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:
1099 Miscellaneous Income Reports
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
5 Year Plan, 10 Year Plan, Project Data Sheets.
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Accident Logs and Investigation Reports
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Accounting Correspondence, Vehicle and Equipment Rental Agreements, Purchase Orders, Invoices
Category:
Administrative
Remarks:
Shred
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Accounting/Purchasing, Contracts
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
20 years
Ada Request For Reasonable Accommodation Report
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Affirmative Action Plan
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years after elimination of adverse impact
Agendas, Notices and Minutes of Commission and Committee Meetings
Category:
Commission
Division:
Retention Type:
1 - Permanent
Retained On-Site:
20 years
Retained Off-Site:
Permanent
Agreements/Contracts/Permits
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
All Personnel Action Records
Category:
Personnel
Remarks:
Civil Rights Act, Veterans Act, FLSA, ADEA, ADA, EO 11246
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year or until disposition of charge
Annual Reports
Category:
Financial
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Appeals Board (Ruab) Records
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
Indefinitely
Asbestos, Lead, or Other Carcinogen-Related Documents, Training Records, Work Plans, Exposure Records
Category:
Safety
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Association and Agency Records
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Audio/Video Recording of Meetings of Policy Bodies
Category:
Commission
Remarks:
Required by Admin. Code §67.14
Division:
Retention Type:
1 - Permanent
Retained On-Site:
20 years
Retained Off-Site:
Permanent
Audit Reports
Category:
Financial
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Audit Work Papers
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Backflow Testing Records
Category:
Environmental Services
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Bankruptcy Petition, Dismissal/Discharge
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
1 year
Bankruptcy Petition, Proof of Claim
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
Until case discharged
Baseline Safety Inspections of Work Places
Category:
Safety
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Block/Lot Update
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
1 year
Bond Indentures and Reports
Category:
Financial
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Bond Sales, Documents
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
For life of agreement plus 5 years.
Budget Files
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Cal/OSHA Citations and Related Paperwork
Category:
Safety
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Calendar (General Manager)
Category:
Administrative
Remarks:
Required. by Admin. Code §67.29-5
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
30 days [minimum]
Cashier, Automatic Bill Payment Records
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Cashier, Bank Recap/Deposit Slips
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
3 years
Cashier, Cash Payment Receipts
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
3 years
Cashier, Muni Journal Payments/Inventory
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Cashier, Returned Check/Customer Refund Information N
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
1 year
Certificates of Age/Dates of Birth
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years after separation
Chain of Custody Forms
Category:
Laboratory
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Chiefs, Seniors Log Books
Category:
Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
9 years
Chronological Files
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Citizen Complaints and Responses
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Client Services Reports
Category:
Laboratory
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Codes of Safe Practice
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Collection Reminder Notices/Third Party Notification
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
1 year
Collection, Decedent Claim
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
1 year
Collection, Demand Letter
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
3 years
Collection, Excess Nightly Finance Reports
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Collection, Monthly Reports
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
3 years
Comments Addenda, Ability Analyses, and Public Participation Records
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Commission Correspondence
Category:
Commission
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Commission Files
Category:
Commission
Division:
Retention Type:
1 - Permanent
Retained On-Site:
10 years
Retained Off-Site:
Permanent
Commission Packets
Category:
Commission
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Complete Job Applications
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Compliance Orders
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Conceptual Engineering Reports
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Confined Space Entry Permits
Category:
Operations
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year or until superseded
Consumer Complaints
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Contact Log/Correspondence
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years beyond project completion
Contract Drawings, Specifications, Addenda
Category:
Final Construction Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Contract Progress Payments
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years after expiration
Contracts
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Controller's Journal Entries and Paid Warrants
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Cross Connection Records
Category:
Environmental Services
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Customer Lead Testing Records
Category:
Laboratory
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Daily Diaries
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Dam and Tunnel Certifications; Dam Deflection Reports
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Design Drawings
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Dhs Regulatory Files
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Discrimination Complaints
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Domestic Water Systems Compliance
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Ecology & Conservation Issues and Measures
Category:
Administrative
Remarks:
Shred
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Employee Gender & Occupation
Category:
Personnel
Remarks:
FLSA, EPA, ADEA
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Employee Individual Training Records
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
Employment term
Employee Training Records
Category:
Administrative
Remarks:
Shred
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Employment Applications/Resumes
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Energy Class Rates
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Engineering Calculations
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Engineering Capital Improvement Projects
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Engineering Permits and Consent Letters
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Engineering Records
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Engineering Reports
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Environmental Impact Reports, Resource Investigation Reports
Category:
Environmental
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Environmental Review Documents
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Equipment Crane Certifications & Other Equipment Permits & Renewals
Category:
Operations
Division:
Retention Type:
2 - Current
Retained On-Site:
Life of Equipment
Equipment Disposal Records
Category:
Equipment
Division:
Retention Type:
3 - Storage
Retained On-Site:
For life of equipment
Retained Off-Site:
3 years
Equipment, Crane Certifications and Other Equipment Permits and Renewals
Category:
Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
Equipment life
Equipment/Van Purchase/Maintenance Records
Category:
Operations
Division:
Retention Type:
3 - Storage
Retained On-Site:
Equipment/van life
Ergonomic Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Facilities Records
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent or 5 years after life of facility
Facility Construction Records
Category:
Operations
Division:
Retention Type:
3 - Storage
Retained On-Site:
Until closed
Retained Off-Site:
Facility life
Facility Equipment Manuals and Drawings
Category:
Operations
Remarks:
Recycle
Division:
Retention Type:
3 - Storage
Retained On-Site:
Equipment life
Facility Lab Exam Reports
Category:
Operations
Remarks:
Recycle
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Family Medical Leave Act Records
Category:
Personnel
Remarks:
Required by Fair Labor Standards Act §11(c)
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Famis Reports
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3
Field Service Daily Reports
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Field Service Daily Throw Sheets-Inspections/Meter Readers
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Field Service Hazard Logs
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Field Service Record Complaint Logs
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Financial Records, Miscellaneous
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after of applicable fiscal year
Fiscal Year Budget
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Fiscal Year Budget
Category:
Administrative
Remarks:
1 History Copy
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Fiscal Year Cip Funding
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Fmls Medical Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Gas Tech Calibration Records
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
General Administrative Records
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years or until superseded
General Correspondence (Chronological Files)
Category:
Administrative
Remarks:
Shred
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
2 years
General Manager Reports and Correspondence
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Geotechnical Investigations
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Government Agency Materials
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Hazardous Materials Manifests
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Hazardous Materials Manifests
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Hazardous Materials Storage Inventories
Category:
Safety
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Hazardous Materials, Permits, Plans, Amendments, Licenses, Renewals, Certifications
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
4 years or life of permit
Health & Safety Facility Accidents
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Health and Safety Records
Category:
Personnel
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Health and Safety: Facility Accidents
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Health Studies and Reports
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Hetch Hetchy and Puc Newsletters, Newspaper Clippings, Annual Reports
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
High Bill Complaints, Adjustments, Adjustment Vouchers
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Historical Accounting Ledgers
Category:
Administrative
Remarks:
Museum Sample
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
HRC Documents
Category:
HRC
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Hydraulic Studies, Reports, Charts
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Hydrologic & Meteorologic Records
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Hydrology Reports, Snow Surveys, Usgs Stream Measurements
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Hydrology, Charts, Snow Surveys, Watershed Reports
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Industrial Hygiene Survey Results/Reports
Category:
Safety
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Industrial Injuries
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
30 years
Industrial Injuries
Category:
Administrative
Remarks:
Shred
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
29 years
Ins Form 19
Category:
Personnel
Remarks:
OSHA
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years or 1 year after separation
Insurance Records
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Interdepartmental Correspondence
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Invoices
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after of applicable fiscal year
Invoices
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years after project expiration
Invoices
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Job-Specific Codes of Safe Practice
Category:
Operations
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Lab Certification and Audits
Category:
Laboratory
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Lab Reports
Category:
Laboratory
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Lands and Rights of Way Deeds, Historical Documents, Right-Of-Way Easements-Granted
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Lease Files
Category:
Equipment
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after expiration
Lease Files, Equipment and Other
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after expiration
Legal Advice
Category:
Legal
Division:
Retention Type:
2 - Current
Retained On-Site:
Permanent
Legal Documents - Raker Act, Lawsuits, Litigations, Water Rights Issues, Water Bank Issues, Historical Documents
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Legislative/Laws/Orders
Category:
Legal
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Lien Hearing Reports
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Lien Interest Records
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
6 months
Lien Master Releases
Category:
Financial
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Lien Payment Records
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
1 year
Lien Payments, Applied Tax Lien/Secured Rolls & Redemption Bureaus
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
5 years
Lien Recordation/Release Notices
Category:
Financial
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Lien Warning Notices
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Lien, Pulled Recordation/Release Notices
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
1 year`
Lien, Tax Lien Deletion Monthly Report/Requests
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
5 years
Maintenance Records
Category:
Equipment
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
1 year
Material Safety Data Sheets
Category:
Operations
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Material Safety Data Sheets
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Maximo (Computerized Maintenance Management System) Records
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Miscellaneous Records
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Modesto Irrigation District and Turlock Irrigation District Documents
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Monitoring Data
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Monthly Aquatic Pesticide Discharge Reports
Category:
Environmental Services
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Motions and Resolutions
Category:
Commission
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Non-Fmla Medical Records
Category:
Personnel
Remarks:
ADA, ADEA, Civil Rights Act
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Occupational Injury/Illness Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Operating Records - Rwqcb Monthly Monitoring Reports
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Operations Log Books
Category:
Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Payables (Invoices)
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after of applicable fiscal year
Payroll Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Payroll Time Sheets & Work Schedules
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Payroll Time Sheets and Work Schedules (After 1986)
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Payroll Time Sheets and Work Schedules (Before 1986)
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Peer Reviews
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Permit Application and Issuance Records
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
For life of permit, minimum of 2 years
Permits
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Permits, Renewals, Amendments
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years after expiration
Personnel Files
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after separation
Pictures/Photos
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Plan Holders Lists
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years beyond contract award
Plant Process Log Sheets
Category:
Administrative
Division:
Retention Type:
3 - Storage
Retained Off-Site:
5 years
Policy/Procedures Directives
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Policy/Procedures Directives
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
While valid
Positive Drug Test Records
Category:
Personnel
Remarks:
Civil Rights Act
Division:
Retention Type:
2 - Current
Retained On-Site:
Indefinitely
Power Contracts/Agreements
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Power Correspondence and Studies
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Power Disposal , Wspp, Scheduling, Outage, Log Books, Billing
Category:
Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Power Loans and Grants
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Power Scheduling, Generation Summaries,
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Professional Services Contracts
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Professional Services Contracts/Agreements
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
Contract life
Professional Services Contracts/Agreements
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after expiration
Professional Services Study Reports
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Project As-Built Information, Including Drawings and Contract Modifications
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Budgets, Work Orders, MOUS, and Other Financial Documents
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Close-Out Documents
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Construction Contracts
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Construction Correspondence
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Construction Permits
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Construction Progress Reports
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Control Reports, Milestone Reports
Category:
Reports
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Correspondence
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years beyond project completion
Project Design Calculations, Project Design Deliverables, Technical Memoranda and Other Discipline Documents
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Design Cost Estimates
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Design Permits and Permit Correspondence
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Files
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Until closed
Retained Off-Site:
Permanent
Project Files
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Management Plans
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Plan Approvals
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Plan Permits and Permit Correspondence
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Planning Budgets, Work Orders, and Other Financial Documents
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years
Project Planning Management Documents
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Records
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Project Status Reports
Category:
Engineering
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Project Study Reports
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Protest Letters
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
4 years
Publications, Reports, and Other Materials Created By Department
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Purchase Orders
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Purchase Orders
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Rate Administration - Water Sales Contracts, Jpas, Settlement Agreements, Reports
Category:
Financial
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Rate Analyses
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Rate Litigation Records
Category:
Financial
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Receipts Processing Forms
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Recorded Surveys
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Refundable Receipts
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years after date of refund
Regional Water Quality Control Board Permit Correspondence
Category:
Environmental Services
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Regional Water Quality Control Board Permit Monitoring
Category:
Environmental Services
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Regulations
Category:
Contract
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Regulatory Compliance Reports
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Regulatory Compliance Reports
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Regulatory Records
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Requests For Plans and Specs
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years beyond contract award
Requests For Proposals (RFPs) and Request For Qualifications (Rfqs);Responses to RFPs and RFQs; Scoring Records
Category:
Contract
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Requirement Codes For Rates
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Reservoir Treatment Records
Category:
Engineering
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Resolutions, Signed
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Resolutions, Unsigned
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Respirator Fit-Testing Results
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
Employment term
Returned Mail, Lien and Collection Letters
Category:
Financial
Remarks:
Review and dispose if updated
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Returned Mail/General/Customer
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
6 months - 1 year
Revolving Funds Records
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after of applicable fiscal year
Routine Limnology Reports
Category:
Environmental Services
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
S.F. Street Lighting Records
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Safety Audits
Category:
Laboratory
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Safety Meeting Minutes
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Sanborn Map Books
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Service Installation Application File/Payment Receipts
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Service Installation Applications
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Service Installation Payment Transmittals
Category:
Financial
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Settlement Agreements
Category:
Legal
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Sewer Service Charge Appeals
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Sexual Harassment Complaints
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Suburban Revenues
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
System Maps
Category:
Operations
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Term Purchase Agreements
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Test Papers
Category:
Personnel
Remarks:
ADEA
Division:
Retention Type:
2 - Current
Retained On-Site:
1 year
Time Rosters
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Time Sheets
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
Travel and Reimbursement Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 years
TrUST Fund Receipts
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Tunnel Cal/OSHA Classification Forms and/or Safety Plans
Category:
Safety
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Turbidity Historical Array
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Turbidity History, Water Filtration Avoidance
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Underground Service Alerts
Category:
Operations
Division:
Retention Type:
2 - Current
Retained On-Site:
3 years
Utility Charges
Category:
Operations
Remarks:
Shred
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Vehicle & Equipment Rental Agreements, Purchase Orders, Invoices
Category:
Operations
Division:
Retention Type:
2 - Current
Retained On-Site:
2 to 4 years
Vehicle Records
Category:
Equipment
Division:
Retention Type:
3 - Storage
Retained On-Site:
For life of vehicle
Retained Off-Site:
3 years
Voucher Payments
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Warehouse Issues & Returns
Category:
Equipment
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Water Conservation Program Audit Work Orders, Conservation
Category:
Financial
Remarks:
Limited space for retention
Retention Type:
2 - Current
Retained On-Site:
2 years
Water Conservation Program Financial Records, Rebate Check Forms/Toilet Sale Contracts
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years after applicable fiscal year
Water Conservation Program Toilet Rebate/Toilet Sale Applications
Category:
Financial
Remarks:
From applicants who do not purchase toilet
Retention Type:
2 - Current
Retained On-Site:
2 years
Water Disposal Meter Readings, Billings
Category:
Operations
Remarks:
Recycle
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
2 years
Water Distribution & Operating Permits
Category:
Operations
Division:
Retention Type:
2 - Current
Retained On-Site:
Until superseded
Water Filtration Avoidance
Category:
Engineering
Division:
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Water Quality - General Correspondence, Violations
Category:
Administrative
Remarks:
Records Staff Review
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
9 years
Water Quality General Correspondence
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Water Quality Violations
Category:
Engineering
Division:
Retention Type:
2 - Current
Retained On-Site:
10 years
Water Quality Violations
Category:
Operations
Remarks:
Administrative review
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
9 years
Water Rights Documents, Water Studies and Records
Category:
Administrative
Division:
Retention Type:
1 - Permanent
Retained On-Site:
1 year
Retained Off-Site:
Permanent
Watershed & Row-Related Permits and Renewals
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Wet Weather Operation Plant Records
Category:
Administrative
Division:
Retention Type:
3 - Storage
Retained Off-Site:
5 years
Wholesale Sewer Calculations
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years
Work Orders and Payments
Category:
Financial
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years after of applicable fiscal year
Work Orders, Field Services
Category:
Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Workers' Compensation Records
Category:
Personnel
Remarks:
Title 8, Cal. Code of Regulations, Section 10102
Division:
Retention Type:
2 - Current
Retained On-Site:
5 years