HomeMy WebLinkAboutR 9174 - Records Retention Scheduler
RESOLUTION NO. 9174 (2001 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A CITY-WIDE RECORDS RETENTION SCHEDULE
AND ESTABLISHING A POLICY FOR THE PRESERVATION, PROTECTION
AND LEGAL DISPOSITION OF THE CITY'S RECORDS
WHEREAS, it is necessary to provide a system for effectively managing the
paperwork accumulated in the daily operations of the City of San Luis Obispo; and
WHEREAS, Section 34090 of the California Government Code provides guidelines
for destroying records that have served their purpose and are no longer required; and
WHEREAS, the City Council did, by the adoption of Resolution No. 5304 (1984
Series) authorize retention schedules for certain City Clerk records; and
WHEREAS, the City Council did, by the adoption of Resolution No. 8122 (1993
Series) authorize retention schedules for certain financial and personnel records; and
WHEREAS, there is a need for a City-wide records retention policy and schedule,
which standardizes the length of time records are kept according to all applicable legal,
fiscal, administrative and historic requirements.
NOW, THEREFORE, BE IT RESOLVED b_ y the Council of the City of San Luis
Obispo resolves as follows:
SECTION 1. The Records Retention Schedule attached hereto (Exhibit A) is
hereby adopted and shall be implemented on an ongoing basis without further action by the
City Council.
SECTION 2. The Records Retention Policy attached hereto (Exhibit B) is hereby
established.
SECTION 3. That portion of Resolution No. 5304 (1984 Series) establishing a
retention period for certain City Clerk records is hereby rescinded.
SECTION 4. Resolution No. 8122 (1993 Series) authorizing retention schedules
for certain financial and personnel records is hereby superseded.
SECTION 5. The City Council does hereby direct the City Clerk, in consultation
with the City Attorney, to review annually state and federal regulations and to update the
Records Retention Schedule and/or policy as necessary.
R 9174
Resolution No. 91A (2001 Series)
0
Page 2 of 2
Upon motion of Vice Mayor Ewan, seconded by Council Member Mulholland,
and on the following roll call vote:
AYES: Council Members Marx, Mulholland, Schwartz, Vice Mayor Ewan,
and Mayor Settle
NOES: None
ABSENT: None
The foregoing resolution was adopted this 24"' day of April 2001.
Lee Price, City Clerk
APPROVED AS TO FORM:
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RECORDS RETENTION
POLICY AND SCHEDULE
Prepared by the
Office of the City Clerk
April 2001
RECORDS RETENTION POLICY AND SCHEDULE
TABLE OF CONTENTS
1. Resolution No. 9174 Adopting City -Wide Records Policy and
Retention Schedule ................................................ ..2
2. Records Retention Policy ......................... .....................4
A. Sample Certificate of Destruction.................................7
B. Sample Destroyed Records Log...................................8
3. Legend....................................................................9
4. Records Retention Schedule.........................................10
5. Records Retention Schedule Index.................................23
CITY OF SAN LUIS OBISPO
POLICY FOR THE PRESERVATION, PROTECTION, RETENTION AND
LEGAL DISPOSITION OF THE CITY'S RECORDS
SECTION.1. Purpose:
The declared purpose of this policy is to provide for the proper and efficient management of City
of San Luis Obispo business records.
SECTION 2. Definitions:
A. "Public Record" includes any writing containing information relating to the
conduct of the City's business prepared, owned, used, or retained by the City
regardless of physical form or characteristics.
"Writing" means handwriting, typewriting, printing, photocopying, photographing,
and every other means of recording upon any form of communication, data, or
representation, including letters, words, pictures, sounds, or symbols, or
combination thereof, and all papers, maps, magnetic or paper tapes, photographic
films and prints, magnetic or punched cards, discs, drums, electronic computer
storage devices and documents. Public records does not include records which are
not retained by the City in the ordinary course of business such as, but not limited
to, preliminary drafts, notes, messages, working papers, stenographic notes and
tapes used in transcription customarily discarded.
Computer software purchased or developed by the City is not itself a public record..
"Computer software" includes computer mapping systems, computer programs,
and computer graphics systems. The data or information stored in a computer is a
public record and shall be managed and disclosed as required.
B. "Records Management" means the systematic control of the creation, processing,
use, protection, storage, and final disposition of all pubic records pursuant to State
C. "Retention Schedule" means the document identifying the length of time a record
is maintained including disposition.
D. "Disposition" means the length of time a record is kept, which may be permanent.
E. "Active Record" means records kept in the office and referred to on a regular
basis.
F. "Inactive Record" means any public record transferred to a records center for
storage until disposition is reached. .
G. "Archives" means a repository for housing historical records, (whether in paper,
microfilm, or digital) which should be protected or preserved.
n
o
Records Retention Policy
Page 2
H. "Historical" refers to the retention of records that have enduring value because
they reflect significant historical events or document the history and development
of the City.
I. "Vital" records containing information essential for: the resumption of operation
after a disaster or the reestablishment of the legal and financial status of the
organization.
SECTION 3. Ownership of Public Records:
All public records are the property of the City and shall be delivered by outgoing officials and
employees to their successors. Public records are to be maintained in active file areas or in a
designated records center.
SECTION 4. Responsibilities:
A. City Council. The ultimate policies for the keeping, producing, permitting copies, and
management of all public records of the City shall rest with the City Council.
B. Officers and Employees. Each officer and employee of the City has the duty to protect,
preserve, store, transfer, destroy or otherwise dispose of, use and manage public records
in accordance with applicable Federal or State regulations, or such rules as may be
approved by the City Council.
C. City Attorney. The duty of the City Attorney shall be to review and approve requests to
dispose of records in accordance with the City's adopted records retention schedule; and
to provide legal guidance to the City Clerk in any review of and amendment to the
retention schedule, in accordance with Federal, State and City regulations.
D. City Clerk. The City Clerk may, for the proper and efficient management of the public
records:
1. Develop and circulate instructions and regulations necessary and proper to
implement the Records Retention Schedule.
2. Advise and assist City departments in the preparation of records inventories and
retention periods and make recommendations to the City Attorney.
3. Maintain archives to protect records of historic nature, which should not be
destroyed.
4. In consultation with the City Attorney, revise the records retention schedule as
appropriate.
E. City Department Heads. Each City Department Head shall establish and maintain an
active, continuing program for the economical and efficient management of the public
5
Records Retention Policy Page 3
records of that department. Such program shall, among other things, provide for:
Effective controls over the creation, maintenance, and use of public records
in the conduct of business.
2. The maintenance and security of records deemed appropriate for
preservation.
Segregation and disposal of records of temporary value in accordance with
the established retention schedule and this policy.
SECTION 5. Records Purge:
At least annually, each Department is responsible for reviewing all records in their custody.
Records that have reached the end of their retention period are to be destroyed pursuant to
Section 6. Electronic versions of those records should also be deleted.
SECTION 6. Destruction of Public Records:
The City Council, by adopting the records retention schedule, authorizes City Department Heads
to destroy duplicate records less than two years old if the records are no longer required in
accordance with adopted retention schedules.
All original records to be destroyed must be listed. Requests for the destruction of original
records must be approved by the responsible Department Head and the City Attorney prior to
destruction. The approved listing of the destroyed documents, along with the signed Certificate
of Destruction (see example attached), shall be filed in the Office of the City Clerk.
This section does not authorize the destruction of the following original records:
A. Records affecting the title to real property or liens thereon.
B. Records required to be kept by statute.
C. Records less than two years old.
D. Minutes, ordinances, or resolutions of the City Council or of a City Board or
Commission.
The City has identified that recycling the paper produced from the destruction of these records is
the most appropriate method of disposal. Accordingly, although the specific method used for
destruction shall be at the discretion of the Department Head, it shall reflect a method of
destruction that recycles any paper products and avoids the use of sanitary landfill sites.
0
E
Records Retention Policy
MEMORANDUM
DATE
TO: Department Head
Jeffrey G. Jorgensen, City Attorney
FROM: Records Coordinator/other Employee
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
Page 4
SAMPLE
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.
Provide general information about the request: (Example: 104 boxes of records exceeding the
retention requirements and, as such, are being prepared for destruction. The method of
destruction will be via recycling after the Friendship School removes the non -recyclable
materials (paper clips, metal prongs, rubber bands, etc.) from the files. The cost of this service
will be $1.50 per box or $156.00 and approximately $40.00 for two boxes of large heavy-duty
plastic bags used to contain the paper for the recycler. We are scheduled to deliver the 104
boxes to Friendship School on (date).)
Please sign below indicating your approval for the destruction of the attached listing of records.
Dept. Head/Dept. Jeffrey G. Jorgensen, City Attorney
CERTIFICATE OF DESTRUCTION
I, (employee name), do hereby certify that the records listed on the attached were properly
disposed of on (date).
Original: City Clerk
Copy: Department
Records Retention Policy Page 5
SAMPLE
RECORD STORAGE
FINANCE STORE ROOM
OLD LIBRARY BUILDING
TO BE DESTROYED MARCH 2O01
SYSTEM
STORAGE DESCRIPTION
FISCA
DATE
YEAR;
Accounting
06/98
Receipt journals, budget amendments
96-9j
Accounting
06/98
Receipt journals, budget amendments
96-97
ADMIN
07/94
Street Report 198-89, Transit Report 1985-90, DOT Special Project 1982-86
80-9(
ADMIN
06/96
6/94 audit work papers, debt service trustee thrn 6195, Street Report: 6/90, 1986
86-9f
Capital Improvement Financing binder
ADMIN
06/96
Utility billing adjustment committee 6/95-1/96, sales tax 1" /2°d quarter 1995
95-9E
ADMIN
09/97
Utility billing adjustment committee
96-9 i
ADMIN
03/99
Audit work papers
94-9°
A/P
06/96
1099 tax reports
85-9(
A/P
07/98
Ameripride/Valley Industrial backup
96-9 j
A/P
07/98
Cash trial balance, destruction list, refunds
96-9 i
A/P
07/98
Call America backup
96-91
A/P
07/98
Pacific Bell backup
96-9 i
A/P
07/98
Vouchers A
96-95)
A/P
07/98
Vouchers B
96-9 i
A/P
07198
Vouchers Ca — Ch
96-91
A/P
07/98
Vouchers Cl — Cy
96-91
A/P
07/98
Vouchers C misc — D misc
96-9 i
A/P
07/98
Vouchers E — F
96-9 i
A/P
07/98
Vouchers G — H
96-97
A/P
07/98
Vouchers I — K
96-91
A/P
07/98
Vouchers L — Mi
96-97
A/P
07/98
Vouchers Mo — 0
96-9-1
A/P
07/98
Vouchers P — Ph
96-91
A/P
07/98
Vouchers Pi — P misc
96-91
A/P
07/98
Vouchers Q — San Luis J
96-9 i
A/P
07/98
Vouchers San Luis M — SLO City
96-91
A/P
07/98
Vouchers SLO County — Sp
96-91
A/P
07/98
Vouchers St — Te
96-91
AIP
07/98
Vouchers Th — V
96-9 i
A/P
07198
Vouchers W — Z
96-9 j
A/R
06/97
Paid invoices
96-97
A/R
11/97
Payment batches, MARS -reports
96-9 i
A/R
11/97
Paid invoices
96-9 i
Bank Rec
06/96
Bank reconciliations
94-9`
Bank Rec
07/96
Bank reconciliations & daily bank reports
94-9`
Bank Rec
08/00
Stale -dated checks
90-9,
Bank Rec
12/99
Stale -dated checks
88-9£
J o
Records Retention Schedule
Retention Codes
A/E
After expiration
AU
Audit
CU
Current
CL
Closed/Completed
D/R
Destroy when no longer relevant
I
Indefinite
P
Permanent
S
Superceded
T
Termination
Authorizing Code Citations
CCP Code of Civil Procedure
CCR Code of California Regulations
CFR Code of Federal Regulations
EC Election Code
GC California Government Code
PC Penal Code
SLOW San Luis Municipal Code
USC United States Code
9
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 1
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
D/R D/R
RECORD
REMARKS
COPIES or DUPLICATES of documents for which a
It is the policy of the City of San Luis
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
Staff is encouraged to retain
electronic copies of paper records no
longer than retention periods
specified in this schedule
100
GENERAL ADMINISTRATION
101
OFFICE GENERAL MANAGEMENT
City Informational Brochures, Publications, Newsletters
S
2
P
Various
GC34090(d) Keep one for historical
purposes
City-wide Policies and Procedures
S
5
S+5
Various
GC34090(d) Keep one for historical
purposes
Correspondence - External
CU
2
CU+2
Various
GC34090(d
Correspondence - Internal
CUI
2
5
Various
GC34090(d)
Departmental Policies/Procedures
S
5
CU+2
Various
GC34090(d
General Information
2
2
Various
In -House Committees
CU
5
CU+5
Various
GC34090(d) May be kept for
research/historic purposes
Staff Meeting Notes
D/R
D/R
Various
GC34090(d) Destroy when no longer
relevant; not a public record
102
OFFICE REFERENCE
Annual Departmental Reports
2
3
51
1 Various
GC34090(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
2
Various
GC34090(d)
Publications gournals,periodicals)
D/R
D/R
Various
GC30490 d Not a public record
103
FORMS MANAGEMENT
Blank Forms
S
I S1
I
I Various
GC34090 d Retain while current
104 RECORDS MANAGEMENT
10"
Q 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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 2
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
2 P P
RECORD
REMARKS
Certificates of Destruction
yes
Various
GC34090(b) Legal document of final
disposition of record
Public Records Requests 2
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
Code Enforcement Files
CL
5
I
yes
Building
GC34090(a) Microfilm after 5 years
Construction Files
CL
P
P
yes
yes
Building
GC34090(a) Microfilm immediately ,
after final ins ection
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
yes
Building
GC34090(a) Microfilmed plus original
cards stored
Notices of Address Change
P
P
Planning
GC34090(a) Housed in Address files
Notices of Determination
P
P
Planning
GC34090(a) Same comment applies
Notices of Exemption
CU
P
P
yes
Planning
GC34090(a) Should consider
microfilming - one file contains all
originals
Project Files: Administrative Use Permit; Planning
2
P
P
yes
Planning
GC34090(a) Microfilm after 4 years
Commission Use 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 files:
Run with the land (also recorded at
County)
Sign Inv ntory Files
CU
I
D/R
Planning
GC34090(a
Sign Permits
2
1
1
Planning
GC34090(a) Should only retain files
pertaininq to existing si na e
Tracts and Minor Subdivisions
5
5
10
yes
Planning
GC34090(a) Film after minimum of
10 years
Unreinforced Masonry Files structural analysis)
P1
P
Building
GC34090 a Hard files kept
~ 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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 3
RECORD TITLE RETENTION PERIODS
UM
I VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
300 CITY MANAGEMENT
301 COUNCIL FILES
Action Update 5 5 101
RECORD
REMARKS
Clerk GC34090(d)
Audio Ta as
2
2
Clerk
GC34090.7
Council "Notes"
2
2
Clerk
GC34090(d)
Council Agenda Packets
10
P
P
yes
yes
Clerk
GC34090(d)
Council Brochures
S
P
Clerk
GC34090(d) Keep one for historical
purposes
Council Policies & Procedures
S
P
Clerk
GC34090(d) Keep one for historical
purposes
Council Resumes
CU
2
CU+2
Clerk
GC34090(d)
Council Subcommittee Assignments
5
3
8
Clerk
GC34090(d)
General Information
2
3
5
Clerk
GC34090(d) Review after 5 years
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(d)
Public Comment and Speaker Slips
2
2
Clerk
GC34090 d
Resolutions of Appreciation
2
2
Clerk
GC34090(d
Video Tapes
6 months
Clerk
GC34090.7 Rec cle
302
COMMISSIONS, COMMITTEES, BOARDS
A enda
P
P1
yes
yes
I Various
GC34090 e
Audio Tapes
2
2
Various
GC34090.7 Recycle
Bylaws
S
P
yes
Various
GC34090 e
General Information
2
3
5
Various
GC34090(d)
Membership
CU
P
P
yes
Various
GC34090(d)
Minutes
P
P
as
yes
Various
GC34090 e
Recruitments
51
5
10
Various
GC34090(d)
Resolutions
P
PI
yes
yes
Various
GC34090 e
Rosters
CU
P
P
yes
as
Various
GC34090(d)
Video Tapes
6 months
Clerk
GC34090.7 Recycle
304
CITY ADVISORY BODIES
Advisory Body Handbook
S
5
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)
General Information
2
2
Clerk
GC34090(d)
10"
N 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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 4
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
CODE SECTION
(In years unless otherwise noted)
ACTIVE INACTIVE TOTAL
Cul 51 CU+5
RECORD
REMARKS
Miscellaneous/Ad Hoc Advisory Bodies
Clerk
GC34090 d
Quarterly Advisory Body Meeting
21
12
Clerk
GC34090 d
400
401
FINANCIAL AND FISCAL
ACCOUNTS PAYABLE
Accounts Pa able Reports
90 days
5
AU+51
Finance
GC34090
Accounts Payable supporting Docs (voucher, invoice, PO) 2
3
AU+3 Finance
GC34090
Bank Statements 2
3
AU+3 Finance
GC34090
Tax Reports 1099 Tax Info/Returns) 1
10
AU+10 Finance
41 CFR50-201.501
402 ACCOUNTS RECEIVABLE
Assessment Pay-offs 1
3
AU+3 Finance
GC34090 c
Business Tax Customer Files
1
AU+3
Finance
GC34090(c)/ SLOMC3.01.501 B
Cash Receipts
1
3
AU+3
Finance
GC34090 c
Credit Bureau Adjustments
1
3
AU+3
Finance
GC34090 c
Invoices
1
3
AU+3
Finance
GC34090(c)
Journal Entries
1
3
AU+3
Finance
GC34090 c
Refunds
1
3
AU+3
Finance
GC34090 c
Revenue Backup
1
3
AU+3
Finance
GC34090(c) / SLOMC3.16.190 /
SLOMC3.04.110
Transient Occupancy Tax
1
3
AU+3
Finance
GC34090 c
403
MISCELLANEOUS
Checks, Canceled
1
51
AU+51
I
I Finance
GC34090(c) / CCP337
General Correspondence 1 31 AU+31
I Finance
GC34090 d
406 PAYROLL
Payroll Charges 1 3 AU+3
Finance
GC34090 c / CFR516.2
Payroll Reports
90 days
10
AU+10
Finance
GC34090 c
Tax Reports
1
10
AU+10
Finance
GC34090 c / CFR516.2
Time Sheets
1
3
AU+3
Finance
GC34090(c) / CFR516.2
408
GRANTS
Community Development Block Grants CDBG
Tj
4
T+4
Planning
24CFR570.502
Federal Grants, including FEMA / other emergency
CL+S
5
CL+5
Various
GC34090 Applicants, reports,
contracts, supporting documents
Grants-in-aid
CL+5
5
CL+5
Various
GC34090 Applicants, reports,
contracts, supporting documents
State Grants
CL+5
5
CL+5
Various
GC34090 Applicants, reports,
contracts, supporting documents
1..►
W 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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 5
RECORD TITLE
RETENTION PERIODS
UM
VITAL
OFFICE OF
CODE SECTION
(In years unless otherwise noted)
ACTIVE INACTIVE TOTAL
1 3 AU+31
RECORD
REMARKS
411 UTILITY BILLING
Credit Bureau Assignments
Finance GC34090(c)
Meter Reads
1
3
AU+3
Finance
GC34090(c)
Payment Stubs & Tapes
1
AU+1
Finance
GC34090 d
Purge Tapes
1
3
AU+3
Finance
GC34090(c)
Refunds
1
3
AU+3
Finance
GC34090(c)
Service Requests
1 11
31
AU+3
Finance
GC34090(c)
Utility Billing Register
1
31
AU+3
Finance
GC34090 c
412
FINANCIAL REPORTS
Audited Financial Statements
10
P
P
Finance
GC34090(c)
Bonds Payable and Other Long -Term Indebtedness
T+3
T+3
Finance
GC34090(c) / CCP337.5 / GC53921
Fixed Asset Subsidiary Ledger includes inventory)
1
4
AU+4
Finance
GC34090(c) / 26CFR301-65-1(1
Monthly Financial Statements
Audit year
5
AU+5
Finance
GC34090(c)
Other Financial Reports
1
3
AU+3
Finance
GC34090(c)
State Controller Reports
51
5
AU+10
Finance
GC34090(c)
Surplus Property List
1
3
AU+3
Finance
GC34090(c)
Budget Document (Financial Plan)
P
P
Finance
GC34090(c)
500
HUMAN RESOURCES
Applications
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+31
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 Reports
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
1
5
AU+5
HR
GC34090
Safety
T
3
3
HR
GC34090(c)
Tuition Reimbursement
1
21
AU+3
HR
GC34090(c)
Wellness Files
T
T
HR
GC34090 d
Workers Compensation
T+1
41
T+30
es
yes
HR
29CFR1910.20
600 PURCHASING & CONTRACTING
601 PURCHASING
h-+
,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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 6
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
CODE SECTION
(In years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CU 2 CU+2
RECORD
REMARKS
Bids, RFPs (unsuccessful)
Various
GC34090 / CCP337 /
SLOMC3.24.170
Bids, RFPs, RFQs (successful)
AU
5
AU+5
Various
GC34090 / CCP337 /
SLOMC3.24.170
City -Owned Pro erty/Property Management
P
P
yes
Clerk
GC34090(a)
General Information
2
2
Various
Surplus Property Auction/Disposal
AU
4
AU+4
Finance
CCP337
Surplus Property Listing
AU
2
AU+2
I Finance
GC34090
700
701
LEGISLATIVE AND LEGAL
LEGISLATIVE
Affidavits of Publication
2
3
5
Clerk
GC34090(d) Keep with originating
department records
Charters -Listed Numerically with Amendments
P
P
yes
yes
Clerk
GC34090 e / GC40806
Citizens' Charter Committee
CU
5
CU+5
es
Clerk
GC34090(d)
County Legislation
2
2
Clerk
GC34090(d)
Federal Legislation
2
2
Clerk
GC34090(d)
Municipal Code
S
P
yes
yes
Clerk
GC34090(e) Database on City
network/Keep one for historic value
Ordinances
P
P
yes
yes
Clerk
GC34090 e
Resolutions
P
P
yes
yes
Clerk
GC34090 e / GC40806
State Legislation
2
2
Clerk
GC34090(d)
702
ELECTION
Controlled Committees
T
7
T+71
I Clerk
GC81009 e
General Information
Cu
2
CLI+21
I Clerk
GC34090(d)
Initiative, Referendum, Charter Amendments, Recall
Petitions
Election
Day + 8
months
8 months
Election
Day + 8
months
Clerk
EC17200 / EC17400
"
Municipal Election File/Sample Ballots
10
P
P
Clerk
GC34090(d) Permanent for historic
value
Nomination Papers (office holders)
Term of
Office+4
P
P
yes
Clerk
EC17100 Permanent for historic
value
703
CITY ATTORNEY
Administrative Files
CU
5
CLI+51
City Attorney
GC34090(d)
Civil Litigation
CL
10
CL+10
City 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
r etuity
Claim Files
CL
5
CL+5
City Attorney
GC25105.5 J::
Criminal Cases going to court
CL
5
CL+5
City Attorney
Destroy 5 yrs. after resolution
J
10"
to 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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 7
RECORD TITLE
RETENTION PERIODS UM
VITAL
OFFICE OF
CODE SECTION
(In years unless otherwise noted)
_ACTIVE INACTIVE TOTAL
CLI CL
RECORD
REMARKS
Criminal Citations
City Attorney
GC34090 d Destroy when resolved
General working files
CU
City Attorney
GC34090 Ongoing purging to keep
current/active
Legislative Files
CU
2
CU+2
I City Attorney
GC34090 d
Property Files
CL
P
P
es
es
City Attorney
GC34090 a
704
GENERAL LEGAL
Agreements/Contracts
Co
5AE
CU+5AE
yes
yes
Clerk
CCP337 Keep 5 years after
expiration. Current contracts are vit
Certificates of Compliance
P
P
P
yes
yes
Clerk
GC34090(a)
Conveyances from the City (Deeds, Easements,
Abandonments
P
P
yes
yes
Clerk
Conveyances to the City Deeds, Easements, etc.
P
P
yes
yes
Clerk
GC34090(a)
Liens
P1
P
yes
yes
Clerk
GC34090(a)
Williamson Act Contracts
I Pi
P
yes
yes
Clerk
GC34090(a)
706
CAPITAL IMPROVEMENT BOARD
CIB Agreements/Contracts
P
PI
Finance
CCP337
CIB Establishment/Bylaws
P
P
Finance
GC34090 e
CIB Resolutions/Ordinances
P
P
Finance
GC34090(e
General Information
2
2
Finance
GC34090(d
Minutes
P
P
Finance
GC34090(e)
707
STATEMENTS OF ECONOMIC INTEREST
Forms
S
S
Clerk
GC34090 d
General Information
2
2
Clerk
GC34090 d
Manuals
S
5
S+5
Clerk
GC34090 d
Statements of Economic Interest
T
7
T+7
Clerk
GC81009(e)
709
PUBLIC INFORMATION/COMMUNITY RELATIONS
Consumer Price Index CPI
Cul
21
CLI+21
I
I Various
GC34090 d
General Information
2
2
Various
GC34090 d
Press Release
CU
21
CLI+21
I
I Various
GC34090 d
800
801
PUBLIC WORKS
ENGINEERING
Encroachment Permits
P1
I P1
I
I
Public Works
GC34090 d
Engineering Standards
P
P
Public Works
GC34090 a
General Information
21
21
1
Public Works
GC34090 d
802 STREET ADDRESS FILES
,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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 8
RECORD TITLE
RETENTION PERIODS
I UM
VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
2 2
LRECORD
REMARKS
General Information
Public Works
GC34090(d)
Street files
5
5
10
Public Works
GC34090(d) Review in 5 years -
purge
803
MASS TRANSPORTATION
General Information
5
5
yes
Public Works
GC34090(d)
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 longer
relevant
Taxicabs
CU
5
CU+5
yes
Public Works
GC34090(d)
Trans ortation Permits
CUI
21
CU+2
yes
Public Works
GC34090 d
Unmet Transit Needs
Cul
101
CU+10
yes
Public Works
GC34090 d
804
PARKING
Downtown Parking Study
P
P
yes
Public Works
GC34090(d)
General Information
2
2
Public Works
GC34090(d)
Parking Meters
CU
5
CU+S
yes
Public Works
GC34090(d)
Parking Policies
S
5
CU+5
es
Public Works
GC34090(d)
Ridesharin /Car Pool Program
CU
5
CU+5
Public Works
GC34090(d)
806
DISTRICTS
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 in
Office of City Clerk
General Information
2
2
Public Works
Geolo is Hazard Abatement Districts
CL
10
CL+10
yes
Public Works
Residential Parking Districts
CL
10
CL+10
yes
yes
Public Works
Underground Utilities
CL
10
CL+10
yes
Public Works
807
SURVEYING
General Information
2
1 21
Public Works
GC34090 d
808
MAPPING
Aerial Photos
cul
10 C+101
I
I Public Works
Kept in flat files
General Information 21
121
1
1 Public Works
GC34090 d
809 FACILITIES MAINTENANCE
Corporation Yard Cul 101 C6+10 Public Works GC34090 d
JCU=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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 9
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
cul 10 CU+10
RECORD
REMARKS
General Information
Public Works
GC34090(d)
Golf Course Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Government Building Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Library Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Parking Facilities
CU
10
CU;-10
Public Works
GC34090(d)
Recreation Facilities Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Street Landscape Maintenance
CU
10
CU+10
Public Works
GC34090(d)
Swimming Pool Maintenance
CU
101
CU+10
Public Works
GC34090(d)
810
STORM DRAINAGE/FLOOD CONTROL
Creek Policies
S
2
S+21
Public Works
GC34090(d)
Drainage Complaints
CU
2
CU+2
Public Works
GC34090(d
Drainage Maps
CU
5
CU+5
Public Works
GC34090(d)
Flood Management
CU
2
CU+2
Public Works
GC34090(d)
Flood Studies/Detention Dams
CL
10
CL+10
Public Works
GC34090(d
General Information
2
2
Public Works
GC34090(d
Storm Drain & Water Way Program
Cul
10
CU+10
Public Works
GC34090(d
Zone 9 Master Plan
S1
10
S+101
Public Works
GC34090(d
811
PUBLIC IMPROVEMENTS
Cost stimating
Cul
21
CUI
I
I Public Works
GC34090 d
General Information
Cul
21
CU+21
I
I Public Works
GC34090 d
812
TRAFFIC OPERATIONS (STREETS, HIGHWAYS,
BRIDGES)
Abandonments
CL
P
P1
yes
Public Works
GC34090(a)
Bicycle Lanes/Paths
CL
5
CL+5
yes
Public Works
Public Works
GC34090(d) Microfilm for
research/historic value
GC34090(d)
Bridges and Creeks
CL
3
CL+3
_
General Information
2
2
Public Works
GC34090(d)
Pavement Management Plan
CL
5
CL+5
Public Works
GC34090(d
School Related
CLI
5
CL+5
Public Works
GC34090(d
Street NamingCL
P
P
es
Public Works
GC34090 a
Street Signs & Pavement Markings
CL
5
CL+5
Public Works
GC34090(d)
Street Widening
CL
P
P
yes
Public Works
GC34090(a
Traffic Patterns
CL
5
CL+5
Public Works
GC34090(d)
Traffic Regulations
CL
3
CL+3
Public Works
GC34090(d)
Traffic Safety
CL
5
CL+5
yes
Public Works
GC34090(d)
Traffic Signals & Street Lights
CLI
5
CL+5
yes
Public Works
GC34090(d)
Traffic Studies
CLI
10
CL+1101
yes
Public Works
GC34090 d
oo 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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 10
RECORD TITLE
RETENTION PERIODS UM
VITAL
OFFICE OF
CODE SECTION
(In years unless otherwise noted)
RECORD
REMARKS
ACTIVE INACTIVE TOTAL
2 2 Finance GC34090(d)
900 INFORMATION SYSTEMS
901 GENERAL COMPUTER INFORMATION
General Information
Hardware
S
2
S+2
Finance
GC34090 d
Software
S
2
S+2
Finance
GC34090 d
Training Programs
CL
2
CL+2
Finance
GC34090 d
1000
1001
REAL ESTATE
CITY OWNED PROPERTY
Buildings
I
11
yes
yes
I Clerk
GC34090(a)
Excess Right of Way
I I yes
yes
Clerk
GC34090(a)
Land
I I yes
yes
Clerk
GC34090(a)
Parks
I I yes
yes
Clerk
GC34090(a)
1100
1101
PARKS & RECREATION & CULTURE
PARKS AND RECREATION
Alcoholic Bevera a Control
T 2 T+21
P&R
GC34090 d
Banner Applications
2
3
5
P&R
GC34090 d
Banner Policy
2
3
5
P&R
GC34090 d
Child Care Programs
2
3
5
P&R
GC34090
Daily Activity Reports
2
2
P&R
GC34090
Facility Rental Information
CU
2
CU+2
P&R
GC34090 d
Facility Use Permits
2
3
5
P&R
GC34090
General Information
2
2
P&R
GC34090 d
Playground Audits
P
P
yes
P&R
GC34090(a)
Public Facilities (Including pools and parks): Capital
Improvements and Construction
5
5
10
yes
Public Works
GC34090(a)
Public Facilities (Including pools and parks): Maintenance
and Operations
5
5
10
yes
Public Works
GC34090(a)
Special Events
2
3
5
P&R
GC34090 d
Sports Groups
2
3
5
P&R
GC34090 d
Waivers & Permission Slips
2
3
5
P&R
GC34090
1200
1201
UTILITIES/PUBLIC SERVICES
FRANCHISE
Cable TV Sys I tems
21
3
5
Utilities
GC34090 d
General Information
2
2
Utilities
GC34090 d
Greenwaste & Curbside Recycling
2
3
5
Utilities
GC34090 d
Pacific Gas & Electric
2
3
5
Utilities
GC34090(d)
San Luis Garbage
2
3
5
Utilities
GC34090 d
Southern California Gas Co.
1 2
31
5
Utilities
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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 11
RECORD TITLE
RETENTION PERIODS
UM
VITAL
OFFICE OF
CODE SECTION
(In years unless otherwise noted)
ACTIVE INACTIVE TOTAL
21 31 5F
RECORD
REMARKS
S Ivester Security Alarm Systems
Utilities
GC34090 d
Union Oil Co.
21
31
51
Utilities
GC34090 d
1202
WATER SYSTEM
CA Dept. of Health
5
51
10
1
Utilities
40CFR
Conservation
P
P
Utilities
GC34090(a)
County Water Resources Advisory Board
3
12
15
Utilities
GC34090 d
Distribution/Maintenance/Customer
2
2
4
Utilities
GC34090 d
General Information
2
2
Utilities
GC34090 d
Nacimiento
31
P
Utilities
Ongoing roject
Operational Plans
P
P
yes
Utilities
GC34090 d
Recycling
2
2
4
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
Telemetry
P
3
6
Utilities
Licenses
Treatment
P
P
Utilities
GC34090 e
Water Management Plan
CU
CU
Utilities
40CFR
Wells/Groundwater
P
P
Utilities
GC34090(a)
Whale Rock/Minutes
P
P
Utilities
GC34090 e
1203
WASTEWATER
Annual Reports
cul
CU
I
Utilities
GC34090 c Compliance
Library Documents
P
P
yes
Utilities
GC34090 Historical
Monthly Reports
P
P
Utilities
GC34090 c Historical purpose
Pretreatment
5
5
Utilities
40CFR
Quarterly Reports
CU
CU
Utilities
GC34090(c) Compliance
Reclamation
P
P
Utilities
40CFR
SWRCB--Water Rights/Permits
P
P
—yes
yes
Utilities
40CFR
Treatment I
P1
P1
yes
Utilities
GC34090
Wastewater Collection 1
21
21
4
Utilities
GC34090 c
1204
SOLID WASTE MANAGEMENT
General Information
21
1 21
1 1
Utilities
GC34090 d
Recycling
2
31
51
j
Utilities
GC34090 d
Trash Service
Cul
51
CU+51
I I
Utilities
GC34090 d
1300 POLICE
POLICE ADMINISTRATION
Accident Review Reports 51 1 51 1 1 Police 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
CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE
Page 12
RECORD TITLE
RETENTION PERIODS
I/M
VITAL
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
ACTIVE INACTIVE TOTAL
CL + 2 3 CL + 5'
RECORD
REMARKS
Administrative / Internal Investigations
Police
GC34090(d) ` Retain longer when
requested by the Chief of Police
Background Investigations - Hired
T
5
T + 5
Police
Background Investigations - Non Hired
CL
2
CL + 2
Police
GC34090 d
Business Permit Files - Massage, Taxi, Solicitors
CU
2
CU + 2
Police
GC34090 d / SLOMC5.56.150
Concealed Weapon Permit Records
CU
A/E + 2
A/E + 2
Police
GC34090 d
Crime Statistics - Internally Computer Generated
2
3
5
Police
GC34090 d
Employee Training Records
T
5
T + 5
Police
GC34090 c
Operations Directive Manual
CU
2
CU + 2
Police
GC34090 d
Press Releases
2
3
5
Police
GC34090 d
Special Orders Manuals
Use of Force Supervisory Review Reports
5
2
P
P
2
yes
Police
Police
GC34090 d
GC34090 d
POLICE COMMUNICATIONS
Tapes - Audio, Telephone and Radio Communications
180 days
18 months
21
Police
JGC34090.76
POLICE EVIDENCE
In -Car Video Tapes
1
1 Police
JGC34090.7
POLICE RECORDS
Applicant Fingerprint Files 21
21
Police
GC34090 d
Arrest and Citation Register
2
2
Police
GC34090(d
Court Log
180 days
180 days
Police
GC34090.7
Crime Reports - Crimes Against Property
CL + 5
CL + 5
Police
GC34090 c
Daily Report
2
2
Police
GC34090(d
Field Investigation Cards
2
2
Police
GC34090(d
Incident Reports - Except Death and Missing Persons
2
2
Police
GC34090(d
Public Information Log
180 days
180 days
Police
GC34090.7
Receipt Copies
30 days
30 days
Police
GC34090.7
Statistical UCR Reports
2
2
Police
GC34090(d
Subpeona Log
1
1
Police
GC34090.7
Traffic Accident Reports
3
3
Police
GC34090 d
Traffic Citations
2
2
Police
GC34090 d
Traffic Fatalities
3
P
P1
yes
Police
GC34090 c
Traffic Property Damage Only
1
1
Police
GC34090.7
1500
FIRE
Apparatus/Vehicle
T
1
T+1
I
Fire
GC34090 / 8CCR3203 Repair and
Maintenance - Department Mechanic
Arson Investigations - Evidence
P
P
I
Fire I
PC799 Support prosecution resulting
in homicide
N
I,., 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
CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE
Page 13
RECORD TITLE
RETENTION PERIODS
IN
VITAL.
OFFICE OF
CODE SECTION
(in years unless otherwise noted)
RECORD
REMARKS
iINACTIVE 2ACTIVI .. =TOT
._
Arson Investigations - Evidence
CL
61
CL+6
Fire
PC800 Great bodily harm, inhabited
structure or property
B/C & Staff Los
CU
4
5
Fire
GC34090(d
Captain's Log (Fire Station Journals)
P
P
Fire
GC34090(d) Activities, personnel,
engine company —historical
Disaster - Major Event Log
P
P
Fire
GC34090 c Historical
Disaster Plans
S
2
S+2
yes
Fire
SLOMC2.24.080
Emergency Operations Guidelines
S
2
Fire
GC34090 d
Employee Records
T
T
Fire
GC34090 Then transferredito Hume^
Resources
EMS/Liability Reports
CU
3
4
Fire
GC34090 d
Equipment & Supplies Inventory
CU
21
3
Fire
GC34090 d
Exposure - Personnel
T
30
T+30
Fire
29CFR1910.1020 Sampling results,
collection, methodology, background
Exposure - Personnel
T
1
T+1
Fire
Laboratory reports and worksheets
Fire Code Books
S
5
S+5
Fire
GC34090.7
Fire.Dept. Staff Reports
P
P
Fire
GC34090 Non -Council agenda
related, includes supporting
documentation
Fire E ui ment/Gear Los
CU
2
3
Fire
GC34090 d
Fire Stations
P
P
Fire
GC34090(a)
Fumigations
CU
CU
Fire
GC34090 d
General Information
2
2
Fire
GC34090 d
General Operations Guidelines
S
2
S+2
Fire
GC34090 d
Hazardous Materials -Storage Permits
CL
2
CL+2
Fire
GC34090 d May keep longer
Hazardous Materials-Undergougnd Storage Tank
P
P
Fire
GC34090(a) Location, installation,
removal, remediation
Inspection Request/Complaint
CL
3
CL+3
Fire
GC34090 / CCP338 / CCP340.5
Inspections - Fire. Prevention
CL
3
CL+3
Fire
Alarm/sprinkler systems, prevention
efforts
Media Events - Department
P
P
Fire
Historical
Mutual Aid Activities
CU
5
6
Fire
Run Reports (Incidents)
CU
3
4
Fire
Depends on Spillman Database
Tailboard Safety Sheets
CU
3
4
Fire
GC34090(d)!May keep longer
Weed Abatement
'
CL
2
CL+2
Fire
GC34090 Various documentation
(May keep longer for historical)
N
N 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
n n
INDEX --,Ci .of San Lals-Ofjis o Retentron/DIS o';;jUon Schedule
SUBJECT
PAGE
Abandonments
9
Accident Review Reports
11
Accounts Payable Reports
4
Accounts Payable supporting Docs (voucher, invoice, PO)
4
Action Update
3
Address Files
2
Ad Hoc Advisory Bodies
4
Administrative/Internal Investigations (Police)
12
Administrative Files (Attorney)
6
Advisory Body Handbook
3
Advisory Body Training
3
Aerial Photos (PW mapping)
8
Affidavits of Publication
6
Agenda
3
Agreements/Contracts
7
Alcoholic Beverage Control
10
Annual Advisory Body Recognition
3
Annual Departmental Reports
1
Annual Reports (Wastewater)
11
ApparatusNehicle (Fire)
12
Applicant Fingerprint Files
12
Applications (HR)
5
Arrest and Citation Register
12
Arson Investigations - Evidence (Fire)
12,13
Assessment Districts
8
Assessment Pay-offs
4
Audio Tapes
3
Audited Financial Statements
5
B/C & Staff Logs (Fire)
13
Background Investigations - Hired (Police)
12.
Background Investigations - Non Hired (Police)
12
Bank Statements
4
Banner Applications
10
Banner Policy
10
Benefit Districts
8
Bicycle Lanes/Paths
9
Bids, RFPs (unsuccessful)
6
Bids, RFPs, RFQs (successful)
6
Blank City Forms
1
Bonds Payable and Other Long -Term Indebtedness
5
Bridges and Creeks
9
Budget Documents (Financial Plan)
5
Buildings
10
Business Permit Files - Massage, Taxi, Solicitors
12
Index Page 1
23
INDEX - SCI �ofSan�Llals Obis' o'Retention/Dls os'tion.Sctedule �•
SUBJECT PAGE
Business Tax Certificates
Business Tax Customer Files 4
Bylaws (Advisory Body) 3
11
Cable TV Systems 10
Captain's Log (Fire Station Journals) 13
Cash Receipts
4
Certificates of Destruction
2
Certificates of Compliance
7
Charters -Listed Numerically with Amendments
6
Checks, Canceled
4
Child Care Programs
10
CIB Resolutions/Ordinances 7
Citizens' Charter Committee 6
City Informational Brochures, Publications, Newsletters 1
City -Owned Property/Property Management 6
City-wide Policies and Procedures 1
Civil Litigation 6
Civil Litigation regarding Property (including settlement and 6
releases)
Claim Files (Attorney) 6
Complaints (Citizen) 1
Concealed Weapon Permit Records 12
11
Construction Files 2
Construction Permits (numeric) 2
Consumer Price Index (CPI) 7
Controlled Committees (Elections) 6
Conveyances from the City (Deeds, Easements, 7
Abandonments)
Conveyances to the City (Deeds, Easements, etc.) 7
Correspondence- External (General Office) 1
Correspondence- Internal (General Office) 1
Cost Estimating (Public Improvements) 9
Council "Notes" 3
Council Agenda Packets 3
Council Brochures 3
Index Page 2
24
17NDEX =- CIt, bf San:Luls Obispo�Retentigh Disposition Schedule `.
SUBJECT
PAGE
Council Policies & Procedures 3
Council Resumes 3
Council Subcommittee Assignments 3
County Legislation 6
County Water Resources Advisory Board 11
Court Log 12
Credit Bureau Adjustments
4
Credit Bureau Assignments
5
Creek Policies
9
Crime Reports - Crimes Against Property
12
Crime Statistics - Internally Computer Generated
12
Criminal Cases going to court
6
Criminal Citations
7
Daily Activity Reports (Parks & Recreation) 10
Daily Report (Police) 12
Department of Motor Vehicles Records 5
Departmental Policies/Procedures 1
Disaster - Major Event Log 13
Disaster Plans 13
Discrimination Complaint
5
Distribution/Maintenance/Customer (Water)
11
Downtown Parking Study
8
Drainage Complaints
9
Drainage Maps
9
Emergency Operations Guidelines
13
Em
Employee Files 5
Employee Records 13
Employee Training Records 12
Employment Eligibility Verification - Immigration/Naturalization 5
Service
EMS/Liability Reports (Fire)
13
Encroachment Permits
7
Engineering Standards
7
Equal Employment Opportunity Reports
5
Equipment & Supplies Inventory
13
Excess Right of Way
10
Exposure - Personnel
13
Facility Rental Information
10
Facility Use Permits
10
Federal Grants, including FEMA / other emergency
4
Federal Legislation
6
Field Investigation Cards (Police)
12
Fire Code Books
13
Index Page 3
25
�.
SUBJECT PAGE
Fire Dept. Staff Reports
13
Fire Equipment/Gear Logs 13
Fire Stations 13
Fixed Asset Subsidiary Ledger (includes inventory) 5
Flood Management .__ - _ _..__ _ _ 9
General Correspondence 4,5
General Information
1, 3, 6, 7, 8, 9,
10, 11, 13
General Operations Guidelines (Fire)
13
General Working Files (Attorney)
7
Geologic Hazard Abatement Districts
8
Greenwaste & Curbside Recycling 10
Hardware (IS) 10
Hazardous Materials -Storage Permits 13
Hazardous Materials -Underground Storage Tank 13
Home OCCUDation Permits 2
Hot Files
In -Car Video Tapes 12
Incident Reports -Except Death and Missing Persons 12
In -House Committees (General Office) 1
Recall Petitions
Inspections - Fire Prevention
13
Insurance/Benefits
5
Invoices (Accounts Payable)
4
Journal Entries (Accounts Payable)
4
Labor Negotiations
5
Land (City -owned Property)
10
Legislative Files (Attorney)
7
Library Documents (Wastewater)
11
Library Building Maintenance
9
Liens
7
Local-SLO Municipal Bus System 8
Manuals (Statements of Economic Interest) 7
Media Events - Department 13
Meter Reads
Index Page 4
26
n
SUBJECT PAGE
Minutes 3,7
Monthly Financial Statements 5
Monthly Reports (Wastewater) 11
Municipal Code 6
Municipal Election File/Sample Ballots 6
Mutual Aid Activities 13
Nacimiento 11
Nomination Papers (office holders) 6
Notices of Address Change 2
Notices of Determination 2
Notices of Exemption _ 2
Oaths of Office 3
Operational Plans (Water) 11
Operations Directive Manual (Police) 12
Ordinances 6
Pacific Gas & Electric 10
Parking Facilities 9
Parking Meters 8
Parking Policies 8
Parks 10
Pavement Management Plan 9
Payment Stubs & Tapes (Utility Billing) 5
Playground Audits 10
Positive Feedback (How are we doing? forms) 1
Press Release 7.12
Pretreatment (Wastewater)
11
Proclamations
3
Professional Associations
1
Project Files: Administrative Use Permit; Planning Commission 2
Use 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
Property Files (Attorney) _ 7
Public Comment and Speaker Slips (Council) 3
Public Facilities (Including pools and parks): Capital 10
Improvements and Construction
Public Facilities (Including pools and parks): Maintenance and 10
Operations
Public Information Log (Police) 12
Public Records Requests 2
Index Page 5
27
INDEX-- ', dban. Luls.Obis otRetent on7Dis `ositlon":Schedule
SUBJECT PAGE
Publications Qoumals, periodicals) 1
Quarterly Advisory Body Meeting 4
Quarterly Reports (Wastewater) 11
Receipt.Copies (Police) 12
Reclamation 11
Recorded Agreements with Residents/Covenants, etc. 2
Recreation Facilities Maintenance 9
Recruitments (Advisory Body) 3
Recycling 11
Refunds
Transit
Residential
Resolutions
3,6
Resolutions of Appreciation
3
Revenue Backup
4
Rideshanng/Car Pool Program
8
Risk Management Claims Against The City
5
Rosters (Advisory Body)
3
Run Reports (Incidents)
13
Safety
5
11
San Luis Garbage
10
School Related
9
Service Requests (Utility Billing)
5
Sign Inventory Files
2
Sign Permits
2
Software (IS)
12
Solid Waste
11
Southern California Gas Co.
10
Special Events (Parks & Recreation)
10
Special Orders Manuals (Police)
11
Staff Meeting Notes
State Controller Reports
5
State Grants
4
State Legislation
6
Statements of Economic. Interest
7
Statistical UCR Reports
12
Storm Drain & Water Way Program
9
Street Files
8
Street Landscape Maintenance
9
Street Naming
9
Street Signs & Pavement Markings
9
Street Widening
9
Index Page 6
28
SUBJECT
PAGE
Subpoena Log
12
Surplus Property Auction/Disposal
6
Surplus Property List
5,6
Swimming Pool Maintenance
9
SW RCB--Rights/Permits
11
SWRCB--Water Rights/Permits
11
Sylvester Security Alarm Systems
11
Tailboard Safety Sheets
13
Tapes - Audio, Telephone and Radio Communications
12
Tax Reports 4
Tax Reports (1099 Tax Info/Retums) 4
Taxicabs 8
Telemetry 11
Time Sheets (Payroll) 4
Tracts and Minor Subdivisions 2
Traffic Accident Reports
12
Traffic Citations
12
Traffic Fatalities
12
Traffic Patterns
9
Traffic Property Damage Only 12
Traffic Regulations 9
Traffic Safety 9
Traffic Signals & Street Lights 9
Traffic Studies 9
10
Transient Occupancy Tax 4
Transportation Permits 8
Trash Service 11
Treatment (Wastewater) 11
Tuition Reimbursement 5
Underground Utilities 8
Union Oil Co. 11
Unmet Transit Needs 8
Unreinforced Masonry Files (structural analysis) 2.
Use of Force Supervisory Review Reports 12
Video Tapes
3
Waivers & Permission Slips (Parks & Recreation)
10
Wastewater Collection
11
Water Management Plan
11
Weed Abatement
13
Wellness Files
5
Wells/Groundwater
11
Whale Rock/Minutes
11
Index Page 7
29
SUBJECT
Williamson Act Contracts
PAGE
Workers Compensation 5
Zone 9 Master Plan 9
Index Page 8
30