240 075078 075080 075092 071118 075079 076070 071128 076678 076676 076675 076677 071131 035157 035203 DESTROY PREWORKORDER No. (561 c P. 1/2 J No. 00069771 5/19/2008 10:06 AM Acct: 0066 Acct PO #: 53157 Service Date: Auth: Route: Alternate Code Requestor \Cost Center SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ SALLIE\ Page 1 May. 19. 21008 11:12AM No 9456 1'. 2/2 uocuTeam 1 Document Storage. Retrieval & Management Professionals 140 Hind Lane, San Luis Obispo, Ca 93401 Phone: 805.544,0440 Ear, 805.544.0858 www.thedotuteam,com 5/19/2008 11:06 AM DESTROY PREWORKORDER PQge 2 City of SLO- Finance No. 00069771 5/19/2008 10:06 AM 990 Palm St, Acct: 0066 San Luis Obispo, Ca 93401 Acct POO: 53157 CONTACT: Sallie McAndrew /Debbie Malicoat Service Date: PHONE: 781 - 7126/781 -7128 Auth: Route: Location Container Alternate Code Requestor \Cost Center 1 -1 -12- 004 -4 -8 066415 SALLIE\ 1 -1 -14- 007 -9 -2 066422 SALLIE\ 1 -1 -14- 007 -3 -5 066411 SALLIE\ i -1 -14- 007 -3 -6 066421 SALLIE\ 1 -1 -14- 009 -3 -3 066460 5ALLIE\ 066461 SALLIE\ 1 -1 -14- 009 -3 -8 066472 Building: 2 2 -1 -03- 003 -4 -4 075090 SALLIE\ 2- 1- 07- 002 -1 -6 076680 SALLIE\ WORKORDER SUMMARY Total Destroy Items Containers: 55 Filefolders: 0 Tapes: 0 The DocuTeam L- i I I City of SLO- Finance IETENTION/DISPOSITION SCHEDULE Page 4 11,-A W CU= Current CL--Closed/Completed P= Permanent Wridefinite D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superseded RECORD TITLE RETENTION PERIODS VM VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECORD REMARKS Advisory Body Training 2 31 5 Clerk GC34090(d) Annual Advisory Body Recognition 21 31 51 Clerk GC34090(d) General Information 2 2 Clerk GC34090(d) Miscellaneous/Ad Hoc Advisory Bodies CU 5 CU +5 Clerk GC34090(d) Quarterly Advisory Body Meeting 2 - 2 Clerk GC34090(d) ssrr1�� - •fARi, 401 FlNANCIALA[�lOr,r�t%r�ii `rt'il� e.w , >, r ?f.,+,`i i 7 ° +.` •: . .. .. M. _ .. �fk:'r/i'1'tLdlti'!nc! ACCOiJNTS.PAYABLE Accounts Payable Reports . ; : I 60d ... - rt(w ,.f1��54. ilLYw.iC'T _ 51"' _ -t- ll.�i44' 'AU +5 - r !'1'YSI!!S'AS ' - I; -•n J i L _ s I Finance _ , - �rr;r. -: .. err 5rnr.. IK Yi tN i.. �t•K IGC34090 Accounts Payable supporting Dots (voucher, invoice, PO) 2 3 AU +3 Finance GC34090 Bank Statements 2 3 AU +3 Finance GC34090 Tax Reports (1099 Tax Info /Retums) 1 10 AU +10 Finance 41 CFR50- 201.501 ..- !±(?2 •-.• _...lG vSt;; .ii`'Gt ro ...: ..rte,• ACCOiINTS'AECIV► <'k, r.:t« ?� ..:1.,.+'_. Assessment Pay -offs ,f>.., ., 1 d 1,' 3 k" ti•.:}��' AU+3 - x L .. . .,•..S "er N Y'�jj,�� r_.Su,xf�air11': Finance ]GC34090(c) .. "n,�.. .:,Teti :tE - ±p �+,+f�i."��4k. Business Tax Customer Files 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 Finance GC34090(c) Revenue Backup 1 3 AU +3 Finance GC34090(c) / SLOMC3.16.190 / ISLOMC3.04.110 Transient Occupancy Tax 1 3 AU +3 I Finance IGC34090(c) GC34090(c) / CCP337 403 MISCI= LiANEOUS'' Checks, Canceled 11 51 AU+51 i I Finance General Correspondence 1 31 AU+31 I Finance GC34090(d) 406 Tr i sarn v nxv . xti}r '� $i PAYROLL .. .Payroll Charges 1 - 3 AU +3 .. . • , Finance GC34090(c) . _. � - s / 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 Cornmuni Development Block Grants (CDBG) Federal Grants, including FEMA / other emergency T CL +5 4 5 T+4 CL +5 k Piannin Various rn :I =aa4'4f? 24CFR570.502 GC34090 Applicants, reports, contracts, supmrtinq documents Grants -in -aid CL +5 5 CL +5 Various GC34090 Applicants, reports, contracts, su000rtina documents 11,-A W CU= Current CL--Closed/Completed P= Permanent Wridefinite D /R= Destroy when no longer relevant A/E =After expiration T- Termination AU =Audit S= Superseded Memorandum "Service, Pride, Integrity" Date: December 31, 2008 To: Chief Deborah Linden Jonathan Lowell, City Attorney From: Sharon Olson, Administrative Assistant SUBJECT: REQUEST FOR RECORDS DESTRUCTION city of san Luis oimspo Police Department 1042 Walnut SLO, CA 93401 (805) 781 -7317 On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling and /or deleting from our Records Management computer system and our Laser Fiche document imaging system. No records will be destroyed prior to the approved retention period. We will begin destroying records upon receiving your written authorization below. The records to be destroyed include: Document and Range of Dates: Accident Review Board Memos through 2003 Administrative Investigations through 2003 Background Investigations - retired, resigned, terminated thru 2003 Background Investigations- not hired through 2006 Business Permit Files - massage, taxi, solicitors through 2006 Citizens' Complaints through 2003 Complaints — Informal through 2003 Concealed Weapons Permit Records through 2006 Employee Training Records through 2003 Juvenile Detention documentation through 2006 Staff meeting notes through 2006 Use of Force reports through 2004 Retention Schedule +5 years closed +5 years +5 years +2 years +2 years closed +5 years +5 years expired +2 years terminated +5 years +2 years +2 years +4 years Please sign below indicating your approval for the destruction of the attached listing of records. r A I 1k 1 C uef Deborah Louden _ - - CERTIFICATE an Lowell, City Attorney DESTRUCTION fi I, Sharon Olson, do hereby certify that the records listed on the attached were properly disposed of on C l/ l'4 / D °L (date). Attachment: Relevant sections--of the recor, is,,,f-ete tipn schedule FCC GUFFIL �