HomeMy WebLinkAbout01-07-2019 Records Destruction Clerk - Action UpdatesOffice of the City Clerk
990 Palm Street, San Luis Obispo, CA 93401-3218
805.781.7100
slocity.org
MEMORANDUM
DATE: December 20, 2018
TO: Greg Hermann, Interim Deputy City Manager
J. Christine Dietrick, City Attorney
FROM: Kevin Christian, 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 as follows:
All "Action Updates" from calendar years 2006 through 2016.
Please sign below indicating that the record titles are appropriate for destructL
re uirements of the
records e ntion policy.
Greg n nTr, Interim Deputy City Manager ick, City Attorney
CERTIFICATE OF DESTRUCTION
I, Teresa Purrington, do hereby certify that the records listed on the attached were properly disposed of on 111 IUA
Teresa Purrington, City Cler
Attachments:
a) List of records to be destroyed
b) Relevant sections of the records retention schedule
Original: City Clerk's Office
Destruction List for 12/19/2018
DEPT/
DEPT DIV or Category
g
Creation
Year
Conversion
Year
Destruction
Year
Description
General Administration
101-102, General Info.
2006
n/a
2018
Action Updates
General Administration
101-102, General Info.
2007
n/a
2018
Action Updates
General Administration
101-102, General Info.
2008
n/a
2018
Action Updates
General Administration
101-102, General Info.
2009
n/a
2018
Action Updates
General Administration
101-102, General Info.
2010
n/a
2018
Action Updates
General Administration
101-102, General Info.
2011
n/a
2018
Action Updates
General Administration
101-102, General Info.
2012
n/a
2018
Action Updates
General Administration
101-102, General Info.
2013
n/a
2018
Action Updates
General Administration
101-102, General Info.
2014
n/a
2018
Action Updates
General Administration
101-102, General Info.
2015
n/a
2018
Action Updates
General Administration
101-102, General Info.
2016
n/a
2018
Action Updates
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superseded T=Terminated
RECORD TITLE
TOTAL
OFFICE RESPONSIBLE
CODE SECTION
RETENTION
FOR RETENTION AND
REMARKS
_
PERIOD
DISPOSITION OF RECORD
COPIES or DUPLICATES of documents for which a department is not
D/R
Duplicates and copies distributed to various departments for informational purposes
the office of record
may be destroyed by the departments when they are no longer useful for reference.
No "Request for Records Destudod' form is required -
ELECTRONIC DOCUMENTS
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,
bath must be destroyed at the same time:
100 GENERAL ADMINISTRATION
101 OFFICE GENERAL MANAGEMENT
City Mana er CM Re rts
5
Various
GC34090
City -Generated Informational Brochures, Publications. Newsletters
P
Various
GC34090 Keep one for historical purpoWs
City-wide Policies and Procedures
P
Various
GC34090 Keep one for histmicei purposes
Correspondence - External
2
_
Various
G034.090
Correspondence - Internal (excluding CM Reports - see above)
2
Various
GC34090
Departmental Policies/Procedures
S+5
Various
GC34090
General lotrx nmhon
12
Various
G {�
T
In-House Committees _ _
Y
Clj+5
Various
WW
GC34090 Ma be kept for research/historic puTases
Staff Meeting Notes
2
Various
GC34040
102 OFFICE REFERENCE
f Annual Departmental Reports
5
Various
GC34090
Certificates of Life
5
Clerk
GC34090
Chronological Files
2
Various
GC34090
Community Organizations
5
Various
GC34090
Complaints
2
Various
GC34090
General lnb ma31oi7
2_
Various
GC34090
Positive Feedback (How are we doinq? forms)
2
Various
GC34090
Professional Associations
2
Various
GC34090
Publications dmirrols, riodicals
D/R
Various
Not a public record. No "Request for Records Destruction" form is required,
103 FORMS MANAGEMENT
Blank Forms
S
Various
No "Request for Records Destruction" form is required.
104 RECORDS MANAGEMENT
1
Certificates of Destruction
P
Clerk
GC34090 L I record of final disposition of document,
Public Records Requests
2
Various
GC34090
Records Retention Schedule
S+5
Clerk
CCP 343
200 COMMUNITY DEVELOPMENT
201 CITY PLANNING
Address Files
P
Plannigs
GC34090(a)
Business Tax Certificates
P
Planninq
GC34090(a)
Code Enforcement Files
P
Building
GC34090(a) Microfilm after 5 years
Construction Files
P
Buildino
GC34090 a Microfilm immediately after final inspection
Construction Permits (numeric)
P
Buildina
GC34090(a) Microfilm oneyearafter final ins tion
Home Occupation Permits
P
Planning
GC34090(a)
Inspection Cards
P1
Building
GC34090(a) Microfilm and retain original cards
Notices of Address Change
P
Planninq
GC34090(a)
Notices of Determination
P1
Planning
GC34090 a
Notices of Exemption
P1
Planning
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=Superseded T=Terminated