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Home My WebLink About05-18-2018 Records Destruction List - FinanceMEMORANDUM RECEIVED DATE 5/18/2018 18 2 018 TO: Department Head 5L0 CITY CLERK City Attorney FROM: Dept. Records Coordinator SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. 1 box of records, Verification of Employment from 2014 through May 2016, exceeding the retention requirements and, as such, are being prepared for destruction. The method of destruction will be via shredding. Please sign below indicating your approval for the destruction of the attached listing of records. City Attorney Gb V1-4he- CERTIFICATE OF DESTRUCTION I, Michael Reniere, do hereby certify that the records listed on the attached were properly disposed of on 5/21/18. 4b4z Original: City Clerk's Office Copy: Department Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION FOR RETENTION AND REMARKS RETENTION PERIOD DISPOSITION OF RECORD COPIES or DUPLICATES of documents for which a department is not the office of record D/R Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. No "FRANuest for Records Destruction" form is required. ELECTRONIC DOCUMENTS 5 Electronic copies of paper records should be kept no longer than the retention period specified in this schedule. If electronic documents are also in a paper format, both must be destroyed at the same time. Various IOC34090 Various 'GC340901teep one for historical purposes Various GC34090 one for historical puMqses — 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT City Manager (CM) Reports City -Generated Informational Brochures, Publications. Newsletters City-wide Policies and Procedures Correspondence - External P P 2 Various GC34090 Correspondence - Internal (excluding CM Reports - see above) 2 Various GC34090 Departmental Policies/Procedures S+5 Various OC34090 General Information 2 Various GC34090 In -House Committees Staff Meeting Notes CU+5 2 Various Various GC34090 May be kqA for researchNstoricPurposes GC34040 102 OFFICE REFERENCE Annual DqpqMrwtaI_ ftxft 51 Various GC34090 Certificates of Life 51 Clerk GC34090 Chronol 'cal Files 21 Various GC34090 Community Organizations 5 Various GC34090 Complaints 21 Various GC34090 General Information 2 Various GC34090 Positive Feedback (How are we doing? forms) 2 Various GC34090 Professional Associations 2 Various iGC34090 Publications (journals, periodicals) D/R Various Not a public record. No 'Request for Records Destruction" form is required. 103 FORMS MANAGEMENT I Blank Forms S1 Various No "Request for Records Destruction" form is required. 104 RECORDS MANAGEMENT Certificates of Destruction Public Records Reauests Records Retention Schedule 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files Business Tax Certificates P1 1 Clerk GC34090 Legal record offimal dispoeftn of document. Various GC34090 2 S+5 Clerk iCCP 343 Planning GC34090(a) Pf P Planning GC34090(a) Code Enforcement Files P Building GC34090(a) Microfilm after 5 years Construction Files P Building G S Microfilm ImmediaWly after final i nspecdon Construction Permits (numeric) P Buildina GC34090(a) Microfilm one year after final Inspection Home Occupation Permits P Plannin GC34090(a) Inspection Cards P Buildinq GC34090(a) Microfilm and retain original cards Notices of Address Change P P P1 Planninq Plannin GC34090(a) GC34090(a) Notices of Determination Notices of Exemotion Plannin GC34090(a) Microfilm AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated