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.

Public Works (DPW)

http://sfpublicworks.org

Ratified on:7/1/2019 8:34:19 AM

Department Contact:

David A. Steinberg

415-554-6950

david.steinberg@sfdpw.org

Accounting related to department contracts.
Category:
Contract accounting
Remarks:
Contract accounting records
Retention Type:
2 - Storage
Retained On-Site:
Termination of contract
Retained Off-Site:
7 years
Total Time Retained:
Termination of contract
+ 7 years
Administrative records of meetings held by various official department committees.
Category:
Department meetings - committees
Remarks:
Meeting materials for CULCOP, newsrack advisory committee, graffiti abatement committee, etc.
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
Administrative records relating to all official public hearings and meetings of the department.
Category:
Department meetings - Public Works hearings
Remarks:
Meeting agendas, meeting minutes, sign-in sheets, record of hearing
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
All documents contained in bid packages that were not accepted for a construction or professional services contract, or the project did not otherwise move forward.
Category:
Unsuccessful bids
Remarks:
Bid package (that did not move forward), including architectural studies
Retention Type:
2 - Storage
Retained On-Site:
End of bid process
Retained Off-Site:
2 years
Total Time Retained:
Bid + 2 years
All drawings completed for planning and construction of department buildings, facilities and city-owned infrastructure.
Category:
Construction - engineering drawings
Remarks:
As-built plans, shop drawings, warranties
Retention Type:
3 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Until asset is retired
+ 5 years
Total Time Retained:
Until asset is retired + 5 years
All records relating to construction of department buildings, facilities and city-owned infrastructure.
Category:
Construction - construction records
Remarks:
Design, construction, and environmental records associated with a construction project, including architectural drawings, site conditions, topographical drawings, inspections, testing, permitting, building permit drawings, studies, work orders, soil reports, boring records, subsidence, slope protection, RFIs and submittals. For unsuccessful bids or projects that did not move forward, see CON3000.
Retention Type:
3 - Permanent
Retained On-Site:
Project close-out + 1 year
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Audio recordings made at all official public hearings and meetings of the department.
Category:
Department meetings - Public Works hearings - audio recordings
Remarks:
Audio recordings
Retention Type:
3 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Certified payroll records and fringe benefit statements received from contractors by the department in its role as the awarding body for public works projects.
Category:
Contractor payroll and benefits
Remarks:
Certified payroll records, fringe benefits reports
Retention Type:
1 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Total Time Retained:
5 years
Covers all documents relating to Federal Emergency Management Agency (FEMA) and California Governors Office of Emergency Services (CAL OES) public assistance and activities, including project worksheet files (applies to all financial and programmatic records, contracts, insurance documents, supporting documents, statistical records, and other records of grantees or subgrantees for FEMA and CAL OES public assistance grants).
Category:
Disaster/Cost Recovery Documentation
Remarks:
Emergency/disaster cost accounting
Retention Type:
1 - Current
Retained On-Site:
3 years from date of final Financial Status Report (FSR) (FEMA Form 112-0-1).
Retained Off-Site:
None
Total Time Retained:
3 years from the date of final closeout. Date of final closeout indicated by receipt of final Financial Status Report (FSR) (FEMA Form 112-0-1). Note that final closeout is when all project worksheets associated with a disaster/emergency are closed. For example, the Loma Prieta Earthquake occurred in October 1989. The date of final FEMA closeout of the last associated project was Dec 2001. Documentation and records related to all associated projects from 1989 to 2001 need to be retained through Dec 2004 (final closeout plus 3 years). If there is any litigation, claim, negotiation, audit or other action involving the records that has been started before the expiration of the 3-year period, then the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 3-year period, whichever is later.
Director's calendar
Category:
Director's Office - Director's calendar
Remarks:
Director's calendar
Retention Type:
1- Current
Retained On-Site:
2 years
Retained Off-Site:
None
Total Time Retained:
2 years
Documents and materials maintained solely for reference purposes.
Category:
Reference materials
Remarks:
Codes, ordinances and regulations, directives and instructions, testing standards, street files
Retention Type:
1 - Current
Retained On-Site:
Keep until no longer needed
Retained Off-Site:
None
Total Time Retained:
Keep until no longer needed
Documents used in the preparation of department budgets.
Category:
Budget - supporting documents
Remarks:
Indirect cost plan supporting documents, department budget submission documents
Retention Type:
1 - Current
Retained On-Site:
10 years
Retained Off-Site:
None
Total Time Retained:
10 years
Field and lab test reports of materials to be used in construction projects.
Category:
Materials testing - testing reports
Remarks:
Field test reports, lab test reports
Retention Type:
1 - Current
Retained On-Site:
6 years
Retained Off-Site:
None
Total Time Retained:
6 years
Forms, templates and standard provisions used in the creation of contracts and procurement documentation.
Category:
Procurement and contracting templates
Remarks:
RFQ procurement package, PSC documents, draft RFQs
Retention Type:
2 - Storage
Retained On-Site:
Until superseded
Retained Off-Site:
5 years
Total Time Retained:
Until superseded + 5 years
General and routine reporting created on a regular basis to support a business function.
Category:
General and routine reporting
Remarks:
Regular and routine reporting, billings reporting, division quarterly and annual reports, utility excavation 5-year plans
Retention Type:
1 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Total Time Retained:
5 years
Maps and other routing information maintained by the department.
Category:
Operations reference - mapping
Remarks:
Street cleaning routes, geographical zones
Retention Type:
1 - Current
Retained On-Site:
While active
Retained Off-Site:
None
Total Time Retained:
While active
Material safety data sheets for chemicals and other products used by the department.
Category:
Safety data sheets
Remarks:
Safety data sheets
Retention Type:
2 - Storage
Retained On-Site:
While chemical in use
Retained Off-Site:
30 years
Total Time Retained:
While chemical in use
+ 30 years
Official communications from the department director.
Category:
Director's Office - Director's numbered letters
Remarks:
Director's numbered letters, Public Works orders
Retention Type:
3 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
None
Total Time Retained:
Permanent
Operating, expense, capital and other departmental budgets.
Category:
Budget
Remarks:
Final approved budgets, indirect cost plans, overhead rate adjustments, supplemental appropriation requests
Retention Type:
2 - Storage
Retained On-Site:
10 years
Retained Off-Site:
Indefinite
Total Time Retained:
Indefinite
Permits relating to construction projects. Includes underground and assessment petitions.
Category:
Permits and applications - construction
Remarks:
Permits, applications, approvals, correspondence, permit-related inspections
Retention Type:
2 - Storage
Retained On-Site:
Project close-out + 1 year
Retained Off-Site:
9 years
Total Time Retained:
Project closeout + 10 years
Permits that are required to be kept permanently by the department.
Category:
Permits and applications - permanent
Remarks:
Tree planting permits, FUF permits, tree removal permits, sidewalk landscaping permits, newsrack permits, encroachment permits, unaccepted right-of-way, tank abandonment permits, tank install/removal permits, correspondence, applications, permit-related inspections
Retention Type:
3 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Permits that expire once the relevant contract terminates.
Category:
Permits and applications - contract-based
Remarks:
Transit shelter permits, payphone permits, automatic public toilet permits, public service kiosk permits, correspondence, applications, permit-related inspections
Retention Type:
2 - Storage
Retained On-Site:
Termination of contract
Retained Off-Site:
1 year
Total Time Retained:
Termination of contract
+ 1 year
Permits with defined expiration or closure periods.
Category:
Permits and applications - closure or expiration
Remarks:
Additional street space permits, noise permits, utility excavation permits, street excavation permits, street improvement permits, temporary occupancy permits, debris box permits, utility condition permits, correspondence, applications, permit-related inspections
Retention Type:
2 - Storage
Retained On-Site:
Closure or expiration of permit
Retained Off-Site:
3 years
Total Time Retained:
Closure or expiration of permit
+ 3 years
Photographs taken of department infrastructure, buildings, or other relevant locations for historic or referential purposes.
Category:
Photos
Remarks:
Photos
Retention Type:
2 - Storage
Retained On-Site:
Indefinite
Retained Off-Site:
Indefinite
Total Time Retained:
Indefinite
Record relating to the application for, award of, and accounting of financial grants.
Category:
Grants
Remarks:
Grant applications, grant proposals, grant accounting records, Homeland Security grants
Retention Type:
1 - Current
Retained On-Site:
7 years
Retained Off-Site:
None
Total Time Retained:
7 years
Records covering all aspects of a construction project, from initial funding through close-out.
Category:
Project file
Remarks:
SOQ submittal, escrow bid documents, project funding (grants, appropriations, budgets), project schedules and status reports, consultant/contractor selection documents, contract management (consultant/contractor), inspection and testing reports, insurance, field notes, daily reports, incident reports, close-out and warranties
Retention Type:
2 - Storage
Retained On-Site:
Close of project + 1 year
Retained Off-Site:
9 years
Total Time Retained:
Close of project + 10 years
Records demonstrating proof of accreditation by professional and regulatory bodies.
Category:
Materials testing - accreditation records
Remarks:
Laboratory accreditation, onsite assessments, remediation records, American Public Works Association records
Retention Type:
1 - Current
Retained On-Site:
Indefinite
Retained Off-Site:
None
Total Time Retained:
Indefinite
Records documenting department-approved methods or processes for performing activities to ensure compliance with department and legal requirements.
Category:
Policies and procedures
Remarks:
Procedures manual
Retention Type:
2 - Storage
Retained On-Site:
Until superseded
Retained Off-Site:
10 years
Total Time Retained:
Until superseded
+ 10 years
Records documenting the development of new functionality and architecture for computer systems and applications, including source code.
Category:
Application development
Remarks:
Application documentation, application test and deployment records, application user guides, configurations, functional design documents, integration specifications, license renewals, operational guides, process flow diagrams, project support documentation, run book, source code, system audits, system changes, technical approach documents, technical design, updates and test results
Retention Type:
2 - Storage
Retained On-Site:
Retirement of application
Retained Off-Site:
1 year
Total Time Retained:
Retirement of application
+ 1 year
Records generated in the administration of University training required for department employees.
Category:
University training - administrative
Remarks:
Travel request forms, course sign-in sheets, course feedback and evaluation, room rental requests
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
Records kept in all bureaus to document team activity.
Category:
Bureau general administration and correspondence
Remarks:
General correspondence, department press releases, team meeting agenda and minutes, employee statistics, metrics, equipment sign-out sheets, time-off requests
Retention Type:
1 - Current
Retained On-Site:
1 year
Retained Off-Site:
None
Total Time Retained:
1 year
Records or memorabilia with enduring value that document the people, events, projects, business developments, and achievements of the department.
Category:
Department history
Remarks:
Historic records, photos, videos
Retention Type:
3 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Records reflecting routine audits performed of and by OFFMA.
Category:
Audit
Remarks:
Audit records, supporting documents
Retention Type:
1 - Current
Retained On-Site:
7 years
Retained Off-Site:
None
Total Time Retained:
7 years
Records reflecting the organization of the department, including committees, task forces and emergency planning groups.
Category:
Organizational charts and records
Remarks:
Organizational chart, emergency call-out directory, SFPW emergency assignment
Retention Type:
1 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
None
Total Time Retained:
Until superseded
Records related to external customer and internal employee requests for technical support. These records identify the caller's concern or request for information, and identify the response and resolution.
Category:
Service desk
Remarks:
Ad hoc user requests for support, new user account request, data services and reporting requests, help desk tickets, incident tracking documentation
Retention Type:
1 - Current
Retained On-Site:
1 year
Retained Off-Site:
None
Total Time Retained:
1 year
Records related to maintaining continuity in the event of a business interruption.
Category:
Disaster recovery/business continuity
Remarks:
Disaster recovery plans, business continuity plans, supporting documentation
Retention Type:
1 - Current
Retained On-Site:
Until superseded
by 2 updates
Retained Off-Site:
None
Total Time Retained:
Until superseded
by 2 updates
Records related to measurement of department performance and reporting to other departments and agencies.
Category:
Performance management
Remarks:
Performance reports, monthly dashboards, monthly agendas, reports to controller, partnering data, ad hoc reporting, supporting analysis
Retention Type:
1 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Total Time Retained:
5 years
Records related to measures and technologies implemented to secure information, and security process documentation pertaining to information security assessments and selection/implementation of procedures and controls.
Category:
Information security
Remarks:
Risk assessments, system access requests, network and computer access records, process controls, and information security reporting
Retention Type:
1 - Current
Retained On-Site:
Until superseded
by 2 updates
Retained Off-Site:
None
Total Time Retained:
Until superseded
by 2 updates
Records related to planning for emergencies and other events requiring a coordinated response.
Category:
Response planning
Remarks:
City emergency response plan, department emergency response plan, DOC action and staffing plans, working files, emergency exercises, department climate action plan
Retention Type:
1 - Current
Retained On-Site:
Until superseded
Retained Off-Site:
None
Total Time Retained:
Until superseded
Records related to purchases or commitments to purchase goods, services, supplier and master service agreements.
Category:
Procurement
Remarks:
Purchase orders, requisitions, third party agreements, job orders, proposal review
Retention Type:
2 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Total Time Retained:
5 years
Records related to responding to requests from the public and others for department records in compliance with applicable regulations.
Category:
Public records requests
Remarks:
Public records requests, responses, correspondence
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
Records related to the measurement, testing, analysis, monitoring and abatement of hazardous materials in the work or construction environment.
Category:
Hazardous materials abatement and reporting
Remarks:
Environmental reports, environmental studies, hazardous materials abatement records, abatement reporting
Retention Type:
2 - Storage
Retained On-Site:
Abatement of hazard
Retained Off-Site:
30 years
Total Time Retained:
Abatement of hazard
+ 30 years
Records related to the negotiation and execution of department contracts. Includes amendments, renewals and contract administration records.
Category:
Contracts and agreements
Remarks:
Master contract award package, contract service order (CSO), change orders, addenda, memoranda of understanding
Retention Type:
2 - Storage
Retained On-Site:
Termination of contract or agreement
Retained Off-Site:
7 years
Total Time Retained:
Termination of contract or agreement
+ 7 years
Records related to the purchase or sale of capital and real property assets, including improvements to real property.
Category:
Capital assets
Remarks:
Capital and real property purchase and financial obligations documents, depreciation records, amortizations
Retention Type:
2 - Storage
Retained On-Site:
Until asset retired
Retained Off-Site:
10 years
Total Time Retained:
Until asset retired
+ 10 years
Records relating to city trees maintained by the department.
Category:
Operations reference - key map Inspections/tree information
Remarks:
Tree database
Retention Type:
1 - Current
Retained On-Site:
While active
Retained Off-Site:
None
Total Time Retained:
While active
Records relating to financing of construction projects, including payments.
Category:
Construction financing
Remarks:
Financing documents, payment records
Retention Type:
2 - Storage
Retained On-Site:
Closeout of project
Retained Off-Site:
7 years
Total Time Retained:
Closeout of project
+ 7 years
Records relating to liens placed as the result of violation.
Category:
Liens
Remarks:
Intent to lien, lien ordinance, release of lien
Retention Type:
2 - Storage
Retained On-Site:
Release of lien
Retained Off-Site:
3 years
Total Time Retained:
Release of lien + 3 years
Records relating to maintenance of department vehicles.
Category:
Vehicle maintenance
Remarks:
Pre-trip vehicle assessments
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
Records relating to management of employee schedules and hours worked.
Category:
Timekeeping
Remarks:
Daily timesheets, overtime sheets, supervisor's daily sheets, timeroll amendments, laborer/truck driver sign-in sheets
Retention Type:
1 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Total Time Retained:
5 years
Records relating to management of work orders performed by department employees.
Category:
Service orders
Remarks:
Estimates, work orders, service orders, crew sheets, emergency call-in log
Retention Type:
1 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Total Time Retained:
5 years
Records relating to other complaints received by the department.
Category:
Complaints - department complaints
Remarks:
Complaint letters
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
Records relating to overall strategic, forecasting and budgetary planning of the department.
Category:
Departmental planning
Remarks:
Strategic plan, supporting documents, yearly budget planning, worksheets, completed budgets, core value documents, knowledge transfer, Baldridge Award documents, meeting agendas, progress reports
Retention Type:
1 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Total Time Retained:
5 years
Records relating to subdivision and field construction projects.
Category:
Construction - subdivision and field projects
Remarks:
Design, construction and environmental records associated with subdivision or field projects
Retention Type:
3 - Permanent
Retained On-Site:
Project close-out + 1 year
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Records relating to the administration of permits, which are not required to be kept as long as the permit itself.
Category:
Permit administration
Remarks:
Permit-related correspondence, tree hearings, administrative hearings, relinquishment
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
Records relating to the certification of employees in handling hazardous materials and other certifications.
Category:
Employee environmental certifications
Remarks:
Hazardous materials handling certification, other certifications
Retention Type:
2 - Storage
Retained On-Site:
Termination of employment
Retained Off-Site:
30 years
Total Time Retained:
Termination of employment
+ 30 years
Records relating to the creation of green benefit districts.
Category:
Green Benefit District records
Remarks:
Management district plans, assessment engineer's reports, proposed boundary maps, recorded assessment diagrams, organizational bylaws, articles of incorporation, conflict of interest forms, city management agreement, annual independent audit review report, annual and mid-year reports
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
None
Total Time Retained:
3 years
Records relating to the enforcement of department permit requirements and public ordinances.
Category:
Enforcement
Remarks:
Fines, notices of violations, inspection reports, warnings, citations, reporting
Retention Type:
1 - Current
Retained On-Site:
3 years
Retained Off-Site:
7 years
Total Time Retained:
10 years
Records relating to the investigation and findings of complaints by whistleblowers.
Category:
Complaints - whistleblower complaints
Remarks:
Complaints, investigation records, correspondence, departmental response
Retention Type:
2 - Storage
Retained On-Site:
Close of investigation
Retained Off-Site:
3 years
Total Time Retained:
Close of investigation
+ 3 years
Records relating to the operation and management of a department construction project.
Category:
Construction - construction management
Remarks:
Contract modifications, payments, close-out documents, warranties
Retention Type:
2 - Storage
Retained On-Site:
Project close-out + 1 year
Retained Off-Site:
9 years
Total Time Retained:
Project closeout + 10 years
Records relating to the Outreach & Enforcement team.
Category:
Outreach & enforcement
Remarks:
Flyers, incident reports, special project letters, partnership program records
Retention Type:
1 - Current
Retained On-Site:
Indefinite
Retained Off-Site:
None
Total Time Retained:
Indefinite
Records relating to the payment of financial obligations and receipt of revenues.
Category:
Accounts payable & receivable
Remarks:
Billing, requisitions, purchase orders, invoices, petty cash documents, staff reimbursement documents, progress payments, consultant invoices, deposit packages, check logs, accrual/deferral records
Retention Type:
1 - Current
Retained On-Site:
7 years
Retained Off-Site:
None
Total Time Retained:
7 years
Records relating to the use, repair, and maintenance of department equipment, including testing.
Category:
Equipment management
Remarks:
Repair and maintenance records, equipment manuals, equipment calibration records, equipment inventory
Retention Type:
1 - Current
Retained On-Site:
Life of equipment
Retained Off-Site:
None
Total Time Retained:
Life of equipment
Records used to provide details of the information systems environment. Includes design reports that detail the layout and configuration of the network servers and printers, including the physical layout of hardware on the individual floors. Also documents network and server storage space allocation.
Category:
Hardware and infrastructure
Remarks:
Roll out plans, server build checklists, workstation build checklists, workstation inventories
Retention Type:
1 - Current
Retained On-Site:
Retirement of hardware
Retained Off-Site:
None
Total Time Retained:
Retirement of hardware
Records used to transfer charges between accounts or entities and summarize general account information, and records supporting information for general ledger entries.
Category:
General ledger and journals
Remarks:
Journal entries, budget journals, adjusting entries, payroll adjustments
Retention Type:
1 - Current
Retained On-Site:
7 years
Retained Off-Site:
None
Total Time Retained:
7 years
Surveys and maps maintained by the department.
Category:
Surveys and Mapping
Remarks:
Survey maps, record maps, other mapping
Retention Type:
3 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Templates, forms, clauses, and other documents used in the contract preparation process. Official department contractual language for use in all contracts.
Category:
Contract preparation
Remarks:
Contract specifications, contract plans, standard specifications, general provisions
Retention Type:
1 - Current
Retained On-Site:
Indefinite
Retained Off-Site:
None
Total Time Retained:
Indefinite