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HomeMy WebLinkAbout01-02-2018 Records Destruction list - City ClerkOffice of the City Clerk 990 Palm Street, San Luis Obispo, CA 93401-3218 805.781.7100 slocity org MEMORANDUM DATE: January 2, 2018 TO: Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney FROM: Carrie Gallagher, 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 as follows: Provide general information about the request: - 1 box of records exceeding the retention requirements and, as such, are being prepared for destruction. The method of destruction will be confidential shredding. - Approximately 2,800 electronic records exceeding the retention requirements and, as such, are being deleted from the electronic storage system. Please sign below indicating that the record titles are appropriate for electronic rete an and the requirefients of the records retention policy. , Greg 1- le:tatin,,lDcpttty City Manager Christine Dietrick, City Attorney I, Carrie Gallagher,d h reby certify that the records listed on the attached were properly disposed of on (date). Carrie Gallagher, City Clerk Attachments: 1. List of record to be destroyed 2. Relevant sections of the records retention schedule Original.- City Clerk's Office meets RECORDS DESTRUCTION LIST DEPT/DIV or Creation Conversion Category Year Year Description City Management Council Correspondence - Sifu Kelvin Berrman Harrison 301-22 2008 2018 physical file Council Correspondence - 2nd Quarter City Management 301-22 2014 2018 physical file City Management 301-11 2015 2018 Council Meeting Public Comment Speaker Slips City Management 301-11 2014 2018 Council Meeting Public Comment Speaker Slips City Management 301-11 2013 2018 Council Meeting Public Comment Speaker Slips Mayor's Quarterly Meeting, City Advisory Bodies City Management 304-03 2011-2012 2018 physical file Chronological File Office Reference 102-02 2015 2018 physical file Records Management 104 2008 2018 Public Records Requests - 24 electronic files Records Management 104 2009 2018 Public Records Requests - 15 electronic files Records Management 104 2010 2018 Public Records Requests - 21 electronic files Records Management 104 2011 2018 Public Records Requests - 60 electronic files Records Management 104 2012 2018 k Public Records Requests - 142 electronic files Records Management 104 2013 2018 Public Records Requests - 129 electronic files Records Management 104 2014 2018 Public Records Requests - 1,432 electronic files Records Management 104 2015 2018 Public Records Requests - 1,313 electronic files Original: City Clerk's Office RECORDS DESTRUCTION LIST r ► Computer ► Clerk (G:) r PRARequests t 2M-- lit View Tools Help Burn New folder Name r r� 05-25-2040 Petition Format Binding Arbit... 05-30-20010 Binding Arbitraion Petition C... 12-09-08 Pick Buck records Request 081908 etspu blicrecordsreq u est111348 Girvin 2-2-04 email Girvin 3-18-04 email Huelskoetter records request 020908 )T8 Enterprises Financial Data 11-18-08 f� McNabb records request 061808 f Merritt Research 11-10-08 07 Mukai Tract 1259 New Times request 031408 New Times request 052708 ] Pick [Downtown Assoc 124108 Pick records request 112508 ' Randle records request prevailing wage Schultz records request 013008 Shipp records request 061108 Shipp request San Luis Drive 122208 f ] Smith investigations records request 011... Smith Investigations transmittal f UC Merced Treasurer Records 122.208 }� Varvel records request 032408 Original: City Clerk's Office Date modified Type 11/21.12008 8:44 AM 1112112006 8:45 AM 12/9/2008 3:59 PM 81261200812:19 PM 11113/2008 2.41 PM 1129x`200612:14 PM 1/29'200812:15 PM 1f9i2C08 3:13 PM 1111812008 4:50 PM 6/1912008 8:18 AM 1111312008 533 PM 7/2[2008 3:10 PM 311412008 3:07 PM 6/3012008 8;55 AM 12#2f20081:39 PM 1112512008 210 PM W1612008 7:57 Ah! 1130;'20061:13 PM 611112008 4:57 PM 12122,12.008 10-51 ... 4122/2008 7:57 AM 4/25/200611:34 AM 12/2912008 9:51 AM 3124,x200812:19 PM Adobe Acrobat D... Adobe Acrobat D... Microsoft Word 9... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... Microsoft Word 9... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D.,.. Adobe Acrobat D... Adobe Acrobat D,.. Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... Adobe Acrobat D... 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Size 248 KB 26 KB 28 KB 42 KB 47 KB 244 KB 267 KB 90 KB 71 KB 35 KB 30 KB 45 KB 107 KB 101 KB 1,136 KB 33.9 KB 812 KB 250 KB 48 KB 357 KB 47 KB 26 KB 45 KB 232 KB RECORDS DESTRUCTION LIST W - ► Computer ► CPerk (G.) ► PRA Requests ► 2009 did View flock Help e Barn New folder r Name Date modified Type Size Rk 01-28-09 Brandt Hawley 2!2/20(19 2.00 PM Microsoft Word 9.,. 42 KB ' 02-26-09assetmgtconsuitantsbaker 3/2/2009 8:07 AM Adobe Acrobat D... 391 KB ' 03-05-09publicpayinstitute 3/5/2009 3:25 PM Adobe Acrobat D... 430 KB 04-20-09 People's Vanguard of Davis 4,121/2009 6:15 PM Adobe Acrobat D.,. 53 KB 04-20-09centerfor contractcompliancevi... 4/20/20092:38 PM Adobe Acrobat D... 811 KB 04-20-09centerforcontractcompliancevin... 4/20/2009 2:36 PM Adobe Acrobat D... 776 KB 04-21-091oreemcroberts 4/22124309 4,30 PM Adobe Acrobat D,., 679 KB L� 05-07-09 MetroPCS Cell Site 5/7,124109 4:35 PM Adobe Acrobat D,., 45 KB 05-07-09 Professional Finders 5,[7/2009 4,33 PM Adobe Acrobat D,,, 126 KB 06-01-09 Hopp 6,13./2009 6,32 PM Microsoft Word 9... 47 KB f� 07-31-09simpson234taxi 7/31/200911,37 AM Adobe Acrobat D... 88 KB 09-01-09 McNabb3001-awrence 9/1/20093:48 PM Adobe acrobat D.,. 127 KB 09-15-09Childers 9/14/2009 5.13 PM Adobe Acrobat D... 104 KB 12-04-09hopp 12;10,1100912:13 ... Adobe Acrobat D-,,. 124 KB Hooper Retirement Gift Contribtution 11/4.12009 3:26 PM Microsoft Word 9,,, 83 KB Original: City Clerk's Office v I . ► Computer ► Clerk (G.) ► PRA Requests ► 2410 At View Tools Help !w Burry New #alder Name f Austin091210 Betan 09-29-10 Biasotti 480510 buxton102710 Carnes (sent to CDD MandevilIel2-02-10) Forest 081210 Forrest081910 ' Frank 5-18-10 Johansen 3-17-10 j Johansen 1106 Oceanaire Kusumota490110 Learis102010 Record Request - Fire Truck Costs RifleyRecordRequest rodriguez 072810 I� Ruiz 11-2-10 ' SLO Chamber Invoices SLO Chamber Vendor Payment History `j�j speed survery - Chorro- Foothill to Walnut Steiner 050314 f� Wa.,ren 4-6-10 completed Original: City Clerk's Office Date modified 9,16/2010 8:38 ANT 9f 291201010;07 AM 815.120101:23 PM 10,.,''27,^`201012:29 ... 12,.,'21'2010 4:15 PM 8/11,20101:55 PM 8119,{2010 2:04 PM 5,,+20,x"2010 9:31 AM 4.16,12010 3:22 P M 217120103,20 PM 9 112010 3:34 PM 10.1°2'1,"201010:58 ... 11/112010 3:27 PM 11.o'10/2010 2:24 PM 7,1`2812010 9:38 AM 11,1`2.1'2010 4:12 PM 7;`26,201.0 4:56 PM 7,,26/2010 4:55 PM 10,127,Q010 2.22 PM 5/4,,Q'010 11:49 AM 4,9.12010 129- PM RECORDS DESTRUCTION LIST Type Adobe Acrobat 0.,, Adobe Acrobat 0,., Adobe Acrobat l}... 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L� Superior Court 019,13,12 Tribune 018,2:7,112 Steve Barasch ] Tribune 018.32:12 standing PRA f �Wolfram, 08,191„12 Original: City Clerk's Office 1;13:2012 5:09 P Nrl 12,r`21;r201210:00 3.12f2012 430 PNA 1-1/2012 2:17 PM 3,x'1/2012 2:17 PM 2,e'9,r`20121:14 P N I 3r'27f201310,56 MA 9;;'13;'2012 2:36 PNA 3,;27;'2313 9;07 Ard 1;`3;'2013 4:46 PP -A 3x27;'2113 11:1' ANA 3,127/2'313 11:15 MA 013 9:13 AN,4 'a .',,'213138:47 ANA ?18/201; 6:40 PNA 3j'27.."2013 5:44 PNA 1!27,2013 5:31 PM 9;;'13/21,'112 2:315 PrA 9113;'2012 2:36 PPA 1,'1;"012 2:36 PNA 5:57 PM 3/2 7 x21,13 5:10 PK -1 11;'15;'2',12 1:(:31 ,,, 11..+15,x'21512 6'.2 4 PM 10,45 Ard 1L."18.2012 9:53 ANI 9;14,`21012 12:134 P NA 9� 13?2012 12:3.7 PN.,1 9!131201212:38 M1 cl.x13}21,12 12:28 P RECORDS DESTRUCTION LIST Adobe Acrobat D... NAi€roKottWord D.. :dobe Acrobat D... Adobe Acrobat D,.. Adobe Acrobat D... 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Ra111.irsc Clerk Email - Retain 2 Years - Destro..,, l.x'4 2",'(15 9:33 PM Original: City Clerk's Office RECORDS DESTRUCTION LIST € yIre Yze Filefodder Filefoil der Filefolder Filefolder Filefodder Filefolder Filefclder Filefolder Filefolder F i I fodder Filefolder Filefodder Ado -h e- Acrobat D,,. 1313,246 KB AxIohe Acrobat R., 3„849' IAB RECORDS DESTRUCTION LIST 1i ► Computer ► Clerk (G:) ► PRA Requests ► 2015 ► _ it View Tools Help Burn New folder dame Date modified Type 01-04-2015 Naylor - Records Retention Schedule and Plicy 5461 20115 3:53 PhMI Filefolder 06-03-2015 Fountain - Sworn PD officers list and emails reg Gesell, emails sent by staff 5,'19,`2,116 3:53 Ppv1 Filefolder �. 06-05-2015 Bansal - Police Arrest Report and Investigation 511912n16 3:57 Pt,'I Filefolder 06-05-2015 Seydel - 231 Bonetti Drive - Building and Safety Documents j'/l-%-"21J16 3;57 F'pvl File folder 06-08-2015 Mayer - Council Retreat NolidayInn Express) written communication & billing 5.,19.152016 3:53 F'prl File folder �., 06-09-2015 Miller - Commercial Solid Waste Rates 5,'19,'2116 3:5.; Pel Filefolder 06-09-2015 NaIea+ray- PDLexipoI Policy Manual 5:`1'_!;'2 1:15 3:57 F'p•rl Filefolder 06-10-2015 Hampton - Arrest Summaries 5,`Iutf2i116 357 PN1 FilefoIder 06-12-2015 Reed Construction - Toro Street Bank Stabilization 5, `1'=;`3115 3:57 F'erI Filefolder 06-16-2015 Mohan - Ryan Petetit Permit Records 5r'19:,'L411.6 3:57 PKI Filefolder J.06-18.2015 Hampton- Arrest Summaries 5;'1'x,`23153:57PI'd Filefolder j.. 06-18-2015 Kessler - Carpenter Regional Committees and Liaison Reports 5 11,`2016 3:57 F'p;1 File folder ►•, 06-22-2015 SrennIer - Mobile Video Audio Recording System Policy 5,19:,'2016 3:57 Pr'v1 File folder J„ 06-23-201.5 Kessler - Council Member Carpenter Ern ails on Vari ou s Topics 5;19,'21315 3:57 Prvl Filefolder J•, 06-24-2015 Miller- P D Hi sto ry f or 1353 Higuera Street 5,'19,'2316 3:57 Pevl Filefolder j. 06-24-2015 Mohan - Billing Statementfor L179San Carlos 5,1'_.+i`2316 15,E PM Filefolder j.. 06-29-2015 Brennler - PD Call Name, 5,,119/21:116 3:57 Ud File folder f;, 07-01-2015 McClain - Appeals to City Council 1114--"x'2016 4:2'.3 PeA Filefolder 07-06-2015 Doleral - Homestay Permit Application Fie 5,1'HV2'11i 3:57 Pevl Filefolder 07-07-2015Mummoio- SWAT Cal I Out Report 5l1_+,'till 63:57PP0 Filefolder J.. 07-08-2015 Burke - PD Address History Report S 19/2131x6 3;57 PPvl Filefolder J, 07.08-2015 Edge - Various APN Site - Permit Records 5;119,`2K'i1.6 3:57 PrO File- folder j.07.12-2015Naleway- Downtown CAT Team 5;19,Q131.6157Pr,,l Filefolder �. 07-13-2015 Hampton - Arrest Summaries 5;49:72316 3:57 PId Filefolder r. 07-14-2015 Castillo -Vehicle Thefts 5,19,120163:5.7 Pp;l Filefolder 1, 07-17-2015 Lowe- Missing Persons 5,19;,'2316 3:57 F'p,.+l Filefrlder 08-04-2015 Naleway- Kevi rt Wadd el I Documents -5)19:!22115 357 F'p,A Filefolder l., 08-10-2015 Mohan -1179 San Carlos Agreement 5'4'=!,Qnl6 3:57 Prld Filefolder j. 08-12-2015 Burke -Arrest Records 5.,119/21016 3:57 Prlvl Filefolder L. 08-13-2015 Hawkins - PD Rex Al ten Krebs Case 5,'19721316 3:57 pf"'.1 Filefolder a. 08-13-2015 McGuiness- PD Surveliance Equipment 5,r''1S✓,' 1116 3:57 PNI Filefolder J, 08-13-2015 Sims - Microfiche Permitsfor Uarious Sites 5719;�21(116 3:57 Pfvl Filefolder J. 08-14-2015 Hampton - Arrest Summaries 5;'19r2i116 3:57 PPO Filefolder y 08-16-24115 Howerton - Film Permits 5,'19,2:116 3:57 F'f+a1 File folder J. 08-16-2015 Lambert - Noise Complaint Data 5,19;'2:116 3:57 F'pvl File folder 1. 08-17-2015 Barillas - Historic Building Codes 5,119,12131+5 3:57 PP�4 File fol rler 1, 08-27-2015 Russell - Accident Data 5.719725116 3:57 Pfd File folder 08-28-2015 Lambert - Downtown Crime Statistics 5,119,+'21316 3:57 P1,0 FilefClder Original: City Clerk's Office RECORDS DESTRUCTION LIST �., 09-03-2015 Edwards -200 Madonna Construction Documents 5;19;'70115 3:57 Prd Filefolder 09-06-2015 Hampton - Arrest Summaries 51'19+'2015 3:57 Pr,+1 File folder j. 09-17-2015 Ortega - Phoenix Group Invoices and Contract 5;191'2016 3:57 PN -1 File folder j 09.21-2015 Nolet - 2256 Broad Street 5;19;'2016 357 Pall Filefolder . 09-22-2015 Mohan - Construction Plans far 1179 San Carlos 5/19/2016 3:57 F'r,l File folder �. 09-23-2015 Andre - Purchchase orders May6, 2015 -current 5f19;`20115 3:57 PNI Filefolder �. 09-23-2015 North American Procurement Council - Curb Ramps 2015 5;`19;`201 3:57 PAA File folder j. 09-28-2015 Tricamo - Number of 10 hr & 2 h r Parking Meters 5/1-q 20iG 3:57 Pr -,9 File folder x,09-29-2015 Schmidt- Bike Coalition Lease Agreement 11:57Pru1 Fi1efolcler 1:. 10-02-2015 Procurement Council - CDBG Curb Ramps 2015 5141-'2016 157 PAA Filefolder 10-06-2015 Brennler - PD Operations directive lexis policy, field training guidelines 5,'19,'2015 3;57 Pr, -1 Filefolder 10-06-2015 Nolet-2238-2254 Broad Street Building Permitsetc 3:57 Pru1 Filefolder 10-06-2015 Nolet - 2256 Broad Street Land Use Restrictions 5;`1a+'2015 3:57 PAA Filefolder �,. 10-13-2415 Green - FD Fee Schedule 5/19;'2016 3:57 Pl'd Filefolder j, 10-23-2015 Pick - Notice of Violations, Permits and Applications 3:58 F'r,1 File folder j. 11-04-2015 Griffin - Fire Department Violations Calle Joaquin 5x49,7016 3:57 Pral FilefoIcler 11-12-2015 Cork - Work orderforjdfry & Highland 5.,'19:'2015 358 Pr',;1 Filefolder L1-12-2015 Griffin - Building Records, Certificate of Occupancy1205 Calle Joaquin 5;'1 +;,'201,x5 3:58 Pr�A Filefolder 11-12-2015 WaIdenmyer- Building, Fire Madon, na Road 5'13;'2171` 3:58 PAx1 Filefolder 11-16-2015 Bellis- RFQ'sforCity Construction Management Services 157PAA Filefolder j. 11-19-2015 Marshall - Citation 5;'19x'21716 3:57 Prat File, fodder ];. 11-19-2015 Mckiernan -Joseph Dalysearch callsnear Madonna Road 5 9.,Q015 3:58 Prat Filefolder j:. 11-25-2015 Cambell 2004 study SLO Groundwater Development Project %-11-11'211116 3:58 Pf,A Filefolder �. 12-02-2015 Procurement Council - list of plan holdersfor Managem ent & Beneficial Reuse... _`V19/201,5 358 Pral Filefolder 12-11-2015 North American Procurement Council' Bid Tabulation for Mgmt Beneficial Reu.,. 5r'la;'21316 2,518 Pr,4 File: folder 4. 12-16-2015 Lin bald - 886 Monterey 5t. Certificate of Occupancy, Building, Fire Violations 5;19:;2016 3:58 P`0 File fcicler j_. 12-16-2015 Seydel - 4136-416 Higuera St Certificates of Occupancy 5+'19121316 3:58 Pra1 File, folder j. 12-17-2015 Procurement Council - Water Resources FaciIitylnffuent PumpReplacement 5x'10:;120115 3:58 PAA Filefolder �. 12-28-2015 English - For m460sPaA2 Elections 5;'1q:17015 3:58 Pr%A File fnlder J, 12-28-2015McGuiness- Cod eandFirelholationsfor295 Higuera Street 5,11,'2015 358 Pl`ul File fald r j;. January- May 2015 5;'`1 ;;117153:57 Rd FilefoIde.r Maine 5;` RR "21,915 3:57 Pr�A Filefolder Original: City Clerk's Office 0 r n 0 0 CD a 0 0 m CD a cn n F�1 y O z r O v 0 m n O v Ch X m m z 0 z cn 0 m m v c r m n r n m 0 m CLCD A N O z r O O m n O v N T N m m Z O Z cn 0 m v c r m A I W N a Of 04 mC7m c n wg0 mmmGS �7F] w� C oa p ro � D❑ �SG)tac)c)c)c�C} m m m is o CD G1 o m� [11 N .Z1 � C1 ❑ m 0 y. N �+' C m D C7 (�D �� N a N m 0 CD 0� In3 O _ �. 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