You may submit a request for any of the following records in accordance with applicable public records laws. The departments have included a direct link to some of the records; if there is no link for the record you are seeking, and/or you would like to request additional information regarding that record, please contact the department or division directly using the contact information provided for that specific record.
Department Contact:
Annual Reports
Category:
Administrative
Remarks:
Admin. Code section 8.16
Retention Type:
1 - Permanent
Retained Off-Site:
Permanently retained in Public Library
Audio/Video Recordings Not Otherwise Specified
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Audit Reports
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Budget Files
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Calendars - Department Head's
Category:
Administrative
Remarks:
Admin. Code 67.29-5
Retention Type:
4 - No Retention Required
Retained On-Site:
3 years
Calendars - Other Than Department Head's
Category:
Administrative
Retention Type:
4 - No Retention Required
Case Files, Capital Cases Closed Files
Category:
Legal Files
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Case Files, Civil Mental Health
Category:
Legal Files
Retention Type:
2 - Current
Retained On-Site:
3 years, or until restoration, whichever is longer
Case Files, Felony Closed Files
Category:
Legal Files
Retention Type:
2 - Current, 3 - Storage
Retained Off-Site:
10 years, or until sentence completion, whichever is longer
Case Files, Juvenile, Closed Files
Category:
Legal Files
Retention Type:
2 - Current
Retained On-Site:
5 years, or until age of majority, whichever is longer
Case Files, Misdemeanor Closed Files
Category:
Legal Files
Retention Type:
2 - Current, 3 - Storage
Retained Off-Site:
8 years
Citizen Complaints
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Contract Correspondence
Category:
Contract and Vendor Records
Retention Type:
2 - Current
Retained On-Site:
2 years, or the term of the agreement, unless dictated by law to be a longer retention period
Contracts, Agreements, MOU's
Category:
Contract and Vendor Records
Retention Type:
2 - Current
Retained On-Site:
20 years plus the term of the agreement unless dictated by law to be a longer retention period
Correspondence Not Requiring Follow-Up
Category:
Administrative
Retention Type:
4 - No Retention Required
Correspondence, Miscellaneous
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Discrimination Complaints
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or Life of employee
Employment Applications/Resumes
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Exchanged Drafts of Agreements
Category:
Contract and Vendor Records
Remarks:
Admin. Code 67.24(a)
Retention Type:
2 - Current
Retained On-Site:
2 years
Family Medical Leave Act Records
Category:
Personnel/HR Records
Remarks:
Required by FLSA 11(c)
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or Life of employee
Fax Transmittal Sheets
Category:
Administrative
Retention Type:
4 - No Retention Required
Financial Records, Miscellaneous
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
5 years after applicable fiscal year
Interdepartmental Correspondence
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Investigator's Files
Category:
Legal Files
Retention Type:
1 - Permantent, 2 - Current, 3 - Storage
Retained On-Site:
Same as retention period for case type
Retained Off-Site:
Same as retention period for case type
Journals, Magazines, Catalogs
Category:
Administrative
Retention Type:
4 - No Retention Required
Lease Files
Category:
Contract and Vendor Records
Retention Type:
2 - Current
Retained On-Site:
1 year after expiration
Legal Advice Received
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
Until Superceded
Memoranda, Miscellaneous
Category:
Administrative
Retention Type:
4 - No Retention Required
Memoranda, Policy & Decisional
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
5 years, or until superceded
Miscellaneous
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Payables (Invoices)
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
5 years
Payroll Records
Category:
Personnel/HR Records
Remarks:
Secure permission from SFERS prior to destruction
Retention Type:
2 - Current
Retained On-Site:
2 years
Personnel Files
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or Life of employee
Publications / Reports Created By Department
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Purchase Orders
Category:
Contract and Vendor Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Regulations
Category:
Contract and Vendor Records
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Requests For Proposals (RFP's) and Requests For Qualifications (Rfq's); Responses Thereto
Category:
Contract and Vendor Records
Remarks:
Admin. Code 67.24(e)(1)
Retention Type:
2 - Current
Retained On-Site:
2 years
Revolving Funds Records
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
10 years
RFP Scoring Records
Category:
Contract and Vendor Records
Remarks:
Admin. Code 67.24(e)(1)
Retention Type:
2 - Current
Retained On-Site:
2 years
Settlement Agreements
Category:
Administrative
Remarks:
Admin. Code 67.12(b)(3)
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Sexual Harassment Complaints
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Time Rosters
Category:
Personnel/HR Records
Remarks:
Secure permission from SFERS prior to destruction
Retention Type:
2 - Current
Retained On-Site:
2 years
Time Sheets
Category:
Personnel/HR Records
Remarks:
Secure permission from SFERS prior to destruction
Retention Type:
2 - Current
Retained On-Site:
2 years
Travel and Reimbursement Records
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Work Orders and Payments
Category:
Administrative
Retention Type:
2 - Current
Workers' Compensation Records
Category:
Personnel/HR Records
Remarks:
Title 8, Cal. Code of Regulations, 10102
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or Life of employee