Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Certificates of Destruction
El^ M o„ Memorandum "Service, Pride, Integrity" December 31, 2007 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Sharon Olson, Administrative Assistant Subject: REQUEST FOR RECORDS DESTRUCTION city of san Luis omspo 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 according with that policy and schedule, certain records have been identified as eligible for destruction. The method of destruction will be by shredding and recycling. 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: Accident Review Board Memos Administrative Investigations 2002 Background Investigations — Retired, Resigned or Terminated 2002 Background Investigations — Not Hired 2005 CAO Reports 2002-2005 Citizens' Complaints 2001-2002 Claims Against the City 1997-2002 Complaints — Informal 1997 Correspondence — Internal & External 2002 NTF Monthly Progress Reports 2002 Payroll & Overtime Slips 2002 Retention Schedule: +5 years Closed +5 years +5 years +2 years Clerk is Office of Record Closed +5 years Clerk is Office of Record +5 years +5 years +5 years +5 years Please sign below indicating your approval for the destruction of the above listed records. Ile Drab E. Linden J onathanell Chief of Police CERTIFICATE OF DESTRUCTION 7 I cert' that the records listed above were properly disposed of on o0 If w ,J Memorandum "Service, Pride, Integrity" December 17, 2007 .sA4. " 04" Police Department 1042 Walnut SLO, CA 93401 (805)781-7317 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 according with that policy and schedule, certain records have been identified as eligible for destruction. The records in question are from the City Clerk's office as they were obtained from Sandercock Storage facility and they originally belonged with the Police Department. Notices went out and any reports requested to be retained have been, all items listed below have either been updated and replaced with more current agreements or deemed no longer needed. The method of destruction will be by shredding and recycling. We will begin destroying the records upon receiving your written authorization below. The records to be destroyed include: Council Agenda Report dated 9-21-93 Subject: Zero Tolerance for Gang Activity Council Agenda Report dated 6-24-1991 Subject: Replacement of Police Patrol Vehicles — Agreement #A -94 -91 -CA included Council Agenda Report dated 7-7-92 Subject- Replacement of HVAC system at Police Station — Agreement #A -60 -92 -CC included Agreement #A -63 -93 -CA — For Student Neighborhood Assistance Program Agenda Report dated 9-1-81 Subject: Inter -Agency Agreement for Countywide Enforcement of Drug Laws Mutual Aid Escape Pursuit Plan and Agreement — Approved 2-5-85 /Records marked for destruction are attached. Deborah E. Linden ? Jon an Lowen Chief of Police ``City Attorney CERTIFICATION OF DESTRUCTION certify that the records listed above were properly disposed of on 0,; F V� KeVi Ko enblum Communications & Records Manager CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE _ RETENTION PERIODS _ _UM_ (in years unless otherwise noted) — - 9 AGT IE ` 3tyAGfIV '99' `'t5T. Aw" COPIES or DUPLICATES of documents for which a department Is not D/RI D/R the office of record E 100 GENERAL ADMINISTRATION 101 OFFICE•GENERAL MANAGEMENT' CAO Re orfs 2 3 ti CODE SECTION 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. Electronic copies of paper records should be kept no longer than retention period specified in this schedule. If electronic documents are also in a paper format both must be destroyed at the same time. City Informational Brochures, Publications, Newsletters S P P Various GC34090(d) Keep one for historical purposes City-wide Policies and Prtacedures S P P Various GC34090(d) Keep one for historical purposes Correspondence - External 2 2 Various GC34090(d) Correspondence - Internal (excluding CAO Reports - see above) 2 2 Various GC34090(d) Departmental Polfcies/Procedures S 5 S+5 Various GC34090(d.) General Information 2 2 Various GC34090(d) In -(douse Committees CU 5 CU+5 Various GC34090(d) May be kept for research/historic purposes Staff Meeting Notes 2 2 Various GC34040(d) 102.OFFICE:REF I FHNC > .r•' i Annual De artmental Reports 2 3 5 Various 6C34090(d) Chronological Files 2 2 Various GC34090(d) Community Organizations 2 3 5 Various GC34090(d) Complaints 2 2 Various GC34090(d General Information 2' _ 2 Various GC34090(d) Positive Feedback How are we doing? forms 2 2: Various GC34090(d Professional Associations 21 12 Various GC34090(d) Pubfications 'ournals, erfodioaPs D/R D/R Various Not a public record 10'3 FpF#MS'My NAGEMENT Blank Forms S S Various Retain while current -destruction notice not required 1 CCORDS 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/Microfilm/Fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE I RFTFNTION PFRInnS I I/M I VITAt I nFFICF nF I CnnF R1=07TIM General Information (In years unless otherwise noted) LRECORD 2 2r-- Utilities REMARKS GC34090(d) Recycling 2 31 51 Utilities GC34090 d _ Trash Service CU 51 CU+51 Utilities_ Gr -34090(d) E 1300 POLICE POLICE ADMINISTFIATION Accident Review Board Re lis 5 1 5 Police !� GC34090(d Administrative / Internal Investigations CL + 2 3 CL + 5` Police GC34090(d) ` Retain longer when requested by the Chief of Police Back round Investigations - Hired T 5 T+5 Police Back round Investigations - Non Hired CL 2 CL + 2 Police GC34090(d Business Permit Files - Massage, Taxi, Solicitors CLJ 2 CU + 2 Police GC34090(d) / SLOMC Title_ 5 Citizen Complaints CL +2 3 CL+5 Police GC34090(d Concealed Weapon Permit Records CU A/E + 2 A/E + 2 Police GC34090(d Employee Trainln2 Records T 5 _ T +5 Police GC34090(c) Juvenile Detention Logs/Surveys/Monthly Reports CU 2 CU+2 Police GC34090(d) Special Orders Manuals 5 P P yes Police GC34090(d) Staff Meeting Notes 2 2 Police IGC34090 Use of Force Supervisory Review Reports 4 4 Police GC34090(d POLICE:.Z C7jv.- ON10.# ONS Tapes - Audio, Telephone and Radio Communications 180 days 18 months 21 1 1 Police JGC34090.6 06610E•EVI0ENG - In -Car Recorded Data 4 4 Police JGC 34090.6 Crime Reports - Crimes Against Property CL +�51 1 CL + 51 Police GC34090 c Daily Log Incident Reports - Except_ Death and Missing Persons 2 2 2 2 Police Police GC34090(d GC34090(d) Statistical UCR Reports inj 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 Traffic Prope Damage Only 31 3 P P I yes 31 Police Police GC34090 c GC34090.7 1500 FIRE ApparatusNehicle Arson Investigations - Evidence T+1 P 1 T+2 P Fire Fire GC34090 / BCCR3203 Repair and Maintenance - Department Mechanic PC799 Support prosecution resulting in homicide Arson Investigations - Evidence CL fit CL+6 Fire PC800 Great bodily harm, inhabited structure or property B/C & Staff Los CU 4 5 Fire GC34090 d E 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: December 12, 2007 TO: John Moss 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 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. Moss/Utilities Director Z ?anowell/City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on Records to be Destroyed December 12, 2007 Location Description Date 1 879 Morro John Moss-Misc. Correspondence 1995-2004 1 879 Morro WRF Misc. Correspondence 1991-1994 2 879 Morro WRF Alarm System Proposals 1987 2 879 Morro Proposals for Wastewater Management Plan 1986 3 1 879 Morro I Pretreatment Closed Permits 1 1982-2002 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 TITLE RETENTION PERIODS I/M VITAL OFFICE OF CODE SECTION years unless otherwise noted) <-' ACT IVE-i .INACTIVE' 'P�'!'AL[ --. DfR D/R RECORD REMARKS -(in -RECORD _ _ _ _ COPIES or DUPLICATES of documents for which a department is not Duplicates and copies distributed to the office of record various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. ELECTRONIC DOCUMENTS Electronic copies of paper records should be kept no longer than 1 retention period specified in this schedule. If electronic documents are also in a paper format both must be destroyed at the same time. GENERAL ADMINISTRATION 100 101 OFFICE GENERAL MANAGEMENT' CAO Reports 21 3 5 Various GC34090(d) City Informational Brochures, Publications, Newsletters S P P Various GC34090(d) Keep one for historical _purposes City-wide Policies and Procedures S P P Various GC34090(d) Keep one for historical urposes External 2 2 _ Various Various GC34090(q) _Correspondence _ _ Correspondence - Internal (excluding CAO Reports --see above) 2 2 GC34090(cI) Departmental Policies/Procedures S 5 S+5 Various OC34t190 d _ General Information In -House Committees 2 2 Various GC34090(d) CU 5 CU+5 Various GC34090(d) May be kept for Staff Meeting Notes research/historic purposes 2 2 Various GC34040(d) 102.OFFICE:REFEFi.ENCE. Annual De artmnlal FI orts 2 31 5 Various GC34090(d) _ Chronolo ical Files 2 2 Various GC34090(d) Community Organizations 2 3 5 Various GC34090(d) Com laints 2 2 Various GC34090(d) General Information 2 2 Various GC34090(d Positive Feedback (How are we doing? forms) 2 2 Various GC34090(d) Professional Associations 2 2 Various GC34090(d) _ Publications (journals,_periodicals) D/R D/R Various Not a public record 103.FORMS MANAGEMENT Blank Forms 3 5 Various Retain while current - destruction notice not required 1 ECORDS,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/Microfilm/Fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE _ RECORD TITLE _ _ RETENTION PERIODS I/M VITAL _ (in years unless otherwise noted) _ ACTIVE 11NACTtVt- :TGTAL ' Service Requests -__ ~� 1 31 AU+31 Utility Billing Re ister _ _ �f 1 3 AU+3'I 412 FINANCIAL REPORTS ! Audited Financial Statements 101 P P OFFICE OF RECORD Finance & IT Finance & IT Finance & IT CODE SECTION REMARKS — - - GC34090(c) 2234090 c) GC34090(c) Bonds Payable and Other Long -Term Indebtedness T+3 T+3• Finance & IT GC34090(c) / CCP337.5 / GC53921 Budget Document (Financial Plan) P P Finance & IT GC34090(c) Fixed Asset Subsidfa Ledger includes inventory) 1 4 AU+4 Finance & IT GC34090(c) / 26CFR301-65-1 f) Monthly Financial Statements Audit year 5 AU+5 Finance & IT GC34090(c) Other Financial Reports 1 3 AU+3 Finance & IT G034090(c) State Controller Reports 5 5 AU+10 Finance & IT GC34090(c) Surplus Property List 1 3 AU+3 Finance & IT GC34090(c) 5.00 HUMAKRIPSOURCES Applications (unsuccessful applicants) CL+1 4 CL+5 HR 29 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 HR GC12946 Discrimination Complaint T+1 4 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 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization Service T T' HR GC34090(c) _ Equal Employment Opportunity Re orts T 3 3 HR HR GC34090(c) GC34090(d) General Correspondence 2 2 Insurance/Benefits 1 3 ALI+31 HR 29CFR1627.3(b)(2 Labor Negotiations T+1 2 T+3 HR GC34090(c) Risk Management Claims A ainst The City CL+1 4 CL+5 HR GC34090 _ J Risk Maragement Reports CL 51, CL+5 HR GC34090 Safety T 3 3 HR GC34090 c Temporary Employees T 5 T+5 HR ' 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement 1 2 AU+3 HR GC34090 c _ Wellness Files T T; HR GC34090(d) Workers Compensation T+11 29 T+301 I yes HR 129CFR1910,20 600 PURCHASING & CONTRACTING 601 PURCHASING Bids, RFPs (unsuccessful) Gly 2 CU+2 I Various GC34090 / CCP337 / SLOMC3.24.170 Bids, RFPs, Rr-Os (successful) I AU P 5 AU+5 _ Various GC34090 / CCP3371 SLOMC3.24.170 City -Owned Property/Property Property/PropertyManagement P yes Clerk GC34090(a) General Information 2 2 Various Sur tus Pr a Auction/D s [►sal AU 4 AU+4 Finance CCP337 Surplus Property Listing ALIJ 21 AU+2 Finance GC34090 N 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 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 i RECORD TITLE j RETENTION PERIODS IN VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECORD REMARKS ACTIVE,'.'_ INXCTIVE T&AL4.., Public Facilities (Including pools and parks): Capital mprovements and 5 5 10 yes Public Works GC34090(a) Construction Public Facilities (Including pools and parks): Maintenance and 5 5 10 yes Public Works GC34090(a) ~ Operations _ _ !Scholarships CU 3 CU P&R GC34090(d Special Event Permits Sports Waivers _ 2 CU+1 5 P&R GC34090(d) 2 3 P&R GC34090 d Triathlon Waivers CU+1 4 5 P&R GC34090(d I 1200 UTILmESIPUBLIC SERVICES.:.: . 1201 FRANCHISES.; Cable TV Systems _ _ CU P1 P I 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.) CU P P Admin GC34090(d) _ Tosco and Union Oil Co. CU P P Attorney GC34090(d 1202 WATER:SYSTEM CA Dept. of Health 5 5 101 1 Utilities 40CFR Conservation P P Utilities GC34090(a) County Water Resources Advisory Board _ 3 12 15 Utilities GC34090(d)T Distribution/Maintenance/Customer 2 2 4 Utilities GC34090(d)_ General Information 2 2 Utilities GC34090(d) Nacimiento 3 P P Utilities Ongoinq project Operational Plans P P _ yes Utilities _ GC34090(d) Recycling_2 21 4 1 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 Telemetj P 3 6 Utilities Licenses Treatment P P' Utilities GC34090(e) Water Mana ement Plan CU+2 CU+2 Utilities 40CFR Wells/Groundwater P P Utilities GC34090(a) __ Whale Rock/Minutes P P Utilities GC34090(e) 1203 WASTEWATER Annual Reports CU+2 CU+2 Utilities GC34090(c Com liance Library Documents _i Pi P yes Utilities GC34090 Historical Monthly Reports 'Pretreatment P 5 P 5 Utilities Utilities 6C34090(c) Historical puTose 40CFR Quarterly Reports p CU+2 CU+2 Utilities _ GC34090(c) Compliance Reclamation P P yes Utilities _ 40CFR SWRCB--Water Ri hts/Permits P P yes Utilities 40CFR Treatment _ P P yes Utilities GC34090 Wastewater Collection _ E2 --— 2 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/Microfilm/Fiche m m otiAn Oum city of san Luis owspo, packs an6 uecizeation aepaittment November 16, 2007 TO: Betsy Kiser, Director of Parks and Recreation Jonathan Lowell, City Attorney FROM: Marti Reynolds, Records Coordinator SUBJECT: Request for Records Destruction On ApJr 124, 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 21 boxes of records that exceed the retention requirements and are therefore being prepared for destruction. 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. Bets ser, Pt:)Ind Recreation C�jo an 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 IRON I'lir UN T &T N SF4l Ery! hiiA Fi7Yhl ii_ii?j' 47 iiy.jiiji Zvi I Q IO_JF T U. r r. 7 Vi T T FF cT v I c R T1 i., i v r i Ll D L, H A PR 0 W, L: ji Ll li F . . . . . . . . . . iClC —T F ij;ii✓`iri T' C I T C._ N, j p U 7 0,9 T P C, X 0 T f, iiK I R r 4 C. 1. T G Fil D F, P ' j'UT T V n 'rv71 TnV[P "REDONDO i Recti llveil: 153 51 v v F�� I., r U L. i a.t.pr f:. r v 41 G F. iiVil linT i11YP c F. v P 10, Liiii P f j.l1°iV, o' P v, F 5 T,j T 1 4 i - a 8: * i t * * * * * , " * * * , * * ± t * t -,Ar - -, N G q 1, T -, 1) F r '. T T Li L L - - I I VC'T n L L, v - - - `[7_--1 --- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - T. 1 T L M, V U.. 1,, ii 0, o ! ! )i L, v LI - - - I i I A ILI 1_1 v 0 11 E 1 11 A a v K A � 111 V d D I f 0 W -IL I i h u nr, F. a s x T a 4:2 eX—, vii v 12 a in - a 1 ror 9 t. be rGre,58eO ii "I QF Tr ania i tirile - 4 instrupierits u .3 t C. ; r T , sg 1, u r D e c4anature T 'V. PACKTN.G. f, R T T. U. R I . C! i. T P Box # File Name 1-A Children Svc billing/Contract Classes/Facilities Rev 02 1-B Children Svc billing/Contract Classes/Facilities Rev 02 1-C Children Svc billing/Contract Classes/Facilities Rev 02 2-A Children Svc billing/Contract Classes/Facilities Rev 02 2-B Children Svc billing/Contract Classes/Facilities Rev 02 6-C Children Svc billing/Contract Classes/Facilities Rev 02 7-A Children Svc billing/Contract Classes/Facilities Rev 02 7-13 Children Svc billing/Contract Classes/Facilities Rev 02 9-C Children Svc billing/Contract Classes/Facilities Rev 02 9-D Children Svc billing/Contract Classes/Facilities Rev 02 10-3 Children Services billing etc. 2002-03 Top 1 Children Svc billing/Contract Classes/Facilities Rev 02-03 Top 2 Children Svc billing/Contract Classes/Facilities Rev 02-03 4-D Triathlon Waivers & Files 2001 5-B Sports Waivers - Softball Files 2001 5-C Sports Waivers - Softball Files 2001 8-A Sports Waivers- Adult softball score logs 2001-02 10-A Contract Instruction Contracts 2002 Floor — X Contract Classes - Teen Hang Out Waivers 1999-2002 10-B Facility Use Permits 2001 Top - X Special Event Applications 1997 Memorandum r "Service, Pride, Integrity" October 31, 2007 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Sharon Olson, Administrative Assistant Subject: REQUEST FOR RECORDS DESTRUCTION city of san Us omspo 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 according with that policy and schedule, certain records have been identified as eligible for destruction. The method of destruction will be by shredding and recycling. 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: Item: Dates: Retention Schedule: Daily Logs 02/29/04 — 08/31/05 Two active years 911 Logs 01/01/04 — 04/02/05 Two active years Please sign below indicating your approval for the destruction of the above listed records. ptain Ian arkinson, Acting Chief Jonat Lowell For: Deborah E. Linden Attorney Chief of Police CERTIFICATE OF DESTRUCTION I certify that the records listed above were properly disposed of on I Sharon Olson Administrative Assistant CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS VM VITAL OFFICE OF CODE SECTION General Information (In years unless otherwise noted) +ACTG111 ^a#I A jIWI '. 7oT-A ,; 2 2 RECORD Utilities REMARKS GC34090(d) Recycling 2 3 51 Utilities GC34090 d) Trash Service CU 5 CU+5! Utilities GC34090(d) 1300 POLICE POLICE ADMINISTAATI0N Accident Review Board Reports 5 5'1 Police GC34090(d) Administrative / Internal Investigations CL + 2 3 CL + 5' Police GC34090(d) " Retain longer when requested by the Chief of Police Background Investi tions - Hired T 5 T + 51 Police Background Investi tions - Non Hired CL 2 CL + 2 Police GC34090(d Business Permit Files - Massage, Taxi, Solicitors Cu 2 CU + 2 Police GC34090(d) / SLOMC Title 5 Citizen Com faints CL+2 3 _ CL+5 Police GC34090(d) Concealed Weapon Permit Records Cu A/E + 2 A/E + 2 Police GC34090(d) Employee Training Records T 5 T+5 Police GC34090(c .Juvenile Detention LogWSurveystMonthly Reports CU 2 CU+2 Police GC3409o(d) Special Orders Manuals 5 P P yes Police GC34090(d) Staff Meat+n Notes 21 2 Police IGC34090 Use of Force Supervisory Review Reports 4 4 Police GC34090(d ROLICfi (-�C31)AfVIUNICATi.ONS' Tapes Audio Telephone and Radio Communications { 180 days[ 18 months _ 21 Police JGC34090.6 RQLtCEUIS]fi[f; In -Car Recorded Data Police GC 34090.6 !s'C74fC�Fi1"GC7k1C}$ .��:. �. �,<x.: ' Crime Reports - Crimes A ainst Pro ert .. ,. •.tif _ CL + 51 -. . • CL- 5 police ' .. . GC34'090 c Dai$y Log Incident Reports - Except Death and Missing Persons 2 21 2 2 Police Police GC34090(d GC34090(d) Statistical UCR Reports 101 10 Police GC34090(d Sub' eonaL 2 Police GC34090(d Traffic Accident Reports 3 3 11 Police GC34090(d) Traffic Citations 2 2 Police GC34090(d)� Traffic Fatalities 3 P P yes Police GC34090(c) Traffic Property Damage Only 3 3 Police GC34090.7 1500sFIRE ApparatusNehicle Arson Investigations - Evidence T+1 P 1 T+2 P Fire Fire GC34090 / BCCR3203 Repair and Maintenance - Department Mechanic PC799 Support prosecution resulting in homicide Arson Investigations - Evidence CL 11 6CL+6 Fire PC800 Great bodily harm, inhabited structure or property BIC & Staff Logs 1CU 4 51 Fire 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 I/M = Image/Microfilm/Fiche MEMORANDUM November 8, 2007 TO: Bill Statler, Finance & IT Director Jonathan Lowell, City Attorney FROM: Debbie Malicoat, Finance 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 related to paid State Mandated Cost Reimbursements (SB90) were identified as eligible for destruction. A listing of those records is attached. Please sign below indicating your approval for the destruction of the attached listing of records. i Statle KFinance & IT Director L!?nan Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Debbie Malicoat� o h reb certify that the records listed on the attached were properly disposed of on (Date) Original: City Clerk Copy: Finance & IT Department G:\Records Retention\Destruction Memo-CertificateDM.doc State Mandated Reimbursement Claims (SB90) Investment Reports: 00-01 through 95-96 89-90 through 85-86 Firefighter Safety Clothing/Equipment: 86-87 through 97-98 Domestic Violence Arrest Policies and Standards: 00-01 through 95-96 92-93 through 90-91 Personal Safety Alarm Devices: 98-97 through 89-90 Open Meetings Act: 88-89 through 86-87 91-92 through 96-97 Mandate Reimbursement Process: 98-99 through 89-90 CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE RECORD TITLE Quarterly Advisory Body Chair Meetings with Mayor _ 400 FINANCIAL. AND FISCAL 401 ACCOUNTS PAYABLE Accounts Payable Reports RETENTION PERIODS I/M (in years unless otherwise noted) I ACTIVE„ INACTIVE TOTAL 2'_ 2 �_ 90 da s 51 AU+51 VITAL OFFICE OF CODE SECTION RECORD _ REMARKS GC34090(d) Clerk Finance & IT GC34090 Accounts Payable Supporting Docs (voucher, invoice, PO) 2 3 AU+3 Finance & IT G64090 Bank Statements 2 3 AU+3 Finance & IT GC34090 Tax Reports 1099 Tax Info/Returns 1 10 AU+10 Finance & IT 41 CFR50-201.501 402 ACCOUNTS RECEIVABLE Assessment Pa -offs 1 3 AU+3 Finance & IT GC34090(c) Business Tax Customer Files 1 AU+3 Finance & IT GC34090 c / SLOMC3.01.501 B Cash Receipts 1 3• AU+3 Finance & IT _ GC34090(c) Credit Bureau LM ustments 1 3 AU+3 Finance & IT GC34090(c Invoices 1 3 AU+3 Finance & IT GC34090(c) Journal Entries 1 3 AU+3 Finance & IT Finance & IT GC34090(c) GC34090 c Refunds 1 _ 3 AU+3 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) 403 MISCELLANEOUS Bud et Amendment Request (BAR) 11 3' AU+31 I I Finance & IT GC34090(d) _ Checks, Canceled 1 5 AU+5 Finance & IT GC34090(c)/ CCP337 General Correse2ndence 1 3 AU+3 Finance & IT GC34090(d) 406 PAY.,RPLL Payroll Charges 1 3 AU+3 Finance & IT G034090(e) / CF_R5_16.2 u _ Payroll Reports 90 da s 10 AU+10 Finance & IT GC34090(c) Tax Reports 1 10 AU+10 Finance & IT GC34090(c) 1 CFR516.2 Time Sheets 406 GRANTS Community Deve§op_ment Block _Grants(I:DBG) Federal Grants, including FEMA I Other Emergencies (Applicants, n r o §n documents reports, ev t acts, supe rty _ 1 T CL+S 3 4 5 AU+3 T+4 CL+5 Finance & IT Planning Various GC34090(c) CFR516.2 24CFR570.502 GC34090 Grants-in-aid (Applicants, reports, contracts, supporting documents) CL+5 5 CL+5 Various GC34090 State Grants (Applicants, reports, contracts, supporting documents) 411 ;U71L1 fY BILLING ` F Credit Bureau Assignments CL+5 1 5 3 CL+5 AU+3 Various Finance & ITGC34090(c) GC34090 Meter Reads 1 3 AU+3 Finance & IT GC34090(c) Payment Stubs & Tapes 1 AU+1- Finance & IT GC34090(d) Purge Tapes Refunds 1 1 3 3 AU+3 AU+3 Finance & IT Finance & IT GC34090(c) GC34090(c) 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 Type of File Date Purge after Drawer # Allen, Lis Background - Not Hired 10/07/04 2006 4 Budrow, Paul Background - Not Hired 03/29/04 2006 4 Bresnahan, Daniel J. Background - Hired 02/28/01 2006 4 Calderon, Nick Background 03/29/04 2006 4 Carrasco, Robert Background - Hired 07/05/01 2006 4 Chelquist, Clifford Background - Hired 07/07/01 2006 4 Chong, Rudolfo Background - Hired 09/19/01 2006 4 Cook, Michael Background - Hired 06/15/01 2006 4 Craig, Nicole Background - Hired 04/25/01 2006 4 Cunningham, Chris Background - Not Hired 05/26/04 2006 4 Johns, Stacy Background - Hired 05/31/01 2006 4 Johnson, Elaine "Suzy" Background - Hired 07/18/01 2006 4 Kessler, Jeff Background - Not Hired 06/02/04 2006 4 Kohlen, Corinne Background - Hired 09/06/01 2006 4 Meixner, Lenka Background - Hired 09/14/01 2006 4 Ortega, David J. Background - Hired 03/23/01 2006 4 Raetz, Bill Background - Not Hired 05/26/04 2006 4 Sterbonic, John Background - Hired 10/15/01 2006 4 Tougeron, Christopher Background - Hired 12/06/01 2006 4 Tushbant, Jerome S. Background - Hired 04/06/01 2006 4 Wade, Julie Background - Hired 03/18/01 2006 4 Barger, Aaron - claim Claim 10/21/96 2006 4 Bergeron, Shawnna - Claim Claim 09/24/96 2006 4 Johnson, Henry - Claim Claim 10/16/96 2006 4 Al 00-001 C (Cramer) Administrative Inquiry 04/24/00 2006 4 Al 00-002 H (Hedges) Administrative Inquiry 05/16/00 2006 4 At 00-004 B (Brown Administrative Inquiry 06/07/00 2006 4 At 00-006 M (Miller) Administrative Inquiry 07/19/00 2006 4 At 00-007 DP (Dunn, Parkinson) Administrative Inquiry 11/13/00 2006 4 Al 01-001 O (Owen) Administrative Inquiry 03/14/01 2006 4 CC 94-140 (Lenthall, Vaicins) McCartin, Clanda 12/15/93 2no6 4 CC 95-148 (Strobridge) Rash, Brett 03/07/95 2006 4 CC 95-149 (Brown) Kidd, Thomas 04/12/95 2006 4 CC 95-152 (Proll) Marcotte, Scott 09/12/95 2006 4 CC 95-154 (Bent, Nemeth) Holguin, Patricia 11/07/95 2006 4 CC 95-156 (Hubbard) Hearne, Michael 12/05/95 2006 4 CC 96-159 (Albertson) Gonzales, Mauricio 02/29/06 2006 4 CC 96-160 (Brown) Weir, Kurt 06/11/96 2006 4 CC 96-162 (Dye, Strobridge) Weddle, Ronald 08/21/96 2006 4 CC 96-163 (Brady, M.) Burge, Jerry 09/04/96 2006 4 CC 97-165 (Parkinson) Pacheco, Gabriel 07/07/97 2006 4 CC 97-167 (Leong) Taylor, Sharon 08/28/97 2006 4 CC 97-168 (Strobridge) Scott, James 10/28/97 2006 4 CC 98-170 (Strobridge) Weir, Kurt 04/10/98 2006 4 CC 98-174 (Brown) Long, Raymond 11/17/98 2006 4 CC 99-176 (Brown) Holsapple, Bradley 03/29/99 2006 4 CC 99-178 (Brown) Floyd, Robin 07/14/99 2006 4 CC 00-181 (Proll, Parkinson, Berg) Lanning, Roark 6/7/2000 2005 CC 00-182 (Blackstone) Cotter, Marlene 6/7/2000 2005 4 Complaints '96 Complaint 12/31/96 2006 4 Complaint w/ Santa Cruz Officer Forbus, David 02/10/01 2006 4 Termination File Kolec, Cindi 09/03/04 2006 4 Schneider, Donal complaint Complaint 01/24/96 2006 4 CMC Agreement - replaced in 01 Agreements 12/06/01 2006 4 Grants - 2001 Agreements 11/06/01 2006 4 Audits 2001 Audits 12/31/01 2006 4 Barnett Cox & Associates 1998-2001 Billing & Schedules 12/31/01 2006 4 Comment Withdrew E1 Resigned E1 Retired E1 Retired E1 Resigned E1 Resigned E1 Resigned Withdrew E1 Resigned E1 Re -assigned withdrew E1 Resigned E1 Resigned E1 Resigned Withdrew E1 Resigned E1 Resigned E1 Resigned E1 Resigned L L L was not on list to be destroyed after 2005, so I put it on this list was not on list to be destroyed after 2005, so I put it on this list SUSTAINED - was misfiled, now found, can be destroyed was not on list to be destroyed after 2005, so I put it on this list was not on list to be destroyed after 2005, so I put it on this list SUSTAINED Went to I aw Suit - City Attorney is office of record Exhonerated & UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed Exhonerated & UNFOUNDED - was misfiled, now found, can be destroyed Exhonerated & UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed Exhonerated - was misfiled, now found, can be destroyed Exhonerated & UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed Exhonerated - was misfiled, now found, can be destroyed Exhonerated & SUSTAINED - was misfiled, now found, can be destroyed Exhonerated - was misfiled, now found, can be destroyed Exhonerated - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed UNFOUNDED - was misfiled, now found, can be destroyed This is a Santa Cruz I.A. Terminated, hold for one year from termination date, per H.R. L CM RECEIVED lvr of san Luis omspo JAN 2 U 2001 Police Department Memorandum 1042 Walnut SLO CITY CLERK SLO, CA 93401 (805) 781-7317 "Service, Pride, Integrity" December 1, 2006 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Sharon Olson, Administrative Assistant Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the city Council adopted a Records Retention Policy and Schedule. In according with that policy and schedule, certain records have been identified as eligible for destruction. The method of destruction will be by shredding and recycling. 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: Administrative Investigations 2000-2001 Citizens' Complaints 1994-2000 Background Investigations — Resigned or Terminated 2001 Background Investigations — Not Hired 2004 Claims Against the City 1996 Agreements & Grants 2001 Kolec Termination File Correspondence 2001 NTF Monthly Progress Reports 2001 News Releases 2001 Substitute Work Agreements 2001 Work Schedules 2001 CAO Reports 2001 Computer Generated Stats 2000 Grand Jury Report 2000-2001 Grand Jury Responses 1994-1998 Payroll & Overtime Slips 2001 Retention Schedule: Closed +5 years Closed +5 years +5 years +2 years Clerk is Office of Record Expired +5 years +1 year per H.R. +5 years +5 years +5 years +5 years +5 years Clerk is Office of Record +5 years Available on line +5 years +5 years Please sign below indicating your approval for the destruction of the above listed records. F� Deborrah i (i;tto Lowell Chief of Police rney CERTIFICATE OF DESTRUCTION I certify that the records listed above were properly disposed of on V ! U 1/16/2007 The DocuTeam CONTAINERS BY ACCOUNT, CODE Account: 0267 Name: City of SLO Human Resoures Status Container CategoryObject Alternate Date Range Code Code Code Code From To 100847 STD 2003-02 1/1/2001 12/31/2001 Description: Temp. Recruitments Box 2003-02 K Z In 100849 STD 2003-03 1/1/2001 12/31;2001 Description: Recruitments Box 2003-03 In 100853 STD 2003-08 7/1/2001 6/30/2002 Description: 2001/02 GRANTS IN AID In 100859 STD 1/1/2001 12/31i2001 Description: TERMINATED EMPLOYEES M Z In 100872 STD 2003-05 1/1/2001 12/31/2001 Description: Recruitments Box 2003-05 100876 STD 2003-06 1/1/2001 12/31i2001 Description: Recruitments Box 2003-06 100888 STD 1/1/2001 12/31 i2001 Description: TERMINATED EMPLOYEES 100889 STD 2003-04 '/1/2001 12/31/2001 Description: Recruitments Box 2003-04 100895 STD 1/1/2001 12/3112001 Description: RECREATION/TEMP EMPLOYEES 100897 STD 1/4/2001 12/3112001 Description: RECREATION/TEMP EMPLOYEES Account Summary Destroyed: 0 In: 10 Out: 0 Perm Out: 0 Pending: 0 Page 253 Sequence Range Item Destroy From To Status Date In 1/1/2007 In 1/1/2007 In 1/1/2007 K Z In 1/1/2007 In 1/1/2007 In 1/1/2007 A J In 1/1/2007 In 1/1/2007 A L In 1/1/2007 M Z In 1/1/2007 Total Containers: 10 Department of Human Resources Memorandum DATE: January 24, 2007 TO: Jonathan Lowell, City Attorney Monica Irons, Director of Human Resources FROM: Mary Kopecky, Human Resources Executive Assistant SUBJECT: Destruction of Records for the Human Resources Department Ten boxes of Human Resources records have exceeded the retention requirements as stated in the City of San Luis Obispo's Records Retention Schedule and Policy and are being prepared for destruction (see attached list). The destruction method will be via a recycling service. The Human Resources department plans to schedule their destruction by Doc U Team on January 29, 2007. Please sign below indicating your approval for the destruction of the attached listing of records. Director of Human Resources City Attorney CERTIFICATE OF DESTRUCTION I, Mary Kopecky, do hereby certify that the records listed on the attached sheet were properly disposed of on January 29, 2007 Mary Kopecky Human Resources Executive Assistant 990 Palm Street San Luis Obispo, CA 93401-3249 805/781-7250 FAX: 805/542-9867 E-mail: employment@ci.san-luis-obispo.caus Page I of 2 King, Pam From: Hooper, Audrey Sent: Monday, January 22, 2007 5:06 PM To: King, Pam; Lowell, Jonathan P Cc: O'Connor, Julie Subject: RE: Records Retention Schedule - Revisions Pam, Jonathan and I reviewed your request and have the following modifications to your request. 1. 801 - Job Files that do not have a permanent retention: a. Notices of Completion should be moved from this section and retained permanently with the other permanent job files. (Julie and I will make a note of this and ensure that the retention schedule reflects this correction, along with your other recommendations.) b. How does "original bid documents" in this section differ from "Contractor Bids." If they are the same, and the retention looks to be the same, why can't we eliminate the line for "Contractor Bids." We will adjust the next version of the retention schedule based on your response. 2. 801 - Job Files that have a permanent retention: Please add Notices of Completion to this section and make sure they are retained. You can go ahead and prepare your destruction notices based on this e-mail, but will you please be sure to include back-up (i.e., - copies of the revised pages of the retention schedule and, perhaps, this e-mail), when you send the destruction notices over for Jonathan's signature. Give me a call if you have any questions. Thanks, Pam. Audrey From: King, Pam Sent: Monday, January 22, 2007 10:42 AM To: Lowell, Jonathan P; Hooper, Audrey Cc: O'Connor, Julie Subject: FW: Records Retention Schedule - Revisions Hi Audrey, know you have been out on medical leave, but I am wondering when you'll be able to schedule this for review and get back to me, so we can proceed with the destruction of records. Thx, Pam Regards, 1/23/2007 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE Job Files:Org specials; ag rmnts; CAO/CAR; change orders; env docs; final pay estimates w/attach; notice completion; haz waste manifests/transp docs; ins certs (all); perform bonds; proposals; spec repts (haz mat, bio,soils),submtls(matls, draw), warranty. 802 0TR.gF-T AD9R!~AS General Information Street files D A : RTAS 13..3 MAS&.TR NSP4 ...... Q ......... ........... . General Information Local-SLO Municipal Bus System Regional Elderly/Handicapped Transit RETENTION PERIODS (in years unless otherwise noted) ACTIVE INACTIVE TOTAL P P 2 5 5 51 Cul 10 Cul 2 2 10 I/M J VITAL ] OFFICE OF l CODE RECORD REI 5 ]. y U+10 D/R Taxicabs CU 5 CU+5 yes Transportation Permits CU 2 CU+2 es Unmet Transit Needs CU 10 CU+10 yes ::: 0 : PAR R IN :: ::::::::::a ::::::::::::::a:. :::.:.:.:.:....,......,...,...,., .:.; . Page 8 Public Works GC34090(d) "Includes bids/plans/specs Public Works GC34090(d) Public Works GC34090(d) Review in 5 years - purge Public Works Pi i:6641390(d) Public Works _yes GC34090(d) Public Works General Information GC34090(d) Destroy when no longer _ 2 relevant Public Works GC34090(d) GC34090(d) Public Works 5' GC34090(d) Public Works Public Works I GC34090(d� Parking Policies S Downtown Parking Study Pi P _yes Public Works I GC34090(d) General Information 2 :.:.:.:.:.:.:.:.: CU 10 CU+10 2 .... - ] Public Works GC34090(d Public Works GC34090(d) Parking Meters CU 5' CU+5 yes Public Works GC34090(d) Parking Policies S 5 CU+5 -_yes Public Works _ GC34090(d) E Ridesharing/Car Pool Program Cul 5 CU+5 Office of City Clerk Public Works GC34090(d) 2 _I CL 10 CL+10 es ---•-.------•. ..-::: . .. Assessment Districts CL 10 CL+10 yes ves Public Works/ Clerk GC34090(d) Note: original Benefit Districts General Information Geologic Hazard Abatement Districts Residential Parking Districts Underground Utilities l $Q7i�UR,EYl1�G::..: General Information it 13 ING.:ii::' Aerial Photos General Information .....,..... 1TI`' A::: :FACT L5 �iT N L Corporation Yard CU 10 ..............0+10 .........,...................-.. ;.:. Public Works Ke t in flat files ................................. 2 2 documentation kept permanently in Public Works GC34090(d) :.:.:.:.:.:.:.:.: CU 10 CU+10 ( .... - ] Public Works GC34090(d Public Works/ Clerk Office of CiiV Clerk GC34090(d) Note: original CL 10 CL+10 yes documentation kept permanently in Public Works Office of City Clerk 2 2 CL 10 CL+10 es Public Works CL 10 CL+10 yes yes Public Works CL 10, CL+10, _yes ] ' Public Works I 21 2 1 Public Works GC34090(d) CU 10 ..............0+10 .........,...................-.. ;.:. Public Works Ke t in flat files ................................. 2 2 Public Works GC34090(d) :.:.:.:.:.:.:.:.: CU 10 CU+10 ( .... - ] Public Works 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 —RECORD TITLE General working files ative rues rtv Files .......................... ............................................ ............................... ............. ................................ ............... :704:: -GEN ........... ""'; ; ; ; ; ; ........ .... . ............. ............. ... ............... - . .; ............. ............ .. .... .. Agreements/Contracts not referenced elsewhere in the retention schedule Certificates of Compliance .Conveyances from the City (Deeds, Easements, Abandonment,, Conveyances to the City (Deeds, Easements, etc.). Liens Williamson Act Contracts Notices of Adjournment Claims/Subpeona Logs .......... - T. ARD:... "706 CAPITAL IMP.R = 9 b6 CIB Agreements/Contracts CIB EsCablishmentlBylaws CIB Resolutions/Ordinances General Correspondence Minutes STATEMENTS ::F:I=CNOW INTEREST:�:�� ...... ..................................... ... Forms General Correspondence Manuals Statements of Economic Interest (87200 Filers) Statements of Economic Interest (City Code Filers) 7p9 RUB IC LATION& ..0.64-MAt .......... ..... Consumer Price Index (CPI) General Correspondence Press Release RETENTION PERIODS I/M VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECORD REMARKS ACTIVE INACTIVE TOTAL CU CLI City Attorney GC34090 Ongoing p�,rging to keep current/active CU 2 CU+2 City Attorney GC34090(d) CL P P ves ves City Attorney GC34090(a) CLI . . . . . SAE . . . . . . . . . CU+5AEyes P P P P P 2 yes* yes Yes yes__[ yits yes _yes yes yes yes IMS Clerk Clerk— Clerk Clerk Clerk Clerk Various Clerk . . . . . . . . . . CCP337 Keep 5 years after expiration. *Current contracts are -vital records GC34090(a) GC34090(a) GC34090(a) GC34090(a) GC34090(a) GC34-0-90(d) GC34090(d) P P P P P 2 2 21 2 1 P P CIL+4 Clerk ICCP337 P P 2 Clerk GC34090(e) P P Clerk Finance GC34060(d) Clerk , GC34090(e) 2 2 GC81009(e) P P Various S 2 S 5 T 7 7 CU 2 21 CU l 2 —2 S+5 T+7 7 CU+ CU+2 CPL 4J CIL+4 Clerk P . 2I 2 CLI CL+2 CL+2 Clerk i�GC34090(4)_ Clerk JGC34090(d) Clerk GC34090(d) Clerk GC81009(e) & CCAC Guidelines GC81009(e) Various GC34090(d) Various GC34090(d) Various GC34090(d) E CU=Current CL=Closed/Completed P=Permanent I= Indefinite D/R= Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Supercededi/M=Image/Microfilm/fiche RECEIVED FEB 07 200P SLC CITY CLERK February 1, 2007 TO: Jay Walter, Public Works Director Jonathan Lowell, City Attorney FROM: Pamela King, Public Works Department 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. Attached are copies of the revised section of the Records Retention Policy and Schedule, which will be incorporated into the July 2007 policy and schedule, per Audrey Hooper (email attached). The method of destruction will be by shredding and recycling. 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: Capital Improvement Program project files, between September 2003 and October 2004, containing the following: r► certified payroll ► pay estimates ► original bid documents ► engineers' daily logs/inspectors' diaries ► legal ads ► preliminary notices/liens The appropriate revised retention schedule pages are attached. P l ease _sign .b1olc 'Jay Walt6r Public. Works Director your approval for the destruction of the above listed records. Lowell City Attorney CERTIFICATE OF DESTRUCTION �r w `� ce that the records li ted above were properly disposed on �C 7 Pamela King Public Works Department G:\Reference-Library\Manuals\Job Manuals\Supervising Admin Assistant\SAA Job Manual\Records Retention\request for destmction.doc 0 " Memorandum LIS esrl F "Service, Pride, Integrity" city o} san lues omspo Police Department 1042 Walnut SLO, CA 93401 (805)781-7317 March 15, 2007 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney L§LO C11,- " CLEP;K ! 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 according with that policy and schedule, certain records have been identified as eligible for destruction. 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 the records upon receiving your written authorization below. The records to be destroyed include: Crime Reports/Crimes against Property Feb. 2001 — April 2001 (Closed + 5 years) Daily Reports - Feb. 2001 — April 2001 (2 years) Incident Reports excluding Death and active Missing Persons cases: Traffic Accident Reports Traffic Property Damage Only Feb. 2001 — April 2001 (2 years) Feb. 2001 — April 2001 (3 years) Feb. 2001 —April 2001 (1 year) Please sign below indicating yur approval for the destruction of the above listed rds. Deborah E. Linden Jon jAKan Lowell Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that the recor s listed above were properly disposed of on 3 ,0 07 . Kedi ko4enblum Communications & Records Manager Page i, ON PERIODS I UM I VITAL I OFFICE OF I CnnF SFCT1nN _ (in years unless otherwise noted) RECORD REMARKS Crime Statistics - Internally Computer Generated 2 3 u , 5 Police GC34090 d Em to ee Training Records T 5 T+5 Police GC34090 c Juvenile Detention L s/Surve s/Monthl Re CU 2 CU+2 Police GC3409 d Operations Directive Manual CU 2 CU + 2 Police GC3409 d Press Releases 2 3 5 Police GC3499gdl Special Orders Manuals 5 P Pas Police GC340 d Use of Force Su rvis Review Reports 2 2 Police GC340 d I'1OLICE C7JtilMtitCATIO{�tS .. Ta s - Audio, Tel hone and Radio Communlcaticros 180 da s 18 months 2 Police G634090.6 f� • 113 � ��:�P��.±#� ...; F. In -Car Video Footage 21 1 21 Police " 6646ii0.7 CCP 335.1 rrnn .r � ,T. ••,;;r _-,r J: !1C :+,^ t .:{, I , j,»' ^•r f :r F i -Y: ^:J= :f' .�!�]I r��7 ,µs,(;�('��'*�,a7 r.1� r. �!"."IsJ •�. t ,t'' r {•. I.9 .'fff1 1. z...,. .. ]'SZ::'.. ,..�TYS,�7-`+,. 4 ... .... ., r.. _.... .. ,. :•:� ., . J .. r ,i -.r t,r<."iF r`.: ,:75..1. licant Fin er "nt Files 2 Z Polite G634090(d) Arrest and Citation Register 2 2 1 1 Police GC34090 d Court Log 180 days 180 da s Police GC34090.7 Crime Reports - Crimes Against Pr ort Cl -+5 CL + 5 Polite GC34090 c Daily Report 2 2 Police GC34090 d Field Investigation Cards 2 2 Police GC34090 d Incident Re - Except -Death and Missing Persons 2 2 Police GC34090 d Public Information Log 180 days 180 days Police GC34090.7 Statistical UCR Reports 2 2 Police GC34090 d Sub ona Log 2 2 Police GC34090 d 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 Prop2rty Dama a Only 3 3 Police GC34090.7 ..�t.k:�tk. �A�pp�a,.jrf 't„.�I_ ....F,r.f•«>:,7.��.t.., .. ! ,.,..i'z. j_`!,•�. ..d . '.f�. ,,`d.•rr.•f..: j3j'. < +.;,r ;. . ,_.`_t ,. `dl; . ... ;aA<', .:F�'•.!.flilfol ..I,r_ ... rr, Y ,r:-<,,.:, +,' r , _,. , d.;r r.t F, , :. 6 'r,,,a„,,,;,,,sf,:1,ii•.`t7,.%_;'. rd ���iT!:i % ..rr.t ;v t rl< .r Fire OC34090 / SCCR320[ . 3 Rey.rr.kp•:•Y a?a�+ir1`rr7. nd ” and ratusNehicle T+1 Maintenance - Department Mechanic Arson Investigations - Evidence P P Fire PC799 Support prosecution resulting in homicide Arson Investigations - Evidence CL 6 CL+6 Fire PC800 Great bodily harm, inhabited structure or ro ort B/C & Staff L s CU 4 5 Fire GC34090 d Captain's Log (Fire Station Journals) P P Fire G034090(d) Activities, personnel, engine company --historical Disaster - M or Event Log P P Fire GC34090 c Historical Disaster Plans S 2 S+2 yes Fire SLOMC2.24.080 Emergency erations Guidelines S 2 Fire GC34090 d [v Employee Records T T Fire GC34090 Then transferred to Human Resources CU=Current CL=Closed/Completed P=Permanent (=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S --Superseded I/M = Image/Microfilm/fiche Memorandum "Service, Pride, Integrity" March 28, 2007 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney City of san Luis osispo 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 according with that policy and schedule, certain records have been identified as eligible for destruction. 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 the records upon receiving your written authorization below. The records to be destroyed include: Crime Reports/Crimes against Property April 15, 2001 — July 4, 2001 (Closed + 5 years) Daily Reports - April 15, 2001 — July 4, 2001 (2 years) Incident Reports excluding Death and active Missing Persons cases: April 15, 2001 — July 4, 2001 (2 years) Traffic Accident Reports April 15, 2001 — July 4, 2001 (3 years) Traffic Property Damage Only April 15, 2001 — July 4, 2001 (1 year) Please sign below indicating your approval for the destruction of the above listed (: rds. (]�� eborah E. Linden than Lowell Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on rri osenblum Communications & Records Manager Voice Print, Digital Voice Logger Logger ID: 1, (Generated by Client) Archive Media Summary 03/26/2007 4:25:08 PM 1 65534 474.16 07/15/03 07/15/03 08:40 07/26103 09:01 2 65534 1023.52 07/15/03 07/24/03 10:04 08/08/03 04:09 3 65534 509.76 08/01/03 08/07/03 06:57 08/25/03 00:29 4 65534 569.34 08/25/03 08/25/03 00:29 09/23/03 16:28 6 65534 601.67 09/24/03 09/23/03 16:29 10/27/03 23:56 7 55888 512.90 10/28/03 12/03/03 05:21 03/16/04 15:46 8 65946 622.25 10/28/03 10/27/03 23:56 12/03/03 05:21 10 63508 591.13 12/05/03 09/10/03 14:01 01/13/04 06:58 11 65820 624.41 01/13/04 01/13/04 06:58 02/19/04 22:04 12 64303 629.41 02/20/04 03/16/04 15:47 04/25/04 09:34 13 61913 634.51 03/30/04 04/25/04 09:40 07/17/04 03:53 14 62059 636.07 04/28/04 05/19/04 09:33 06/30/04 09:19 15 62882 633.69 07/06/04 07/17/04 03:58 08/26/04 17:03 16 73155 614.25 07/27/04 08/26/0417:04 11/13/0411:26 17 18032 149.94 08/31/04 09/28/04 07:32 10/07/04 10:34 18 66145 339.99 10/07/04 10/07/04 10:31 10/27/04 06:49 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 TOTALS* 18 1206559 10243.51 AVE RAG E 67031 569.08 "Only Archive Media Containing Call Records are Included by this Report. Copyright ((c) .i 909 - 2003, Voice Print International, Inc. 1 All Rights Reserved. Memorandum 9 "Service, Pride, Integrity" March 28, 2007 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney city of san Luis oBispo 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 according with that policy and schedule, certain records have been identified as eligible for destruction. City of San Luis Obispo Retentioni Disposition Schedule: POLICE COMMUNICATIONS — Tapes — Audio, Telephone and Radio Communications, two year total retention. Government Code 34090.6 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: Records marked for destruction are attached. j— C—ebLorah UE Chief of Police r han Lowell City Attorney CERTIFICATION OF DESTRUCTION certify that the records listed above were properly disposed of on Kern Ras nblum Communications & Records Manager CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE paa&; CU --Current CL--Closed/Completed P=Permanent Wndet'inhe D/R=Destroy when no longer relevant A/E=After epiration T-Temtination AU=Audit S=Superseded VM = Image/MlcrofilMfiche Memorandum A "Service, Pride, Integrity" April 11, 2007 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney city of san lues osispo 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 according with that policy and schedule, certain records have been identified as eligible for destruction. 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 the records upon receiving your written authorization below. The records to be destroyed include: Crime Reports/Crimes against Property July 5, 2001—Sept. 21, 2001 (Closed + 5 years) Daily Reports - July 5, 2001 — Sept. 21, 2001 (2 years) Incident Reports excluding Death and active Missing Persons cases: July 5, 2001 — Sept. 21, 2001 (2 years) Traffic Accident Reports July 5, 2001 — Sept. 21, 2001 (3 years) Traffic Property Damage Only July 5, 2001 — Sept. 21, 2001 (1 year) Please sign below indicating your approval for the destruction of the above listed rds. L eborah E. Linden Jon an Lowell Chief of Police y Attorney CERTIFICATION OF DESTRUCTION certify that recor s listed above were properly disposed of on -� Kerri Ao6e&166 Communications & Records Manager Memorandum "Service, Pride, Integrity" April 30, 2007 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney Doty of san Luis omspo 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 according with that policy and schedule, certain records have been identified as eligible for destruction. 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 the records upon receiving your written authorization below. The records to be destroyed include: Crime Reports/Crimes against Property Sept. 21, 2001 — Feb. 25, 2002 (Closed + 5 years) Daily Reports - Sept. 21, 2001 — Feb. 25, 2002 (2 years) Incident Reports excluding Death and active Missing Persons cases: Sept. 21, 2001 — Feb 25, 2002 (2 years) Traffic Accident Reports Sept. 21, 2001 — Feb 25, 2002 (3 years) Traffic Property Damage Only Sept. 21, 2001 — Feb 25, 2002 (1 year) Please sign below indicating your approval for the destruction of the above listed co S. orah E. LindenJon n Lowell Chief of Police City Attorney CERTIFICATION OF DESTRUCTION certify that the records listed above were properly disposed of on P �1 Ker Ro enblum Communications & Records Manager CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE P Page 7 RECORD TITLE RETENTION PERIODS I/M i VITAL OFFICE OF — CODE SECTION — —�! (in unless otherwise noted) RECORD REMARKS T ` P �yyjea'rs j IIYy f'_li"u'�5..?�y:,{�4HLr,I1Y: Clerk GC34090(a) General working files Cu CU City Attorney GC34090 Ongoing purging to keep GC34090(a) _ Williamson Act Contracts _ P current/active Legislative Files CU2 CU+2 Ci AttorneyG034090(d T _ Property Files — — CL P P des es City Attorney_GC34090(a) Claims/SuEeons Los 704 GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention CU 5AE CU+5AE yes yes' Clerk CCP337 Keep 5 years after schedule expiration. *Current contracts are bids/plans/specs C tracts _ P P vital records Certrfir rtes of Com fiance P P yes yes Clerk GC34090(a) _ Conve ances from the Ci beads, Easements, Abandonments P P yes es Clerk GC34090(a)— Conve antes to the CF Deeds, Easements, etc. P P es es Clerk GC34090(a) _ Liens P P yes I yes Clerk GC34090(a) _ Williamson Act Contracts _ P P yes yes Clerk Files:. orig. specials', final pay estimates, change orders, Notices of Adjournment 2 2 Various GC34090 d —�-- Claims/SuEeons Los 2 2 Clerk GC34090(d) — ---- 702 PCTgALeementslCon ENT BOARD bids/plans/specs C tracts _ P P Cleric CCP337 — -- v GIB Establishment/Bylaws P f' Clert< GC34090 ell, — — — C)B Resolutions/Ordinances P P Clerk GC34090 e General Correseg9dence 2 2 Finance —! GC34090(d) Minutes _— -- _ P P _ _ Clerk_ GC34090 e ':707;5TATE�IitEi'�!1'S OF'EC<JNOMiC II�`TEI=LEST ;' � •. , .: � .. �.: ,•• • a S Clerk GC34090(d)— Forms General Correspondence T�— -- — — --- 2 2 _ Clerk 2234[190 d) — — Manuals S1 5 S+5 Clerk GC=90 d _�I Statements of Economic Interest 87200 Filers T 7 T+7 Clerk GC81009 e & CCAC Guidelines Statements of Economic Interest (City Code Filers) 7 7 GC81009(e) ` s 704;PJB0 j0+ 7RN1ATiiai�flC{]MNiUNIi !rRI L+�T{ONS :f. •, '. ; ' . ; , . , N Consumer Price Index GPI CU � 2 CU, Various__— GC34090�) _ _ General Correspondence 2 2 m Various _ GC3409� 0(d)_ — — — �__•_ __ , Press Release CU 21 CU+2 Various — GC34090 dd _ _ 840 PUBLIC WORKS. £303 •ENGINEERING E J S d s ncroachment Permits General ob ubmittals(materials, ocs, oils, CL CL+4 Public Works s GC34480{dj — _ _ n>neerin Standards P _ _4 P Public Works T GC34090(a) T Correspondence 2 2 Public Works G034090(d) Files:. orig. specials', final pay estimates, change orders, P P Public Works GC34090(d) 'Incl drawings, etc.), hzrdous waste manifest & trans. bids/plans/specs envirommntl docs, special rpts - hzrdous materials, biological, etc., agmts, warranty, CAO/Council rpts, ins. udes 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 I/M = Image/Microfilm/fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 6 r—' CU=Current CL=Closed/Completed P=Permanent 1=lndefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche RECORD TITLE --- — -- �— �' Municipal Code �~ ^ RETENTION PERIODS ' UM VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) S P P RECORD REMARKS yes yes Clerk GC34090(e) Database on City network/Keep are for historic value 702 Public Hearing Legal Notices ELECTION NOTE: "E` =After Election CU 4 4 Various CCP 343, 349 et seq.; GC911.2; GC34090 Application to view: voter registration info, AV voter lists E 5 5 Clerk EC2188 Ballots: all, voter ID envelopes and ballot receipts E 6 mos. E+6 mos. Clerk EC17302; EC17306 (if no legal action) Confidential _ Campaign Disclosure Statements: Successful Candidates Unsuccessful Candidates P P yes — Clerk GC81009 b ,_ E 5 E+5 Clerk GC81009 b _ Other T 7 T+7 Clerk _ GC81009 e Election corres ondence — E 2 2 Clerk GC34090 A y Elootion documents: expenses, prooN, ni ht los F 2 2 Clerk _ GC34090 Elec_tionhistory P _ P Clerk _— GC34090 �_— _ _ _ Election notices, publications, certificates_ initiative, Referendum, Charter Amendments, Aecall� Petitions E 2 E+2 Clerk — _ IGC34090 Clerk 1 EC17200 / EC17400 Certification 8 months + 8 months _ After Certification of results+ 8 months Municipal Election FWSampte Ballots 10 P P Clerk GC34090(d) Permanent for historic value _ — Nomination Papers: _ Successful Candidates w P P yes Clerk EC17100 Permanent for historic value �T—T Unsuccessful Candidates E 5 E+5 Clerk EC17100 — Absentee Voter applications E 6 mos. E+6 mos. Clerk E017505(b) Confidential Precinct Board Appointments - appointment of precinct oficials E 6 mos. E+6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list E 6 mos. E+6 mos. Clerk EC17304 Confidential Roster of voters, ori final indices(precinct boardL E 5 E+51 Clerk EC17300(a) (It no legal action) 703 CII-Y.ATT©F�NEY _ Administrative Files CU 5 :: .. CU+5 City Attorney GC34090[d} Civil Litigation— CL 10 CL+101 CitX Attorney Destroy 10 yrs. after resolution Civil Litigation regarding Property (including settlement and releases) CL P P yes yes City Attorney GC34090(a) Retain pertinent documents in perpetuity Criminal Cases oinq to court CL 5 CL+S Ci Attorney Destroy jyrs. after resolution _ Criminal Citations CL CL City Attorney IGC34090(d) Destroy when resolved r—' CU=Current CL=Closed/Completed P=Permanent 1=lndefinite 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 5 RECORD TITLERETENTION PERIODS UM VITAL OFFICE QF CODE SECTION (in years unless otherwise noted) RECORD REMARKS rm HUMAN�RESC URCES Applications CL+1 4 CL+5 HR 29 CFR 30.8 / GC 12946 De artment of Motor Vehicles Records �~ T+1 HR GC12946 _ W Discrimination Complaint --_� T+1 4 T+5 HR 29 USC 255 (aL__ Employee Discipline — T+1 2 T+3 HR GC34090(c) Employee Files — T+1 4 T+5 yes yes HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - immigration/Naturalization�i T T HR GC34090(c) Service _ Equal Employment OpportuniReports �— T 3 3 HR G034090(c)_— General Corres ondence 2 2 HR _ GC34090(d) Insurance/Benefits 1 3 AU+3 HR 29CFR1627.3L1j)_2) Labor Negotiations _ T+1 2 T+3 HR GC34090(c) _ Risk Management Claims Aoinst The City_ CL+1 4 CL+5 HR GC34090 — Risk Management Reports CL 5 CL+5 HR GC34090 Safet T 3 3 HR GC34090(c.) _ Tuition Reimbursement _ 1 2 AU+3 HR GC34090(c) — Wellness Files T T HR -GC34090(d)—^� Workers Comeensation T+1 29 T+30 es HR 129CFR1910.20 _ Temporary Employees T 5 T+5 HR 45CFR1068.6APPA / 29CFR1627.3 ! SLOMC11.04.010(H) 6Qd�PURCIiASING$i+Gi�N'('R'ACTI'!'�IL3 � ' ";•1" ,. , .. . 661 '1?01 60481 E3ids, RFPs (unsuccessful) CU 2CU+2 Various U0340y01 CUP33! 1 SLOMC3,24.170 Bids, RFPs, RFQs (successful) AU 5 AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 A City- Owned PropertyMroperty Mana ement P P es Clerk GC34090ji�) General Information 2 2 Various " ��— Sur lus Property Auction/Disposal AU 4 AU+4 Finance CCP337 Surplus Propeqy PropertyListin2 AU 2 AU+2 Finance GC34090 7{10i,�?EC�i��.A71VE;At�Ci 1"EGAI:— r 7fJi 'I,/EjSIr4TI V1 Affidavits of Publication 21 3 51 1 Various GC34090 d �— _ _ Certificates of Posting CU 2 21 Various GC34090 Charters -Listed Numerically with Amendments P P yes yes Clerk GC34090(e) / GC40806 Citizens' Charter Committee _ CU + 2 P P yes Clerk GC34090(d) �— _ Council Ordinances P P yes yes Clerk GC34090(e) Council Resolutions P P yes yes Clerk GC34090 e / GC40806 Grand Ju y 2 2 Clerk GC34090(d) —y _ Lea ue of CA Cities 2 2 Clerk GC34090(d)_ Legal and Display Ads CU 4 4 Various CCP 343, 349 at seq.; GC911.2GC34090 Le islation: County, Federal, State 2. 2 Clerk GC34090(d) CU=Current CL=Closed/Completed P=Permanent Wridefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audi) S=Superceded I/M = Image/Microfilm/fiche CITY OF SAN LUIS OBISPO RETENTIONIDISPOSITION SCHEDULE Page 3 RECORD TITLE RETENTION PERIODS VM VITAL OFFICE OF CODE SECTION RECORD REMARKS _ -- — `� (in years unless otherwise noted) Council Brochures ` ~ POP N. S P P Clerk GC34090(d) Keep one for historical ur uses Council Policies & Procedures L 4 S P P _ Clerk GC34090(d) Keep one for historical purposes Council Resumes Cu 2 CU+2 Admin GC34090 d _4 _ _ Council Subcommittee Assi nments ~ ~ 8 8 Clerk GC34090(d)_ A Hot Files 2 2 Clerk i GC34090(d) Minutes v Pi 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 22 Clerk GC34090(d) Public Comment and Speaker Slips � 2 � 2 Clerk GC34090�d� _ Red File Items (i.e; correspondence) 5 P P Clerk GC34090(d) Original red file is part of thea enda packet Red File Lo 2 2 Clerk GC34090(d) _ Video Tapes ' ' 6 months 6 months Clerk GC34090.7 Recrcicle_ 302 CC7l'+< M?`0P(03 4S,- C0MMITT2ES; BOARDS A endalA enda Packets S i P P es es Various GC34090 a __ — Audio Tapes 2 2 Various GC34090.7 _ ! _ _ Bylaws S P P yes Various GC34090 e _ Membership a lications, oaths, etc. CU P A P yes Clerk GC34090(d)T a Minutes _ P P yes yes Various GC34090 e _ Recruitments Applicants not appointed includes regret letters} 2 2 Clerk GC34090(d) Hesolutions P P YPS Ns Various GC34090(e) Rosters CO- P P yes yes Clerk GC34090(d)_ _ Video Ta es 6 months 1 6 months Clerk JGC34090.7 _ YB [J 3{i4 ClTY'AP,' M �F t7 it A dvisory Body Handbook5 P P yes Clerk G034090(d) Keep one for historic reasons Advisoy Bqgy Trainin2 3 5 Clerk GC34090(4 Annual Adviso Body Recognition 2 3 5 Clerk GC34090(d)— Miscellaneous/Ad Hoc Advisory Bodies Cu 5 CU+5 Clerk GC34090(g) Quarterly Advisory Body Meeting 21 2 Clerk GC34090 d I ^ f .400 FINAN'CI`AL.Aob°FIS=CAL : r 4nt'ACCCa?JNi"S'P'�?E;; Accounts Pa ablo Reports 90 days I AU+S Finance & IT GC34090 Accounts Payable supporting Docs (voucher, invoice, PO) 2 3 AU+3 Finance & IT G034090 ` Bank Statements 2 3 AU+3 Finance & 1T GC34090 Tax Reports 1099 Tax Info/Returns 1 10 AU+10 Finance & IT 41 CFR50-201.501 CEl'fABLEr 402 AC✓✓QUNTS RE. ... .. :. Assessment Pay-offs r 1 3 AU+3 � �.; Finance & IT GC34090 c Business Tax Customer Files 1 1 AU+3 Finance & IT I GC34090(c) / SLOMC3.01.501 B 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 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 ^ CL Page 2 P RECORD TITLE RETENTION PERIODS I UM I VITAL I OFFICE OF _ CODE SECTION_ — ��-- (in years unless othrarwlse noted) RECORD REMARKS �. — _ r --- � _., - -- -- Run with the land (also recorded at 201 CITY PLANNING Address Files GU P P yes Planning GC34090(a) Files added to daily: Contains all original legal documents Coun - Business Tax Certificates CU P P Cu Planning GC34090(a) Reside in Address Files Code Enforcement Files CL P P yes Building GC34090ta) Microfilm after 5 years _ GC34090(d)___�_ ` Construction Files CL P P yes yes Building GC34090(a) Microfilm immediately 2 Building after final inspection GC34090(d) Should only retain files Construction Permits (numeric) Pi P yes yes Building GC34090(a) Microfilm one year after final inspection pertaining to existing signage Home Occupation Permits CU P P 5 Planning _ GC34090(a) Reside in Address Files Inspection Cards P P yes Building GC34090(a) Microfilm plus original GC34090(a) Film after minimum of cards stored Notices of Address Change P P Planning _ _ GC34090(a) Housed in Address files 10 years Notices of Determination P r P Planning GC34090 a) Notices of Exemption CU P P yes Planning GC34090(a) Microfilm - one file _ GC34090(a) Retain hard files .300'; CITY MANAGEMEAIT' centains all originals T� — 301 .COUNCIf 'FILES Action U date — Appeals 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 the a enda.packet — — Audio Tapes Review; Architectural Review Minor and Incidental; Environmental 2 2 Clerk GC34090.7 Review; General Plan; Specific Plan; Text Amendment; Rezone; City __- 2 2 Clerk Initiated Rezone; Annexation; Variance; Lot Line Adjustment; Street Council "Notes" 2 2 Name Change; Other GC34090 d ackets-- Council Agenda Packets------ — 5 P 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 Recorded Agreements with Residents/Covenants, etc. ~ ^ CL P P I Planning GC34090(a) Housed in Address files: Run with the land (also recorded at Coun - Sign Inventory Files Cu 2 — _ 2 Planning _ GC34090(d)___�_ ` _ _ _ Sign Permits 2 2 Building GC34090(d) Should only retain files pertaining to existing signage Tracts and Minor Subdivisions _ 5 5 P yes Planning GC34090(a) Film after minimum of 10 years Unreinforced Masonry F+les (structural analysis) P v' P Buildin _ GC34090(a) Retain hard files .300'; CITY MANAGEMEAIT' 301 .COUNCIf 'FILES Action U date — Appeals 2 5 P P Clerk Clerk GC34090(d) G034090(d) Original appeal is part of the a enda.packet — — Audio Tapes 2 2 Clerk GC34090.7 Cablecast Schedule for Gov. Access Channel 20 __- 2 2 Clerk GC34090 d l Council "Notes" 2 2 Admin GC34090 d ackets-- Council Agenda Packets------ — 5 P P es yes 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 1 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 I/M = Image/Microfilm/fiche RECORD TITLE RETENTION PERIOD_ S VM VITAL OFFICE OF CODE SECTION (In years D/R unless otherwise E noted) T'0 D/R RECORD REMARKS It is the policy of the City of San Luis _INACTIV COPIES or DUPLICATES of documents for which a 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 Electronic copies of paper records should be kept no longer than retention periods specified in this schedule 100 GENERAL ADMINISTRATION 101 OFFJCE:GENEhAL fk ANAGE MO�T ., . . CAO Re m 2 31 5. Various GG34090 d _ City Informational Brochures, I'Wicatlons, Newsletters S P P Various GC34090(d) Keep one for historical purposes City-wide Policies and Procedures S P P Various GC34090(d) Keep one for historical purposes Correspondence - External 2 2 _ Varlous GGa4090((q Correspondence - Internal (excluding CAO Reports - see above) 2 2 Various GC34090(d) De artmental Policies/Procedures S 5 S+5 Various GC34490(d) General Information 2 2 Various GC34090(d)_ GC34090(d) May be kept for In -House Committees Cu 5 CU+5 Various researchthistoric purposes Staff Me -tin Notes D/R D/fl Various INot a public record 1'02 JFFItEIE_I MAIMCE ; . : Annual Departmental Reports 2 _ Various GC3409 d} Chronological Files 2 2 Various GC34090(d) Community Or anizations 2 31 5 Various GC34090 d Complaints 2 2 Various GC34090 d General Information 2_ e 2 Various GC34090 d Positive Feedback How are we doing? forms) 2 2 Various _ GC34090(d) Professional Associations 2 2 Various GC34090(d) Publications Uoumals,periodicals) D/R D/R Various Not a public record 10� R'df�M�,fvTANA��MENT .. _ ,. : , ,• ,. .. Blank Forms S _ _ _ S1 Various Retain while current Certificates of Destruction 2 PI P yes Various GC34090 Legal document of final I disposition of record -� Public Records Requests, 2 21 1 jGC34090(d) 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 I/M = Image/Microfilm/fiche October 19, 2004 — 3 tapes November 16, 2004 — 4 tapes November 18, 2004 — 2 tapes December 1, 2004 — note to file: tapes did not record. No tapes to destroy December 7, 2004 — 3 tapes December 14, 2004 — 2 tapes Planning Commission Video Tape March 9, 2005 - 2 tapes December 14, 2005 - 2 tapes January 11, 2006 - 1 tape January 18, 2006 - 2 tapes January 25, 2006 - 2 tapes February 8, 2006 - 2 tapes March 8, 2006 - 1 tape March 21, 2006 - 2 tapes March 22, 2006 - 1 tape April 12, 2006 - 1 tape April 26, 2006 - 1 tape May 10, 2006 - 1 tape May 24, 2006 - 2 tapes June 14, 2006 - 1 tape June 28, 2006 - 1 tape July 12, 2006 - 1 tape July 26, 2006 - 1 tape August 9, 2006 - 1 tape August 23, 2006 - 1 tape September 13, 2006 - 1 tape City Council Video Tapes January 3, 2006 - 1 tape January 17, 2006 - 2 tapes February 7, 2006 - 1 tape February 21, 2006 - 2 tapes February 28, 2006 - 2 tapes March 7, 2006 - 2 tapes March 14, 2006 - 1 tape April 4, 2006 - 2 tapes April 18, 2006 - 2 tapes May 2, 2006 - 2 tapes May 16, 2006 - 1 tape June 6, 2006 - 2 tapes June 20, 2006 - 2 tapes July 18, 2006 - 2 tapes August 1, 2006 - 1 tape August 15, 2006 - 1 tape September 5, 2006 - 1 tape September 19, 2006 - 1 tape City Council Audio Tapes: July 6, 2004 - 4 tapes August 3, 2004 - 4 tapes August 17, 2004 - 4 tapes August 31, 2004 - 1 tape September 7, 2004 - 3 tapes September 21, 2004 - 3 tapes September 28, 2004 - 2 tapes October 5, 2004 - 3 tapes city clerk memorandum May 14, 2007 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, 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 below. All records will be destroyed by their staff with the City Clerk's office. *$Consumer Price Index affidavits of Publication l`Speaker Slips `Council Correspondence VAction Updates Mot Files VRequest for Records -'Certificates of Posting a Legal/Display Ads 'Public Hearing Notifications ,Tablecast Schedule for GAC 20 *$Proclamations ,rRed file tracking log AN Iayor's Quarterly Meetings *$.Planning Commission Video tapes 'City Council Video tapes *$City Council Audio tapes December 1998 — December 2004 2001 July 2004 — December 2004 July 2004 — December 2004 Julv 2004 — December 2004 July 2004 - December 2004 January 2004 — December 2004 January 2004 — December 2004 January 2002 — December 2002 2001 & 2002 September 2004 — December 2004 2004 2004 July 2004, October 2004 see attached list see attached list see attached list Plea e sign below i dicating your approval for the destruction of the attached listing of records. 66v d Audrey Ho per, City � lerk Jon an P. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O'Conno , Oo hereby certify that the records listed on the attached were properly disposed of on d Original: City Clerk Copy: Department Subject: Re: Records Destruction Creation Date: 11/27/06 10:05AM From: Audrey Hooper Hi, Jane, I'm sorry you were unable to join us at our mee_ing. I have looked at your memo and think it needs to contain the specific request for revisions to the Retention Schedule. Jonathan and I can then approve those revisions, even if the changes aren't actually incorporated into the document until we revise it in 2007. As presented, it's not clear what those changes will be. Also, I think I sent Pam the state guidelines for reference purposes (if I didn't, please let me know), but its important that we don't overlook any state laws when setting the new schedule. Re the changes, I believe we talked about having two retentions for job files; one for permanent records and one for records that can be disposed of after two years. I think something was going to be added under the note section for those disposed of after two years regarding federally funded projects (see top page 8 of the retention schedule). I believe Contractor Bids was going to be revised to delete "not awarded." I'm sure I may have missed something we discussed, so you and Pam s-iould review the memo since she'll recall what I may have forgotten. Again, your memo is what we'll use to change the retention schedule and will need to give Jonathan enough information so that he can approve the request. Let me know if you have other questions. Thanks. Audrey >>> Jane Johansen 11/17/06 03:33PM >>> Hi Audrey, Based on the October meeting between Greg, Pam and yourself, it is my understanding that a cover memo to our Request for Records Destruction, would serve to explain differences between what is listed in the current Policy in Section 800 -Public Works/Engineering, and what is actually eligible to be destroyed (and is proposed to be listed in the 2007 update of the Policy). Please review the attachment and advise if you thick it is beneficial as a cover memo for the City Attorney. (The cover memo is the 2nd page.) Thank you. Jane Johansen City of San Luis Obispo 919 Palm, SLO, CA 93401 (805)781-7012 or 781-7200 bohansenCa slocity.oro CITY OF AN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE 21 2 Page 8 RECORD TITLE RETENTION PERIODS I/M VITAL OFFICE OF CODE SECTION CL+10 (in years unless otherwise noted) RECORD REMARKS Residential Parking Districts T THE CL+10 yes yes Public Works ,lob Files;Org specials; ag rmnts; CAO/CAR; change orde s; env docs; P CL P CL+10 Public Works GC34090(d) *Includes final pay estimates w/attach; notice completion; haz wa to -Y I . � su, ve 1v ia�. c General Infarmahon 2::. if$ $.. MAPR.I N 0:::.. .............:.:.:................................................................................. Aerial Photos CU 10 General Information 21 :.2.: .... Public Works!:: orks :.:....:.:.....:,......•:•.•:....:•:•.•::.::.:.:.:.:..::.:.:.:............:.:.:.:.:.:.: Public Works ...:............. bids/plans/specs manifests/transp docs; ins certs (all); perform bonds; roposals; spec 21 Public Works GC34090 d 8G1 i4 1 ITI A N? "N 9 F.� rir1 C �. . Corporation Yard CUI 10 CU+10' Public Works GC34090(d) repts (hat bio,soils),submtls(matls, draw), w nty.. l rr:.::...:........:::..:::...........:................::::::::::::: :;.;;.;.,;,;.:: .....:....::.... General Information 2 2 Public Works �GC34090(d) Street files 5 5 10 Public Works GC34090(d) Review in 5 years - purge D:. MRS '. �I' A� T10' Es €= '.: : �d A General Information 51 5 yes I Public Works GC34090(d) I Local-SLO Municipal Bus System CU 10 CU+10 yes Public Works GC34090(d) Regional Elderly/Handicapped Transit CU 2 D/R Public Works GC34090(d) Destroy when no Ion, I relevant Taxicabs CU 5 CU+5 yes Public Works GC34090(d) Transportation Permits CU 21 CU+2 yes Public Works GC34090(d) Unmet Transit Needs GI.J 10 C11+10 YPS Puhlin Wnrks G( -3400(d) 0:. P`. R'.1N a.$..4 A. Downtown Parkin Stud P P es Public Works GC34090(d) General Information 2 2 Public Works GC34090(d) Parkin2 Meters CU 5 CU+5 yes Public Works GC34090(d) Parking Policies S 5 CU+5 yes Public Works GC34090(d) Ridesharin /Car Pool Program CU 5 CU+5 Public Works GC34090(d) .:...:...:.....:................:.:.. 8Df l 7)[CT::::: :.......... Q .....:.:.:.:......:....:.:.:..:.:.:.::.:.:.:.:::.: :.... .............. ................ Assessment Districts .......:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:.:,:.::.:,:::.:.:.:..:.:.:.:.:.:.:.:::.:.:.:. CL 10 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 Office of City Clerk General Information 21 2 Public Works Geologic Hazard Abatement Districts CL 10 CL+10 yes Public Works Residential Parking Districts CLI 10 CL+10 yes yes Public Works Underground Utilities CL 10 CL+10 es Public Works -Y I . � su, ve 1v ia�. c General Infarmahon 2::. if$ $.. MAPR.I N 0:::.. .............:.:.:................................................................................. Aerial Photos CU 10 General Information 21 :.2.: .... Public Works!:: orks :.:....:.:.....:,......•:•.•:....:•:•.•::.::.:.:.:.:..::.:.:.:............:.:.:.:.:.:.: Public Works ...:............. C+10 �. Kept in flat files 21 Public Works GC34090 d 8G1 i4 1 ITI A N? "N 9 F.� rir1 C �. . Corporation Yard CUI 10 CU+10' Public Works GC34090(d) 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 I/M = Image/Microfilm/fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE General working files Legislative Files Property Files N GE ERAL.i EGAr Agreements/Contracts not referenced elsewhere in the retention schedule RETENTION PERIODS I/M VITAL (in years unless otherwise noted) ACTIVE INACTIVE TOTAL l CU Cu Cu 2 CU+2 CL P P yes yes CUI 5AEf " CU+5AEj` yes Yes Page 7 OFFICE OF CODE SECTION RECORD REMARKS Clerk GC34090(a) City Attorney GC34090 Ongoing purging to keep es yes current/active City Attorney GC34090(d City Attorney GC34090(a) Conveyances to the Cit Deeds, Easements, etc.) P ;. Clerk CCP337 Keep 5 years after P expiration. *Current contracts are _yes yes yes vital records Certificates of Compliance P P yes yes Clerk GC34090(a) P es yes Conve ances from the Cit (Deeds, Easements, Abandonments) P Clerk GC34090(a) P es Conveyances to the Cit Deeds, Easements, etc.) P Clerk GC34090(a) Liens P P _yes yes yes Clerk GC34090(a) P yes yes Clerk GC34090(a Williamson Act Contracts P Notices of Ad•ournment 2 2 1 Various GC34090(dj Claims/Subpeona Logs 2 21 Clerk GC34090(d) 7` A A I` PR V 1tI EV .ig . R€ AB C . I?A :IMPR Q ............ . .... ........ . :.. . CIB A g regiments/Contracts P P1 I Clerk........ CCP337 P P' Clerk GC34090(e) Clerk 'GC34090(e) Finance GC34090(d_) Clerk GC34090(e) CIB Establishment/Bylaws P CIB Resolutions/Ordinances P General Corres ondence 2 2 Minutes P P i'. OIC NTS� 7D . STAT .M..E..1 ...................... .... .... . .. ' ' ' Forms Clerk GC34090(d) General Correspondence 2Go. 2 Clerk GC34090(d) Clerk GC34090(d Clerk GC81009 e & CCAC Guidelines ff GC81009(e) k.... Manuals S 5 S+5 Statements of Economic Interest 87200 Filers T 7 T+7 Statements of Economic Interest (City Code Filers) 7 7 `709:RUBi IG:INFO TON EtNITYR€RTION':::':::::'::=::;E;:;E:E::::a::::;: ..........M/1. ! ... MM ... ............ . .? . ON .. ........... ........ ...... Consumer Price Index CPI CU 2 CU+2 Various GC34090{d General Correspondence 21 2 Various GC34090 d Press Release CU 2 CU+2 Various GC34090(d) I..... .,... iii 8171'ENG EERihIG_ .::..... .... N Encroachment Permits CL 4 CL+4 Public Works GC34090(d) Engineering Standards P P Public Works GC34090(a) General Correspondence 2 21 Public Works GC34090(d) Job Files: Certified payroll; pay estimates; original bid documents; CU CL+2 CL+2 Public Works CG34090(d) Exception: 3 year engineers' daily logs or inspectors' diaries; legal ads; preliminary retention period if Federal funds notices/liens. 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 DATE: May 14, 2007 TO: Jay Walter, Public Works Director Jonathan Lowell, City Attorney FROM: Pamela King, Public Works Department 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. Attached are copies of the revised section of the Records Retention Policy and Schedule, which will be incorporated into the July 2007 policy and schedule, per Audrey Hooper (email attached). The method of destruction will be by shredding and recycling. 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: Capital Improvement Program project files, between March 29, 2004 and February 15, 2005, containing the following: ► certified payroll ! pay estimates ■ original bid documents ► engineers' daily logs/inspectors' diaries ► legal ads i preliminary notices/liens The appropriate revised retention schedule pages are attached. I Ple,gse sign ow, indicating your approval for the destruction of the above listed records. Jayy Iter Pathan Lowell Pti icJWorks Director City Attorney CERTIFICATE OF DESTRUCTION �-7 listed above were properly disposed on -z- ! ! d� k Pamela King Public Works CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 3 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 RECORD TITLE Council Brochures Council Policies & Procedures Council Resumes RETENTI (in years ACTIVE S S CU ERIODS unless otherwise INACTIVE P P 2 noted) TOTAL Pj P CU+2 I/M VITAL j OFFICE OF RECORD Clerk _purposes Clerk Admin CODE SL ON _ REMARKS GC34090(d) Keep one for historical GC34090(d) Keep one for historical ' ur ' dsus _ GC34090(d) GC34090(d) Council Subcommittee Assignments 8 8 Clerk Hot Files 2 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(9) Public Comment and Speaker Slips 2 2 Clerk GC34090(d)_ Red File Items (i.e; correspondence) Red File Log Video Tapes 302 COMMISSIONS, COMMITTEES, BOARDS Nenda/A dnda Packets Audio Tapes Bylaws 5 2 6 months 5 2 S P P P P 2 6 months P 2 P yes Yes yes Clerk Clerk Clerk Various Various Various GC34090(d) Original red file is pa of the agenda packet GC34090(d) GC34090.7 Recycle GC34U90(e) GC34090.7 GC34090 e GC34090(d) Membership (applications, oaths, etc.) CU P P es Clerk Minutes P P es yes Variniis C;r3404f.1(P) GC34090(d) Recruitments Applicants not appointed includes regret letters)2 _ 2 Clerk Resolutions P P es es Various GC34090(a) Rosters CU P p Clerk GC34090(d) Video Tapes 6 months 6 months Clerk _ GC34090.7 304 CITY ADVISORY BODIES Advisory Body Handbook S P P yes Clerk GC34090(d) Keep one for historic reasons Advisory Body Trainin2 2 3 5 Clerk GC34090(d) Annual Advisory Body Recognition 2 3 5 Clerk , GC34090 d) Y Miscellaneous/Ad Hoc Advisory Bodies CU 5 CU+5 Clerk GC34090(d) Quarterly visory Body MeetinQ 2 21 Clerk GC3409G d) 400 FINANCIAL AND FISCAL 401 ACCOUNTS PAYABLE Accounts Pa able Reports 90 da s 5 AU+5 Finance & IT GC34090 Accounts Payable supporting Docs (voucher, invoice, PO) 2 3 AU+3 Finance & tT _ GC34090 Bank Statements 2 3 AU+3 Finance & IT GC34090 Tax Reports 1099 Tax Info/Returns 1 10 AU+10 Finance & IT _ 41CFR50-201.501 402 ACCOUNTS RECEIVABLE Assessment Pay-offs Business Tax Customer Files 1 1 31 AU+3 AtJ+3 Finance & IT Finance & IT GC34090(e) 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 clerk memorandum May 16, 2007 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, 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 below. All records will be destroyed by their staff with the City Clerk's office. Advisory Body Recognition 2001 Advisory Body Training 2001 Pl se sign below indicating your approval for the destruction of the attached listing of records. Audrey H er, C#y Clerk J ,Hath P. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O' Conno , o hereby certify that the records listed on the attached were properly disposed of on Original: City Clerk Copy: Department OCR eam DOC11111 Stange, Relneval & Maraag"*nt protes$ionais S? i ,n 0 CErRTIFICATF OF DESTKuk.I1%J,. ACCT COMPANY NAME: _ f DATE : TIME: ADDRESS: and follows the shed N NAID. This Certificate of Destruction certifies the complete destruction The pa�uTeam is a member of the National Association For Information Destruct+on (NAID , guidelines and policies established and rec]lcle Of all materials NOTES: CONTAINER FILE BOX BOX GAL. GAL. CAB BANKER 35 64 LARGE MED. CAB MAG.MEDIA OTHER TYPE QUANTITY DESTROYED AUTHORIZED THE Dt7CUT -AM ... .t — SIGNATURE EMPLOYEE .1 t PRINTED NAME: 140 Hind Lane I San Luis Obispo { California 93401 { Phone 805.544.0440 { Fax 805.544.0858 { www•thedocuteam.com e� 416!2007 Tne DocuTeam COMAI ERS BYACCOUN T, CODE Acoount: 0066 Name: City of SLO Finance Container Ca"ory Object Aitemate Date Range Sequence Range Code Gode Code Code From Tb Frorn TO 071140 AP STD 3/'/2003 6/30/2003 Description: CREDIT CARD VOUCHERS AP -0C VOUCHERS 071141 AP STD 71' /2CO2 Description: AP VOUCHERS OFFICE DEPOT #1 071142 AP STD 7/'/2CO2 Description: AP VOUCHER 4628805 MISC 071143 AP STD 7/1/2002 Description: AP VOUCHER 240020) MISC 071144 AP STD 711/2CO2 Description: AP VOUCHER 100030-A MISC 071145 AP STD 7/1/2002 Description: AP VOUCHERS 142552-0 MISC 071146 AP STD 7/1/2002 Description: AP VOUCHER 140100-142410 071147 AP STD 7/1/2002 Description: AP VOUCHERS MISC-iU BERS THE END 071148 AP STD 7/1/2002 Description: CREDIT CARD WUCHERS AP -OC VOUCHERS 071149 AP STD 7/1/2002 Description: AP VOUCHER U MlSGW MISC 075071 BT STD 1/1/2000 Description: BT TOT Finance 075085 CASH STD 7/1/2003 Description: Cash Daily cash post reports Page 157 Item Destroy Status Date In 3/1/2007 6/30/1003 380160 480088 In 3/1/2007 6/30/2003 6/30/2003 6/30/2003 6/30/2003 6/30/2003 6/30/2003 10/31/2002 140100 142410 6/30/2003 U W 6/30/2003 9/30/2003 075225 CASH STD 10/1/2003 12!31/2003 Description: Fir Cash Daily cash post reports 075229 CASH STD 11/14/1302 12131/2003 Description: Cash/Frmnce Daily revenue envelopes Account Sumnmry Destroyed: 0 In: 76 Out: 0 Penn Out: 0 Pending: 0 Total Containers: 76 In 3/1/2007 In 3/1/2007 In 311!2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 4/6/2007 Tie DocuTeam 160007 200127 In CONTANERS BYACCOUNT, CODE Account: 0066 Name: City of SLO Finance 3/1/2007 480044 500679 In Container Category Object Alternate Date Range Code Code Code Code Flom To Description: Billing Reports Payment Edit/Posts 066467 CASH STD 71'12CO2 8/14/2002 Description: Daily Revenue Envelopes 066468 UB STD 911/2002 9/30/2002 Desaiption: Billing Reports Payment Edit/Posts 066469 LIB STD 3/1/2003 3/3112003 Description: Payment Edit/Posts Billing Reports 066470 u6 STD 2/1/2003 2/28/2003 Description. Payment Edit/Posts Billing Reports 066471 UB STD 3/1/2003 5/31/2003 Desaiption: Meter Read Sheet Senate Orders Ons/Oifs change orders 066473 BT STD 7/1/2072 6/30/2003 Description: Adjustments Receipts Licenses 066474 UB STD 11/1/2002 11/3012002 Description: Payment Edits/Posts Billing Reports 066475 UB STD 7/V2002 7/31/2002 Description: Billing Reports Payment Edits/Posts 071119 AP STD 711x2002 6/30/2003 Description: AP Voucher 071121 AP STD 1/111998 12/31/2001 Description: 1099's 071122 AP STD 7/1.2002 6/30/2003 Description: AP Voucher 120030-b mist 071123 AP STD 7/1.2002 6/30/2003 Description: AP voucher 071125 AP STD 7/12002 6/3012003 Description: AP Voucher 200130-G mist 071126 BANK RECSTD 7112002 6/30/2003 Description: Check reconciliations 071127 AP STD 7/12002 6/30/2003 Desaiption: AP Voucher 401310{;1 mise 071130 AP STD 7/12002 6/30/2003 Description: AP Voucher 071134 AP STD 7/12002 6/30/2003 Description: AP Vouchers -34148G -office depot #2 380160 071135 AP STD 7/1/2002 6/30/2003 Description' AP VOUCHERS 400100 01200 071136 AP STD 7/1/1002 6/30/2003 Description: AP VOUCHERS 16000-200127 071137 AP STD 11/1/2002 2127/2003 Description: CREDIT CARD VOUCHERS AP -0C WUCHERS 071138 AP STD 711/20C2 6/30/2003 Description: AP VOUCHERS 480044-500679 071139 BANK RE(STD 7/1/2002 6/30/2403 Description: BANK RECONCILIATION DEPOSIT RECONCILIATION Sequence Range From To Page 156 Kern Destroy Status Date In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/112007 In 3/1/2007 In 3/1/2007 In 3/1/2007 440060 461470 In 3/1/2007 In 3/1/2007 In 3/1/2007 300075 341470 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 461540 462870 In 3/1/2007 In 311/2007 400110 401200 In 3/1/2007 160007 200127 In 3/1/2007 In 3/1/2007 480044 500679 In 3/1/2007 In 3/1/2007 4/6/2007 Tie DocuTeam 160007 200127 In CONTANERS BYACCOUNT, CODE Account: 0066 Name: City of SLO Finance 3/1/2007 480044 500679 In Container Category Object Alternate Date Range Code Code Code Code Flom To Description: Billing Reports Payment Edit/Posts 066467 CASH STD 71'12CO2 8/14/2002 Description: Daily Revenue Envelopes 066468 UB STD 911/2002 9/30/2002 Desaiption: Billing Reports Payment Edit/Posts 066469 LIB STD 3/1/2003 3/3112003 Description: Payment Edit/Posts Billing Reports 066470 u6 STD 2/1/2003 2/28/2003 Description. Payment Edit/Posts Billing Reports 066471 UB STD 3/1/2003 5/31/2003 Desaiption: Meter Read Sheet Senate Orders Ons/Oifs change orders 066473 BT STD 7/1/2072 6/30/2003 Description: Adjustments Receipts Licenses 066474 UB STD 11/1/2002 11/3012002 Description: Payment Edits/Posts Billing Reports 066475 UB STD 7/V2002 7/31/2002 Description: Billing Reports Payment Edits/Posts 071119 AP STD 711x2002 6/30/2003 Description: AP Voucher 071121 AP STD 1/111998 12/31/2001 Description: 1099's 071122 AP STD 7/1.2002 6/30/2003 Description: AP Voucher 120030-b mist 071123 AP STD 7/1.2002 6/30/2003 Description: AP voucher 071125 AP STD 7/12002 6/3012003 Description: AP Voucher 200130-G mist 071126 BANK RECSTD 7112002 6/30/2003 Description: Check reconciliations 071127 AP STD 7/12002 6/30/2003 Desaiption: AP Voucher 401310{;1 mise 071130 AP STD 7/12002 6/30/2003 Description: AP Voucher 071134 AP STD 7/12002 6/30/2003 Description: AP Vouchers -34148G -office depot #2 380160 071135 AP STD 7/1/2002 6/30/2003 Description' AP VOUCHERS 400100 01200 071136 AP STD 7/1/1002 6/30/2003 Description: AP VOUCHERS 16000-200127 071137 AP STD 11/1/2002 2127/2003 Description: CREDIT CARD VOUCHERS AP -0C WUCHERS 071138 AP STD 711/20C2 6/30/2003 Description: AP VOUCHERS 480044-500679 071139 BANK RE(STD 7/1/2002 6/30/2403 Description: BANK RECONCILIATION DEPOSIT RECONCILIATION Sequence Range From To Page 156 Kern Destroy Status Date In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/112007 In 3/1/2007 In 3/1/2007 In 3/1/2007 440060 461470 In 3/1/2007 In 3/1/2007 In 3/1/2007 300075 341470 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 461540 462870 In 3/1/2007 In 311/2007 400110 401200 In 3/1/2007 160007 200127 In 3/1/2007 In 3/1/2007 480044 500679 In 3/1/2007 In 3/1/2007 4/6/2007 The DocuTeam Page 155 CONTAINERS BYACCOUNT, CODE Account: 0066 Name: City of SLO Finance Container Category Object Altemate Date Range Sequence Range Item Destroy Code Code code Code From To From To Status Date 066412 UB STD 1/'/2003 1/31/2003 In 3/1/2007 Description: Payment Edit/Posts Billing Reporle 066413 UB STD 12f1/2002 1/31/2003 In 3/1/2007 Description: Meter Reading Sheets Service Orders 066414 GASH STD 4/1/2CO3 5/1212003 In 3/1/2007 Description: Daisy Revenue Envelopes 066416 UB STD 8/1/2002 8/31/2002 In 3/1/2007 Description: Billing Reports Payment Posts Receipts 066417 AR STD 7/1/2002 4/30/2003 In 3/1/2007 Description: Paid Invoices 066418 UB STD 7/1/2002 8/31/2002 In 3/1/2007 Description: Service Orders Meier Reads 066419 AR STD 5/1/2003 6/30/2003 In 3/1/2007 Description: WR Reports Invoice Bade up 066420 BT STD 7/1/2002 6/30/2003 00001 05999 In 3/1/2007 Description: Renewals 066423 CASH STD 1/1J2003 2/17/2003 In 3/1/2007 Description: Daily Revenue Envelopes 066424 UB STD 6/1J2003 6/30/2003 In 3/1/2007 Description: Meter Read Sheets Service Orders On's1Ofi's change orders FY 2001/2002 Law Income Renewals FY 2002/2003 066425 AR STD 11/1/2002 4/30/2003 In 311/2007 Description: MIR Reports 066453 BT STD 7/V2002 6/30/2003 In 3/1/2007 Description: Daly Post 066454 CASH STD 10/1/2002 11/13/2002 In 3/1/2007 Description: Daily Revenue Envelopes 066456 UB STD 9/1/2x32 9/30/2002 In 3/1/2007 Description: Rate Reviews 2001-2002 Meter Reading Reports Service Order C66457 UB STD 4/1/2003 4/30/2003 In 3/1/2007 Description: Payment Reports Billing Reg 066458 UB STD 7/112002 6/30/2003 In 3/1/2007 Description: Adjustments 066459 AR STD 711.12902 .6/30/2003 20001 70999 In 3/1/2007 Description: Renewals 066462 CASH STD 1/1.x2003 6/30/2003 In 311/2007 Description: Daily Cash Post Reports 066463 AR STD 711.x2002 10/31/2002 In 3/1/2007 Description: M/R Reports, Payment Batches 066464 UB STD 711.= 6/30/2003 In 3/1/2007 Description: Oct-Now Meter Readings & Service Orders OnsCft April-June- Adjustments 066465 CASH STD 8/15/2002 9/30/2002 In 3/1/2007 Description: Daily Revenue Envelopes 066466 L13 STD 10/1/2002 10/31/2002 In 3/1/2007 402007 The DocuTeam Page 154 COMTAPffM HY ACCOLKr, CODE Account: 0066 Name: City of SLO Finance Date Container Category Object Alternate Date Range Code Code Code Cade From To 035020 AP STD 111/1993 12/31/1997 Description: 1099 Tax files 1993-1997 In 035026 PAYROLL STD 111/1996 12131!1996 Description: Tax Fed & State (1 of 2) 035158 PAYROLLSTD 171/1996 12/31/1996 Description: Tax Fed & State 1996 (2 of 2) 035163 PAYROLLSTD 1/1/1995 12/31/1995 Description: Year end taxes Fed & State & Medicare 1995 Tax Reports 035191 AG -FR STD Description: B of A Statements 2000 Debi Service Tnusfee: BW Western Trust -Vista French 1stTrust- 19W COP'S- Water 1st Trust=19W COP s- Req Fie, Open Space 1st Trust 1993 Water Revenue 1st Trust- 1994 Refunded Lease Revenue Bonds 1st Trust- 1996 Lease Revenue Bonds US Bank Corp Trust -1 9.G9 Lease Rev bonds Sales Tax First thru Fourth Quarter 2000 5 year retention 055325 BANKRE(STD 1/1/2003 10/3112003 Description: Finance Bank Reconciliations Deposit Reconciliations Cash Posts 055329. BANK RE(STD 1/112003 6/30/2003 Description: Finance Bank Reconciliations Deposit Reconciliations 055330 BANKRE(STD 1/1/2073 6/30/2003 Description: Finance Bank Reconciliations Cash Posts 055357 BANK RECSTD 7/1/2002 12131/2002 Description: Bank Reconciliations Deposit Reconciliations 066402 CASH STD 711/2002 1213112002 Description: Daily Cash Post Reports 066403 BT STD 7/1+20102 6/30/2003 Description: Renewals 066404 BT STD 7/1/2002 6/30/2003 Description: Renewals 066405 CASH STD 5/13/2003 6130/2003 Description: Daily Renewal Enveiopes 066406 UB STD 5/1/2003 5/31/2003 Description: Payment Reports Billing Registers 066407 U8 STD 121'/2CO2 12/31/2002 Description: Payment Edits/Posts Billing Reports 066408 UB STD 611.12003 6/3012003 Description: Payment Reports Billing Registers Year End Refunds, Deposit Posts & Write offs 066409 BT STD 711.9002 6/3012003 Description: Renewals 066410 CASH STD 2118/2CO3 3/31/2003 Description: Daily Revenue Envelopes Sequence Range From To Item Destroy Status Date In 111127 In 3/1/2007 In 3/1!2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 71000 99999 In 3/1/2007 06000 10699 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 In 3/1/2007 10700 20000 In 3/1/2007 In 3/1)2007 MEMORANDUM May 21, 2007 TO: Bill Statler, Finance & IT Director Jonathan Lowell, City Attorney FROM: Sallie McAndrew, Revenue 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. Seventy-six boxes of records exceeding the retention requirements were 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. ill Statler finance & IT Director�Joaa� an Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Carol Rounsaville, of TheDocuTeam storage facility, do her by ertify that the records listed on the attached were properly disposed of on to (ate) cLe�J Carol Rounsaville, General Mana r The DocuTeam 3775 So. Higuera, SLO Original: City Clerk Copy: Finance & IT Department G:\Records Retention\Destruction Memo-Certificate.doc ear d""04" Police Department July 19, 2007 To: Deborah E'\l inden, Chief of Police Jonathan Lo' 11, City Attorney From: Kerri Rosen blurn,tiCommunications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In according with that policy and schedule, certain records have been identified as eligible for destruction. The method of destruction will be by shreddiirtg and recycling and or deleting from our Records Management computer system and bur Laser Fiche document imaging system. No records will be destroyed prior to this approved retention period. We will begin destroying the records u i�eiving you��ritten authorization below. The records to be destroyed include: \. Crime Reports/Crimes against Propbzbt.)+Feb. 25, 200 — April 13, 2002 (Closed + 5 years) Daily Reports - Feb 25, 2002'_ April 13, 2002 (2 years) Incident Reports excluding Death and aciMissing Pe''sons cases: Feb25, 002 — April 13, 2002 (2 years) Traffic Accident Reports Fe , 2 2 — April 13, 2002 (3 years) Traffic Property Damage Only Feb 2002 — ApNI 13, 2002 (1 year) Please sign below indicating your approval for the destructionrpf the above listed 9ebo ds. rah E. Linden Jo an Lowell Chief of Police City Attornei CERTIFICATION OF DESTRUCTIO I certify that the records listed above were properly disposed of on Kerri Rosenblum Communications & Records Manager m Memorandum "Service, Pride, Integrity" January 10, 2006 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Sharon Olson, Administrative Assistant Subject: REQUEST FOR RECORDS DESTRUCTION city of san Luis omspo 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 according with that policy and schedule, certain records have been identified as eligible for destruction. The method of destruction will be by 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. The records to be destroyed include: Crime Reports/Crimes against Property 02/25/02 — 04/13/02 (closed +5 years) Daily Reports 02/25/02 — 04/13/02 (2 years) Incident Reports 02/25/02 — 04/13/02 (2 years) (excluding Death and active Missing Persons Cases) Traffic Accident Reports 02/25/02 — 04/13/02 (3 years) Traffic Property Damage Only 1Zeports 02/25/02 — 04/13/02 (1 year) Please sign below indicating your approval for the the above listed records. C—ejbor—adhE. Linden onathan Lowell Chief of Police City Attorney CERTIFICATE OF DESTRUCTION I certify that the records listed above were disposed of between July 6-20, 2007, Sharon Olson Administrative Assistant city of san Luis omspo m �y f_ a - Memorandum "Service, Pride, Integrity" July 26, 2007 To: Kerri Rosenblum, Communications & Records Manager Christine Dietrick, Assistant City Attorney From: Sharon Olson, Administrative Assistant Subject: Records Destruction of Reports 02/25/02 — 04/12/02 Police Department 1042 Walnut SLO, CA 93401 (805) 781-7317 The reports referenced below were not disposed of according to our accepted method of destruction, which is shredding. These reports were inadvertently placed in the blue recycling bin rather than the blue shredder bin. Consequently, they were picked up by the recycling colipany and put through their sorting process. The recycling company was contacted to determine their process for destruction of paper. The company representative said the co -mingled recyclables are placed in the truck and compressed. From there, they are delivered to the recycling plant where co -mingled products are sorted by hand on a fast moving conveyor belt. Most of the personnel sorting the products do not read or speak English. The affected reports are: Crime Reports/Crimes Against Property Daily Reports Incident Reports Excluding Death and Active Missing Persons Cases Traffic Accident Reports Traffic Property Damage Only Reports Staff has adjusted our internal procedure for handling reports that are ready for destruction so that this error does not re -occur. Consequently, I have attached a new request for records destruction form for signatures. slo Attachment: Request for Records Destruction 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 2 2 INACTIVE TOTAL 2 2 Clerk Admin GC34090(d) GC34090(d) Cablecast Schedule for Gov. Access Channel 20 Council "Notes" Council Agenda Packets 5 P P yes I yes I Clerk GC34090(d) Council Brochures S P P Clerk GC34090(d) Keep one for historical purposes Council Policies & Procedures S P P Clerk GC34090(d) Keep one for historical purpose Council Resumes Cu 2 CU+2 Admin IGC34090(d) Clerk GC34090(d) Council Subcommittee Assi nments 8 8 Hot Files 2 2 Clerk GC34090(d) Includes Log Minutes P P yes yes Clerk GC34090(e) Oaths of Office P P Clerk Clerk GC34090(d) GC34090(d) Advisory, non -election Petitions to Council 2 3 5 related. If part of agenda packet, retain permanently. Proclamations 2 2 Clerk G034090(d) Public Comment and Speaker Slips 2 2 1 Clerk GC34090(d) Red File Items (i.e; correspondence) 5 P P Clerk GC34090(d) Original red file is part of theagenda packet Red File Log 2 2 Clerk GC34090(d) Video Tapes/DVDs 6 months 6 months Clerk GC34090.7 Recycle 302 COMMISSIONS, COMMITTEES, BOARDS A enda/A enda Packets 51 P1 P1 yes yes Various GC34090(e) Audio Tapes 2 2 Various GC34090.7 Bylaws S1 P1 Various GC34090(e) Membership file: (Appointed AB members applications, oaths, GUT + 1 P 4 P - T + 5 yes Clerk GC34090(d) correspondence, etc.) Applications (not appointed) CL + 1 1 2 Clerk GC34090(d) Minutes PI P yes I Yes Various GC34090(e) Recruitment file: Includes fegref IG#GF6 correspondence, Maddy Act 2 2 Clerk GC34090(d) notices, mist. ads, and information Resolutions P P yes yes Various GC34090(e) Rosters CU P P yes yes Clerk GC34090 d Video Tapes/DVDs 6 monthsl 6 months Clerk GC34090.7 304 CITY ADVISORY BODIES Advisory Body Handbook S P P yes I 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) Miscellaneous/Ad Hoc Advisory Bodies Cul 51 CU+5 Clerk GC34090(i Quarterly dvisory Body Meeting 21 2 Clerk GC34090(d 400 FINANCIAL AND FISCAL CU=Current CL=Closed/Completed P=Permanent '—ina"n"e D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche city clerk memorandum July 27, 2007 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, 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 below. All records will be destroyed by their staff with the City Clerk's office. City Campaign Regulations Committee —1994, 1998, 2002 Please sign below indicating your approval for the destruction of the attached listing of records. Audrey Ibo er, QW Clerk ' an P. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O'Connor, do hereby certify that the records listed on the attached were properly disposed of on Gr . Original: City Clerk Copy: Department CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 3 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 RECORD TITLE Council Brochures RETENTION PERIODS I/M VITAL OFFICE OF RECORD Clerk CODE SECTION REMARKS GC34090(d) Keep one for historical (in years unless otherwise noted) ACTIVE INACTIVE TOTAL S PP Council Policies & Procedures purposes S P P Clerk GC34090(d) Keep one for historical purposes Council Resumes CU 2 CU+2 Admin GC34090(d) Council Subcommittee Assignments 8 8 Clerk GC34090(d Hot Files 2 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-electionT related _ Proclamations 2 2 Clerk GC34090(d Public Comment and Speaker Slips 2 2 Clerk GC34090(d)T Red File Items (i.e; correspondence) 5 P P Clerk GC34090(d) Original red file is par. lof the agenda packet GC34090 d Red File Log 2 2 Clerk Video Tapes 6 months 6 months Clerk I GC34090.7 Recycle 302 COMMISSIONS, COMMITTEES, BOARDS Agenda/Agenda Packets 5 P P yes yes Various GC34090(e) Audio Tapes 2 2 Various GC34090.7 _ Bylaws S P P yes Various GC34090(e) Membership (applications, oaths, etc.) CU P P yes Clerk GC34090(d) Minutes Pl P yes yes Various GC34090(e) Recruitments Applicants not appointed (includes re ret letters) 2 2 Clerk GC34090(d) Resolutions P P yes yes Various GC34090(e) Rosters CU P P yes yes Clerk GC34090(d) Video Tapes 6 months 6 months Clerk GC34090.7 304 CITY ADVISORY BODIES Advisory Body Handbook S P P yes Clerk GC34090(d) Keep one for historic reasons Advisory Body Training 2 3 5 Clerk GC34090 d Annual Advisory Body Reco nition 2 3 5 Clerk GC34090(d) I Miscellaneous/Ad Hoc Advisory Bodies CU 5 CU+5 Clerk GC34090(d) I Quarterly Advisory Body Meeting 2 2 Clerk GC34090 d) 400 FINANCIAL AND FISCAL 401 ACCOUNTS PAYABLE Accounts Payable Reports 90 days 5 AU+51 I Finance & IT GC34090 Accounts Payable supporting Docs (voucher, invoice, PO) 2 3 AU+3 Finance & IT GC34090 Bank Statements 2 3 AU+3 Finance & IT GC34090 Tax Reports (1099 Tax Info/Returns) 1 10 AU+10 Finance & IT 41 CFR50-201.501 402 ACCOUNTS RECEIVABLE Assessment Pay-offs 1 31 AU+3�_j 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 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 clerk memorandum July 27, 2007 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, 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 below. All records will be destroyed by their staff with the City Clerk's office. Inclusionary Housing Task Force 1998 Community/University Task Force 1990 Please sign below indicating your approval for the destruction of the attached listing of records. Audrey Ho er, Cit lerk c �tl- Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O'Conno , dug hereby certify that the records listed on the attached were properly disposed of on Original: City Clerk Copy: Department CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 1 CU=Current CL=Closed/Completed P=Permanent Wridefinite 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 CODE SECTION_ (in years unless otherwise noted RECORD REMARKS T COPIES or DUPLICATES of documents for which a department is not R. b/R It is the policy of the City of San Luis 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 Electronic copies of paper records should be kept no longer than retention periods specified in this schedule 100 GENERAL, DMINISTRATIC3N aP1 Ol„I AGE Gidt"RAL tAAhiACaEMEI+iT ,,1 . . ,,,. .... CACI Reports - 21 3 51 Various IGC34090 d _ Ci ry Informational Brochures, Publications, Newsletters S P P Various GC34090(d) Keep one for historical purposes City-wide Policies and Procedures S P P Various G034090(d) Keep one for historical purposes Correspondence - External 2 2 Various GC34090(d) Correspondence - Internal (excluding CAO Reports - see above) 2 2 Various GC34090(d) Departmental Policies/Procedures S 5 S+5 Various GC34090 d . General Information 2 2 Various [GC34090(d) In -House Committees CU 5 CU+5 Various GC34090(d) May be kept for researchthistoric purposes Staff Meeting Notes D/R D/R Various Nota public record ;.r;1< "i .µr,•-...,: ...-.,ray.a 'f:..,. Annual De.artmental Re orts 2 3 _,...., ... ... .. .. .. i... a.. a.,wYi .-L..,..,v,..i,..,,.,......li_ ...-.. 5 Various G d Chronological Files 2. 2 Various GC34090(d) Community Organizations 2 3 5 Various (3034090(d) Complaints 2 2 Various GC34090 d General Information 2 2 Various GC34090(d) Positive Feedback How are we doing? forms 2 2 Various GC34090(d) Professional Associations 2 2 Various GC34090(d) 'ssional Publications ournals, rlodicals D/R D/R Various Nota public record .:41 +,r..-- r ,.. d': Blank Forms S 1�• S Var 4s Rrstain while current . ! i•' t._i•.=104 ..Z. ieS” i R S;M`ANAG�tVf�,.��7#" „ ...:•�::, ,.. .S.t i e t'J t rr mss. ,... . , _.._ .. ,,,r Certificates of Destruction „>`sir�l�tf'i:i 7:itir'1 2 P ... s. „72J P ..., yes . Various, :'sfi GC34090 Legal document of final dis osition of record Public Records Requests 21 2 1Various 13034090(d) i;..Cl!(N�UMI•T>$+jfl�tRMENT._ 1. #: s i 3 fa " CU=Current CL=Closed/Completed P=Permanent Wridefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche II�Ilti�lll�����1�� illllllll�l M6MORAnbum city of san Luis oi3ispo, aammistuation aepautment DATE: July 31, 2007 TO: Ken Hampian, CAO Jonathan Lowell, City Attorney FROM: April Richardson, Administrative Assistant 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 below. All records will be destroyed by their staff with the City Clerk's office. Promotional Coordinating Committee Grant Agreements 1984-96 RFP -Promotional Services Contract 1985 and 1991 Property Management Program -Annual Report 1987 Southern California Gas Co. EIR 1987 Chamber of Commerce Agreements (promotionNisitors Ctr) 1991 Sonic Cable Franchise -Reports, Assessments 1992 BIA Board Appointments 1986 Agreements -Telecommunications Management Corp (1994), Madonna Construction, Kotin, Regan & Moouchly, Inc. (1994), La Fiesta (1991-92), Economic Research Associates (1995) Please sign below indicating your approval for the destruction of the attached listing of records. c� Ken am an, CAO nathan P. Lowell, City Attorn CERTIFICATE OF DESTRUCTION I, April Richardson, do hereby certify that the records listed on the attached were properly disposed of on 811 S Original: City Clerk Copy: Departmnent G\Administrative\Records Destruction\Destruction Doc 7-07.doc CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE i Page 7 — RECORD TITLE —� RETENTION PERIODS UM VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECORD REMARKS „ VON General working files Cu CU Fcurrent/active City Attorney GC34090 Ongoing purging to keep _Leislative Files CU 2 CU+2 Ci Attorne GC34090 d Property Files �_— — CL P1 yes I Cqy Attorney GC34090 a 704 GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention CU SAE CU+5AE yes yes' Clerk CCP337 Keep 5 years after schedule expiration. *Current contracts are Vital records _ Certificates of Compliance P P yes yes Clerk GC34090 a Conve ances from the Ci Deeds, Easements, Abandonments P P yes yes Clerk GC34090 a —_ Conveyances to the Cit Deeds, Easements, etc. P P yes yes Clerk GC34090 a -- — Liens P P yes yes Clerk GC34090(a) - — Williamson Act Contracts P P es yes Clerk_ a GC34PON— - N--- Notices of Adjournment T —v Notices 2 2 Various GC34090 d Claims/Sub ep ona Logs _ 2 2 Clerk GC34090 d — 7i1G*CAi�1TA Ityll'ROVEMENT•.00ARD ; CIB Agreements/Co n1racls P P Clerk CCP337 CIB EstablishmentlBlaws P P1 Clerk GC34090 e CIB Resolutions/Ordinances P P Clerk GC34090 e General Correspondence2 2 Finance ,GC34090 d Minutes P P Clerk GC34090 e .,. -; .. 3&r'�f .� .. .. . ! t,. ii.!!r .. .. _I�. Forms 9 S Clerk GC34090 d General Correspondence — - - - 2 2 Clerk GC34090 d Manuals S 5 S+5 Clerk G034090(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 GC81009(e) Consumer Price Index LCP0 CU 2 CU+2 Various GC34090 d} — --_ General Correspondence 21 2 Various GC34090 d Release CU 2 CU+21 Various GC34091 d tyPyr�ess 14'1Y"INNthiG s. Encroachment Permits CLII 4 CLt4 Public Works I GC34NO d Engineering Standards P P Public Works GC34090(a) - _ _ _ _ _ Correspondence _ _ _ 2 _ 2 Public Works GC34090(d) _ w _General ,. w Job Files: orig. specials', final pay estimates, change orders, r P P Public Works GC34090(d) "Includes submittals(materials,drawings, etc.), hzrdous waste manifest & trans. bids/plans/specs ,docs, envirommntl docs, special rpts - hzrdous materials, biological, soils, etc., agmts, warranty, CAO/Council rpts, ins. 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 Statements of Economic Interests (87200 Filers) Planning Commissioners: Donna Duerk Patrick Gerety Linda Hainline Charles Crotser Janet Kourakis David Jeffrey Council: Melanie C. Billig Dolores (Dodie) Williams Kathy Smith Bill Roalman City Staff: Toby Ross Paul Lanspery Roger Picquet city clerk memorandum July 31, 2007 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, 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 below. All records will be destroyed by their staff with the City Clerk's office. Statements of Economic Interests logs 1987 - 1999 Statements of Economic Interests (City Code Filers) 1987 —1999 Statements of Economic Interests (87200 Filers) — see attached list Fair Political Practices Commission Correspondence 1983 - 2005 Please sign below indicating your approval for the destruction of the attached listing of records. �)Ijrljj. '/� Audrey Hooper, City`Clerk an P. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O'Connor do hereby certify that the records listed on the attached were properly disposed of on O 4e . Original: City ClerkR r m �tl C trVk fY�� a' Copy: Depa t ent CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 5 RECORD TITLE RETENTION PERIODS I/M VITAL OFFICE OF CODE SECTION 5A0 -HUMAN RESC]URC S Applications Department of Motor Vehicles Records (in years unless otherwise noted) CL+1 41 CL+5 T+1 RECORD HR HR REMARKS 29 CFR 30.8 / GC12946 GC12946 Discrimination Com taint T+1 4 T+5 HR 29 USC 255 a R Empl2yee Discipline T+1 2 T+3 HR GC34090 c Employee Files T+1 4 T+5 yes yes HR 45CFR1066.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) _ Employment Eligibility Verification - Immigration/Naturalization Service T T HR GC34090(c) ,Equal Em2loyrnentQp2LeunityA2pods _ 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^� CL+1 4 CL+5 HR GC34090 Risk Management Reports CL 5' CL+5 HR GC34090 Safes T 3 3 HR GC34090(c) Tuition Reimbursement 1 2 AU+3 HR GC34090(c) Wellness Files T �T HR (13034090(d) Workers Compensation T+1 29 �T+30 es HR 29CFR1910.20 Temporary Employees T 5 T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) J.P:. i. .� . , r (�[1 !�; .�.f s -! �l[�: �(••.!••f:; f...r.. 1 x/ 1.: �11¢- ,. tl _rf rr...fi�.l =1ir�fl. .�'.r lf. ".1��.:, r[:•{�r r S S ) ra ��::•.J��; .. .._.p.+ -. _.r,..,t,..su€+i��xf!i;?.��..LrF'��•}Y:s,,,__i:!»rd��.a,._+"�L••�...R ..,..fs..o ...ii..c..r..?�.. -,. .r.�. Bids, RFPs (unsuccessful) CU 2 CU+2 'a .rp ,. Various .. .... ,.... GC34090 / CCP337/ SLOM03.24,170 Bids, RFPs, RFQs (successful) AU 5 AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 City -Owned Pr9p2rty/lro Mana ement P P yes Clerk GC34090(a) General Information 2 2 Various Surplus PLop2rty Auction/Disposal AU 4 AU+4 Finance CCP337 Surplus Pr2perty Listing AU 2 AU+2 Finance GC34090 tl j . FTf !. arP . I�i ,�[['�.. F� F..q. , i�.`.f. rRgF f°r:.,, e,'•.fI 11,,lf:r/,7i!,. [ I.}. I.1} }. rei .l.!lr,f.ri.?rff•..!,:, .d::t r.; �•,..1 r i,. -,} i +- {2 7 .rt.(f;r.''•:t.,}i{f ._ .,.3f . k7•. 7. 7If•, l•r2ti .,�t; .ft;•rx• �.y.:r. �.2.T.,ff� . '. x7Yy'T�•...f, ...,. fI} r-h•AF:.�lf' .f., f . , S },1j.t!-•!..1F...t.fi.•3 y•-�!i /., r ifr- €L!,4y- ' ! !/ $ �'�!.$r. 1 J t$frqS!;•. !Y f., -f :+ .,n. 3°f,!,.f:- +}i..:}[ .� 1f 23i`,�`` 77F:•Y�.i7[17riti 1. ! 3,. li}L` •�:� 1i1��3 ,i J,} ? �.i I } fri s. 1 15 F!f f Fi. { {,.-4 �r .f.. f. !ai {•7i: pi"i!r ! r`ii 1.: : ! t r, If �lY• T >r•I„ .. it •.. � ,I r' f f }1 Tj�rY $' �tll. t !. ;;�, }• ,•),{d t.". 19•A`:itxr -rfl ..rr >f.,. }_.,,,. d.f f .I /}. ....JIF}�..[ Affidavits of Publication 2 3 51 rious GC34090(g) _ Certificates of Postin Cu 21 2 Various GC34090 Charters -Listed Numerical with Amendments P P yes es Clerk GC34090(e) / GC40806 Citizens' Charter Committee CU + 21 P P yes Clerk GC34090(d) Council Ordinances P P yes yes Clerk GC34090(e) Council Resolutions P P es es Clerk GC34090(!21 / GC40806 Grand Ju 2 2 Clerk GC34090(d) League of CA Cities 2 21 Clerk GC34090 Legal and Display Ads CU 4 4 Various CCP 343, 349 et seq.; GC911.2GC34090 Le Wation: County, Federal, State 2 21 Clerk GC34090 d CU=Current CL-Cbsed/Completed P=Permanent Wridefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded VM = Image/Microfilm/fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 4 RECORD TITLE RE7IENTION PERIODS VM VITAL OFFICE OF CODE SECTION _ _ Cash Recei is (in years unless otherwise noted) '!'!►�+ F1NAt:TfVE T �- 1 3 AU+3 RECORD Finance & IT REMARKS �.. _- __ GC34090 cam_ Credit Bureau Adjustments Invoices 1 1 3 3 _AU+3 AU+3 Finance & IT Finance & IT GC34090 c GC34090(c)_ Journal Entries Refunds 1 1 3 3 AU+3 AU+3 Finance & IT Finance & IT GC34090(c)_ t3034090 c _ Revenue Backup 1 3 AU+3 Finance & IT GC34090(e) / SLOMC3,16.190 / SLOMC3.04.110 Transient Occupancy Tax 1 3 AU+3 Finance & IT _GC34090(c) Checks, Canceled 1 51 AU+51 Finance & IT GC34090 c / CCP337 General Corres2 ondence 1 S AU+31 Finance & IT GC34090 d f_!iAWPAYR-41i.. Pa roll Char es 1 31 AU+3 Finance & IT GC34090 c l CFR516.2 Payroll Reports 90 days 101 AU+101 Finance & IT GG34090 c Tax Rte2rts 11 10 AU+10 Finance & IT GC34090(c) / CFR516.2 Time Sheets '. 408 GR/�f?IT5 ,• ;. •,, it,: i .. Community Development Block Grants (CABG) 1 T1 3 41 AU+3 T+41Plannin Finance & IT GC34 C / CFR516.2 24CFR570.502 Federal Grants, including FEMA / other emergency (Applicants, reports, contracts, supporting documents) CL+5 5 GL+5 Various GC34090 Grants-in-aid (Applicants, reports, contracts, supporting documents) State Grants (Applicants, reports, contracts, supporting documents) CL+5 CL+5 5 5 CL+5 CL+5 Various GC34090 Various GC34090 s :,if .p .Ei r _ I. ,; ; F1�`rT J i i. .+r r... ,r� .1x .•..l..ax, .I t- .:� r z.�I.i., ..: T,>� •...,, Credit Bureau Assi nments 1 3['. AU+3 Finance & IT 'i.>z. .,r..:...•; `i3 1! i � ' r.,• � GC34090(c) Meter Reads 1 31 AU+3 Finance & IT GC34 c Payment Stubs & T2pes 1 AU+1 Finance & IT GC34090(d) Purge Tapes 1 3 AU+3 Finance & IT GC34090 c Refunds 1 3 AU+3 Finance & IT GC34090(c) Service Requests 1 3 AU+3 Finance & IT GC34090(c) Utility Billing_Register 1 3 AU+3 Finance & IT GC34090(c) t.. I P- 4i Fl�r?ri'C3RF�r.;.t r ...:°, ,,: ,.. .:I e ,r 'rf. :I• ... ....,.., .i_r�_.z.:,._! Ir,' - Audited Financial Statements 10 P' Finance & IT (�..... ..... . GC340 c Bonds Payable and Other Long -Term Indebtedness T+3 T+3 Finance & IT GC34090(c) / CCP337.5 / GC53921 Fixed Asset Subsidia L299.er includes invento 1 4 AU+4 Finance & IT GC34090(c)_/ 26CFR301-65-1 f Monthl Financial Statements Audit year 5 AU+5 Finance & IT G234090(c� Other Financial Reports 1 3 AU+3 Finance & IT GC3409_0��J State Controller Reports 5 5 Finance & IT GC34090(c)_ Surplus Property List 1 3 _AU+10 AU+31 Finance & IT GC34090(c) Budget Document (Financial Plan)P P Finance & IT GC34090(c) 71 =- L== CU --Current CL-Closed/Completed P=Permanent Wridetinite D/R=Destroy when no longer relevant A/E=Atter expiration T -Termination AU=Audit S=Supereeded I/M = Image/Microfilm/fiche Professional Computer Services Pacific Coast Cabling, Inc. TI Communications MGMT. Group Computerland Yes 67 92-41 LAN Equipment & Supplies Witco Computers Anixter Bros. Inc. Danbru Wire & Cable, Inc. Accelerated Technologies Plexcom Inc. Cabletron Systems Yes Box 105 Contains Agreements 105 CCG Systems 105 Hinderliter, De Llamas 105 KPMG Peat Marwick 105 Griffith, David & Assocs. Yes 78 93-45 RFP - City Wide Area Network 1993 Accelerated Technologies Digital Networks Corp Pacific Bell Communications, Inc. Yes 98 516 Water Services Rates Yes 101 107 Travel Guidelines Yes 102 130 Mail Systems Equipment 1988 Yes 102 203 Financial Management Information System Yes 102 233 Council Goal Setting 1993-95 Budget Workshop 3113/93 Yes 102 233 Council Goal Setting 1993 Yes 103 201 Finance Agreements - County Utility Billing EDP Services Yes 106 223 Audit -Independent -Peat, Marwick, Mitchell Co. Yes 106 296 Revenue Taxation - Bed Tax/Business Tax Yes 106 295 Property Tax Revenue Yes 106 294 Revenue Taxation - Utility Tax Yes 106 223 Agreement for Financial Advisory-Evenson, Dodge, Vertex Cost System Yes 106 204 Private Sector Contracts/Consultants Yes 106 233 Council Goal Setting Yes 106 202 Finance AdminJGeneral Corresp. Yes 106 242 Capital Improvement Plan Correspondence Yes 106 291 Revenue Taxation Agreements Yes 106 516 Water/Wastewater Revenues and Fees 10/92 - 6/93 (Water Fund Rate Review) Yes 106 525 Wastewater Services Rtes 1981 - 1992 Yes 106 214 Capital Improvement Board Yes 107 109 Fees Yes 107 167 Purchasing Control System Yes 67 92-34 RFP LAN Installation & Upgrade Accelerated Technologies Purge Box #'s File #'s Files To Be Reviewed By The Finance Department Yes 7 Appraisal of Construction & Equip belonging to the City - Dec 31, 1976 Yes 7 Inventory of items used & purchased by Department- 1974-1975 Yes 9 Old papers from Finance - 1920-1950's Fines and Various Receipts Appointments of Verification Yes 15 89-32 RFP -Copying Service (SPCN# CC -1) Mills Fine Arts & Gifts Copy Center Poor Richard's Press Kinko's Copies Yes 17 166 Subject Files: Auction of City Owned Property Yes 17 165 Subject Files: Surplus Property (Real) Yes 17 161 Subject Files: Purchasing Agreements - Copier Services Yes 17 108 Subject Files: Data/Word Processing Book 2 RFP & Agreement/Entech Data Comm. Inc. Yes 54 92-20 Advertising Services for City of SLO Yes 55 91-43 Open Space Acquisition Financial Analysis x2 Yes 77 88-16 Uniform and Laundry Service for City Employees Plan # M -47z Yes 77 90-34 RFP - 6 Copy Machines Spec # TSC 90-05-01 Copytron Superior Office Systems Eastman Kodak Company Golden State Systems More Office Systems Yes 77 92-07 BIA Advertising Service RFP Barnett Cox & Associates Tom Jones Creative Advertising Yes 77 92-16 Investment Services RFP SPCN # 92-03-02 Shearson Lehman Brothers Merrill Lynch Capital Markets Dean Witter Reynolds, Inc. Smith Barney, Harris Upham & Co. Inc. Yes 77 93-48 Airport Area Fiscal Impact Analysis RFP Agnus McDonald & Associates Mundie & Associates Economics Research Associates MEMORANDUM August 1, 2007 TO: Bill Statler, Finance & IT Director Jonathan Lowell, City Attorney FROM: Debbie Malicoat, 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. The attached list of records had been in storage at Sandercock. The City Clerk's office has coordinated the purging of records from that facility. I have reviewed the boxes and the list of files for compliance with the City's policy. The attached list of files exceed their record retention or are duplicate copies of files that are currently being retained elsewhere. Please sign below indicating your approval for the destruction of the attached listing of records. Statler finance & IT Director C- 1��z n Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Debbie Malicoat, do iiercf)y certify that the records listed on the attached were properly disposed of on ! z (Date) WRecords Retention\Destruction Memo-Certificate-sandercock.doc Debbie Malicoat Accounting Supervisor Original: City Clerk Copy: Finance & IT Department WRecords Retention\Destruction Memo-Certificate-sandercock.doc CWF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE CU=Current cl-maosed/completed P=Permanent I.Indeflnite 13/8 --Destroy when no longer relevant A/E=After expiration T•Termination AU -Audit S=Superceded UM - Image/Microfilm/fiche Box # File # File Name 7 Parks & Rec City Park Maps - 1953 (Buchon, Osos, Santa Rosa, Pismo) 15A 90-59 CP # R -30X (Jack House Exterior Rehabilitation) 53 90-36 RFP Asbestos Abatement services for Rec Ctr. RCNO REC 90-001 Walsh & Sons Scientific Asbestos Control Remtech Restoration Corp. Precision Works, Inc. APC Contractors, Inc. 64 832 Mardis Gras 91-92 La Fiesta 90-91 La Fiesta 92 Italian Street Painting Festival 92 SLO Criterium 91-92 Poly Royal 90-92 Parades/Walk-Run Permits 1/91-6/91 Parades/Walk-Run Permits 7/91-9/91 Parades/Walk-Run Permits 10/91-12/91 1992 Correspondence Parade/Street Closures 1192-6/92 Parade/Street Closures 7192-9/92 Parade/Street Closures 10/92-12/92 Fourth of July Parade 7/4/91 84 831 Pending Permit Applications, Information, Filming 1990 Special Events Policy (Other Cities) 832 Parade/Street Closures Special Event 9/93 Parade Permit/Walk Run Applications 10/93-12/93 Parade/Street Closures Special Event 1/93-4/93 Parade/Street Closures Special Event 5/93-8/93 Parade Permit/Walk-Run Applications 1/89-7/89 Parade Permit/Walk Run Applications 1988 Parade Permit Applications 1987 Parade Permit Applications 1986 Parade Permit/Walk Run Applications 01/01/90-6/30/90 Parade Permit/Walk Run Applications 07/01/90-12/21/90 Parade Permit/Walk Run Applications 08/89-12/89 833 La Fiesta 1984-1989 105 Griffoul, Michelle 49 -90 -CC Public Art Project (duplicate) mcmoAnum city of san Luis oaispo, packs ana uecReation bepautment August 13, 2007 TO: Betsy Kiser, Director of Parks and Recreation Jonathan Lowell, City Attorney FROM: Marti Reynolds, 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. Three boxes of records were recently retrieved by the City Clerk's Office from storage at Sandercock. These boxes exceed the retention requirements and, as such, are being prepared for destruction. A listing of those records is attached. Please sign below indicating you approval for the destruction of the attached listing records. r Busy 'ser, ark and Recreation Jo C;anrLowell, City Attorney CERTIFICATION OF DESTRUCTION I, Marti Reynolds, do hereby certify that the records listed on the attached were properly disposed of. Attachment: 1) Listing of Files 2) Record Retention Schedule Date Records to be Destroyed October 17, 2007 City Hall Robert O. Gibson, Archaeologist; Cultural Resources Survey — Water Reclam. Proj. Pre -1992 City Hall Southern California Gas Co. ; Purchase & Sale Aa eement Pre -1992 City Hall Converse Consultants West; Evaluation of Instrumentation Data / Whale Rock Pre -1992 City,Hall McGrath Construction; Debris Recycling Demonstration Project Pre -1992 City Hall Sancon Engineering; Manhole & Lift Station Wet Well Coating Pre -1992 City Hall County of SLO; used Oil Collection Project Grant Pre -1992 City Hall Wastewater Treatment Plant 9/85-3/92 City Hall Solid Waste Management 1990-1992 City Hall Public Services/Utilities — Telephone Company Pre -1992 City Hall Public Works/Utilities Agreements Energy & Mineral Research Center Pre -1992 City Hall Utilities Department Reorganization 1988-1990 City Hall Purchasing — Misc. Chemical Bids 1991-1994 City Hall San Luis Garbage Franchise Book 1958-1975 City Hall Utility Chemicals Spec. #9320 Pre -1992 City Hall Water Agreement — Woodwara — Clyde — Desalin. EIR Pre -1992 City Hall Water (Fresh) Agreements — Witco Computers — Telemetry System Pre -1992 City Hall Water (Fresh) Agreement — Ferrini, Matthew & Elizabeth Pre -1992 City Hall Water (Fresh) Agreements — Motorola — Telemetry Communications Pre -1992 City Hall Water (Fresh) Agreements — Boyle Engineering Corp. Pre -1992 City Hall Water (Fresh) Agreements — Dalidio/Perozzi/Dalidio Pre -1992 City Hall Water Agreements — Hansen Software — Water System Management Software Pre -1992 City Hall Water Agreement — Geotechnical Serv. (J.R. Associates) Pre -1992 City Hall Water Agreements — Local Water Resource Alternative — Leedshill-Herkenoff, Inc. Pre -1992 Records to be Destroyed October 17, 2007 City Hall Wastewater Treatment Plant 1976 - FinaI EIR for upgrading & Pre -1992 Expansion City Hall SLO Public Owned Treatment Works- Pre Treatment Program 5/25/82 City Hall Jenks & Adamson Report on Los Osos Valley Water Supply Pre -1992 Program City Hall City of SLO Civic Center Improvements Project Aarch. 2/90 Program City Hall Water Treatment Plant Modifications, Specs/Bids Pre -1992 City Hall California Water Plan jJdate Pre -1992 City Hall Laguna lake Golf Course Test Well Pre -1992 Miller Drilling Co. Floyd V. Wells, Inc. City Hall Sewerline Improvement Project - Broad & Meinecke Pre -1992 R. Baker Inc. Dennis O'Brien Raminha Construction Madonna Construction Cowboy Construction Co. Monarch Construction lof Orange C. Beecham Construction City Hall Sewer line Improvement Project - Oakridge Easements Pre -1992 Dennis O'BrienMonarch Construction Construction of OrangeCak- R. Burke Corp. Fz:11 R. Baker Inc. John Madonna Construction` C. Beecham Construction City Hall Stenner Canyon Reservoir No. 2 Cover and Lining Project Pre -1992 Sta-Flex Palco Linings, Inc. City Hall Stenner Canyon Reservoir No. 2 Piping Modification Project Pre -1992 R. Baker Inc. City Hall Fraser, Bruce; Water Pump House Prototype Pre -1992 City Hall Flood & Water Conservation Dist. ; Cloud Seeding Pre -1992 City Hall Kennedy/ Jenks/ Chilton; Computer Reservoir Operations Pre -1992 Model City Hall Flood & Water Conservation Dist; Cloud Seeding Pre -1991 City Hall Calgon Corporations; Granulated Activated Carbon Pre -1992 City Hall Dive Corr Inc.; Interior Steel Water Storage Facilities Pre -1992 Inspection City Hall Westates Carbon; Removal of Carbon from Dalido Water Pre -1992 Tanks City Hall North Coast Engineering, Inc. ; upport/ Auto Park Way Pre -1992 Filtration Sys. City Hall Pressure Vessel Service (PVS); Storage Tank Loan Agreement Pre -1992 Records to be Destroyed October 17, 2007 City Hall Whale Rock Fishing Program Davis-Grunsky Grant 1960 City Hall Whale Rock Fishing Program Anderson Plan 1968 City Hall Whale Rock Fishing Program Citizens Plan 1969 City Hall Whale Rock Commission Plan 1977 City Hall Whale Rock Directed Plan EIIZ/Fishing Plan/ Grant Application 1979 City Hall Whale Rock Fishing Program Recreation Use as of 6/81 6/81 City Hall Whale Rock Sportsman Assoc. vs Commission 1973-1974 City Hall Whale Rock Sportsman Assoc. vs Commission 6/72-12/72 City Hall Whale Rock Sportsman Assoc. vs Commission 1975 City Hall Whale Rock Sportsman Assoc. vs Commission 1976-1978 City Hall Whale Rock Ponding Area Downstream Pre -1992 City Hall Water Wastewater Chemical Bids 91-93 7/1/93 City Hall Wastewater Laboratory Analysis FY 91-92, & 92-93 1992-93 City Hall Whale Rock Reservoir Fencing Replacement Phase I 11/94 City Hall Sewermain Improvement Project: Johnson Pismo to Marsh Pre -1992 City Hall California Water Project Coastal Branch Phase R 6/90 City Hall Water Bonds - Series A 1959 - City Hall Water Bonds - Series B 1959 City Hall Proposal for Groundwater Study - Wallace & Assoc Pre -1992 City Hall Proposal to Prepare a Focused Environmental Impact Report 8/87 City Hall Groundwater Study Phase III - 8/88 City Hall SLO County Master Plan update 3/1986 City Hall California Water 11/97 Hall SLO County Master Water Plan 10/85 -City City Hall SLO County Master Water Plan - Update & Executive Summary 3/86 City Hall Water Management Element/ Water Management Plan EIR 2/87 City Hall Stenner Canyon WTP Upgrade EIR - Technical Analysis Co 4/91 City Hall Appraisal of San Luis Obispo Water Department Properties Pre -1992 IL City Hall /529 - Water & Sewage Systems Pre -1992 City Hall /529 - Report on Water & Sewage Works to Serve Los Osos Valley Pre -1992 City Hall /529 - Financing Major Water & Sewer Improvements/ Stone & Youngberg Pre -1992 City Hall Report on Water Supply for Camp San Luis Obispo 4/1941 City Hall Edna Valley Water System Improvement - Final Report Pre -1992 City Hall Report on Southerly Extension of Water System Pre -1992 City Hall Los Osos Valley & Lower Higuera Area Water System Improvements 1973 City Hall Feasibility Study for Small Hydroelectric Facility Pre -1992 City Hall Edna Saddle 4. M. G. Reservoir Site Preparation Pre -1992 City Hall Los Osos Valley & Lower Higuera Area Water System Improvements 1973 -7 - -- Records to be Destroyed October 17, 2007 City Hall Cathodic Protection Services -survey Whale Rock pipeline 1992 City Hall Pacific Geoscience-Construction of two monitoring wells 1991 City Hall Whale Rock Commission Annual Budgets Pre -1992 City Hall Whale Rock Commission Special Audits Pre -1992 City Hall Whale Rock Commission Series "A" Bond Issue Pre -1992 j City Hall Whale Rock Commission Series "B" Bond Issue Pre -1992 City Hall Hydroelectric Facility Correspondence Pre -1992 City Hall Whale Rock Fishing Program Proposals Pre 1992 City Hall Whale Rock Fishing Program 10/79 Pre -1992 City Hall Whale Rock Fishing Program Grant Application 1/80 Pre -1992 City Hall Transcript of Proceedings/ Whale Rock Commission vs Sportsman's Assoc Pre -1992 City Hall Whale Rock Comm vs Sportsman Assoc. — Appellant's Reply Brief/ City of LO Pre -1992 City Hall Whale Rock Comm vs Sportsman Assoc. — Appellant's Reply Brief/ Whale Rock Co Pre -1992 City Hall "" " Petition for Hearing/ City of SLO Pre -1992 City Hall " " " / Whale Rock Comm. Pre -1992 City Hall " " " Appellant's Brief / City of SLO Pre -1992 City Hall Appellant's Brief / Whale Rock Commission Pre -1992 City Hall Whale Rock Ponding Area Appraisal Report — E.M. Mester 6/14/76 City Hall Court Directed Plan — W/R Fisting Program 1979 City Hall Court Directed Plan — W/R Fisting Program Grant Application 1979 City Hall Financing Report W/R Project by Stone & Youngberg Pre -1992 City Hall A Proposal for Design Alternatives/ Environmental Impact Report Pre -1992 City Hall Agreements — Land & Water Conservation Fund Pre -1992 City Hall Agreements — Kennedy/ Jenks — Whale Rock Facility Upgrade Pre -1992 City Hall Agreements — Leedshill-Herke-ihoff (Coastal Stream Diversion & Storage Project) Pre -1992 City Hall Agreements — Leedshill-Herke-ihoff, Inc. — For Engineering Services Pre -1992 City Hall Agreements — Mainini, Angel F. and Anna J. Pre -1992 City Hall Agreements — Morro Bay/Bounty Water Works Dist. #2 Pre -1992 City Hall Agreements — Well & Chlorination (Dam) Pre -1992 City Hall Whale Rock Administration Correspondence Pre -1992 -City Hall Whale Rock Administration Complaint in Eminent Domain Pre -1992 City Hall Whale Rock Agreements — Operating Policy, Mo. Accounting Reports Pre -1992 City Hall Whale Rock General Correspondence Book I Pre -1992 City Hall Whale Rock General Correspondence Book II Pre -1992 City Hall Whale Rock Fish and Game Commission Correspondence Pre -1992 City Hall Whale Rock Insurance Correspondence Pre -1992 City Hall Easement Through Cam2 SLO 4/4/69 Records to be Destroyed October 17, 2007 Location Description Date City Hall Coast Stream Diversion Proposals 1986 City Hall Office Automation Proposals 1986 City Hall I Evaluation of Desalination Proposals 1990 Cit Hall Chemical Bids 1989/1990 City Hall Dalidio Water Supply System file Pre -1992 City Hall Pump & Meter Houses file Pre -1992 City Hall Johnson Street Pump House file Pre -1992 City Hall Booster Pumping Station file Pre -1992 City Hall Sewage Treatment Works South of SLO file Pre -1992 City Hall Reservoir #1 file Pre -1992 City Hall Reservoir #3 file Pre -1992 City Hall Bishop & Laurel Water Tank file Pre -1992 City Hall Water Filtration Plant file Pre -1992 City Hall WTP Cogeneration Engine Overhaul file 1991 City Hall Wastewater Sludge Services file Pre -1992 City Hall Sewer Forcemain Improvement Bids 1991 City Hall Whale Rock Commisssion Pump Facilities Upgrade Bids 1992 City Hall Water Flouridation file 1952-1954 City Hall Environmental Agreement Cycling Improvement Plan/Cal Poly file Pre -1992 City Hall Environmental Impacts -Recycling file Pre -1992 City Hall Water Hydro Facility at WTP Proposals Pre -1992 City Hall Stenner Canyon Hydro Project Lease Purchase Financing Pre -1992 City Hall Wasterwater Agreements Power Purchase - PG&E Pre -1992 City Hall Wastewater Treatment Plant — Kennedy Jenks Pre -1992 City Hall Wastewater Treatment Plant Mcbilehome Pre -1992 City Hall Water Management Plan — GS Dodson & Assoc. Pre -1992 City Hall Whale Rock Reservoir Fencing Replacement Phase H - RFP Pre -1992 City Hall Water Management Plan Book 7 Staff Reports 1991 City Hall Water Management Plan Book 6 Staff Reports 1990 City Hall Water Management Plan Book 5 Staff Reports 1989 City Hall Water Management Plan Book 4 Staff Reports July 1988 -Dec 198.9 City Hall Water Management Plan Book 3 Staff Reports Aug 1987 -May 1988 City Hall Water Management Plan Book 2 Staff Reports Au 1986 -Sept 1987 Cit Hall Water Management Plan General Correspondence May 1985 -Oct 1987 City Hall SLO County Garbagemen's Association C'orgtu^cru 1994 City Hall Ford W Hall Co Agreement -Install Algae Sweep 1995 , City Hall Boyle Engineering-Groundwate_ Basin Evaluation 1991 City Hall James Montgomery Consulting -Des alination Project 1990 City Hall Robert Simmons — Professional Services 1990 ` City Hall Specialty Crane & Rigging -Auto Park Water Tank Relocation 1993 City Hall Envirommnetal Collaborative -Landscape WTP 1992 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 * Service Needed ill L Document Storage. Retrieval & Management Professionals Please Fill in: SERVICE REQUEST The DocuTeam Fills in: Account Name: C—�`;t< W 10 TYPE: Access Delivery Requested By: �; r�.:`ti,Y lot• Account Number: ll }} I Phone # : t-�,' ' �'C Level 2 Account # : 0 ( TIME REQUIRED BY: Date Received: CC7'c:0 Time Request Received: Containers Requested: Client box The DocuTeam # (Alt. Box Barcode Code) Description TDT File Folder or Tape Bar Code # Service Needed TDT Notes: (N/F, Date Sent, or Check mark) � 0�( ' Xj1 1 D = TDT Delivers F = TDT to Fax P = TDT Picks Up at Client Location A = To be Picked up @ TDT The DocuTeam Business Hours are from 8:00am to 5:00 pm Monday through Friday Service Times: Requests received by 11:00am are delivered By 5:00pm the same Day. Requests Received after 11:00am are delivered By 12:00 noon the next Da)(. Phone: E44-0440 Fax: 544-0858 TDT Service Request R1 11/1/2007 10:04 AM City of SLO Utilities Dept. 879 Morro St. San Luis Obispo, CA 93401 -ONTACT: Cheryl 'HONE: (805) 781-7215 Votes: **DESTRUCTION** 00CH Document Storage, Retrieval & Management Professionals 140 Hind Lane, San Luis Obispo, Ca 93401 Phone: 805 544.0440 Fax 805.544.0858 www.thedocuteam.:)om DELIVERY WORKORDER 1111111111111111111111111111111111111111111111 IN No. 00061809 11/1/2007 10:03 AM Acct: 0007 Acct PO#: Service Date: 11/1/2007 2:00 PM Auth : Route: **CALL 30 MIN BEFORE ARRIVAL/BOXES ARE @ ANCTHER LOCATION** 'ICKUP CONTAINER: Requested: 8 Actual: JTHER SERVICES DIRECT DESTRUCT OF CONT Fotal Unitemized Pickup Items Containers: 8 f he DocuTeam Quantity Cost Center Requestor 8.00 CHERYL WORKORDER SUMMARY Filefolders: 0 Tapes: 0 City of SLO Utilities Dept. Page 1 MEMORANDUM DATE: October 22, 2007 TO: John Moss 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 is attached. The records listed exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be shredding by Docuteam. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. f ohn Moss/Utilities Director C�at7han Lowell/City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on �, j, 0e07 Records to be Destroyed October 15, 2007 Location Description Date WRF Plans/Specs & Corresp. — WRF Paving Projects 1985-1998 WRF Specs & Corresp. — Digesters #1 Empty & Clean 1972,1978,1991,1995 WRF Specs & Corresp. — Digester #3 Repair 1991 WRF Specs & Corresp. — Digester #2 Repair 1985,1990 WRF Specs & Corresp. = Digester #1 Repair 1972,1981,1990,1996 WRF Proposals, Corresp. — DAFT Tank Scrubber 1999,2001 WRF Chemical Companies Correspondence 1997-2002 WRF Doug Marks Correspondence 1991-2000 WRF Sloscape Correspondence 1995-2002 Wtr Dist Wtr Dist Supervisor Correspondence 1985-2004 Wtr Dist Misc. Correspondence 1986-2004 MEMORANDUM DATE: October 15, 2007 TO: John Moss 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 is attached. The records listed exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be shredding at the Utilities Administration Office. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. s/Utilities Director *"`7onathan Lowell/City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on c,? CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS 11/M [VITALI OFFICE OF CODE SECTION (in years unless otherwise noted) !. RECORD REMARKS ACTIVE INACTIVE TOTAL Certificates of Destruction 2 P P yes Clerk GC34090 Legal document of final disposition of record Public Records Itt;ctuests 2i 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 i 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 immediatel, 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 yen Building GC34090(a) Microfilm plus original i - -__..-- cards stored Notices of Address Change P P Planning GC34090(a) Housed in Address files Notices of Determination P P Planning GC34090(a) _ Noticoo of Exemption CU P P yes Planning GC340YU(a) Microfilm - one the contains all originals Project Files; Administrative Use Permit; Planning Commission Use 2 P P yes Planning G034090(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 GC34090(a) Housed in Address fi <.a Run with the land (also recorded at -- County) Sign Inventory Files _ I CU 2 2 Planning GC34090(d) _ —_ _ — Sign Permits 2 2 Building GC34090(d) Should only retain files pertaining to existin _si na e Tracts and Minor Subdivisions 5 5 P yes Planning GC34090(a) Film after minimum of 10 years'. See Public Works for Tentative ma2s Unreinforced Masonry Files (structural anal sjs) P P BLiildin GC34090(a) Retain hard files 300 CITY MANAGEMENT 301 COUNCIL FILES Action Update 21 2J Clerk GC34090(d) CU=Cum L=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=. expiration TJ ermination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche city clerk memorandurra November 6, 2007 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, Deputy City Clerk SUBJECT: REQUEST FOR RIPCORDS 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 below. All records will be destroyed by their staff with the City Clerk's office. Action Updates January — December 1995 January — December 1996 January — December 1997 January — December 1998 Please sign below indicating your approval for the destruction of the attached listing of records. f AudreyHo er Cit C erk an P. Lowell, City Attorney � Y CERTIFICATE OF DESTRUCTION I, Julie O'Connor do hereby certify that the records listed on the attached were properly disposed of on Nvl Original: City Clerk Copy: Department Page 1 of 1 Julie, SB90 claims aren't specifically listed on the schedule, but they are most similar to Accounts Receivables, so that's the section we referenced when determining if we could get rid of these old files. We are retaining the information for the SB90 claims that haven't been paid yet (like we would keep unpaid invoice information), but anything that had been paid we treated like audit + 3 years. As you can see by the list, this isn't something that anyone has really done in the past. Vi's had this drawer full of files for YEARS, but until we had to move it I never sat down and took the time to go through that drawer. Debbie