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:
Accident-Injury Reports
Category:
Personnel/HR Records
Remarks:
29 CFR 1904.6
Retention Type:
2 - Current
Administrative Records, Miscellaneous
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Advice Letters
Category:
Legal
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Annual Reports
Category:
General and Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Permanent
Architectural Drawings
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Audio/Video Recordings Not Otherwise Specified
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Audit Reports
Category:
General and Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Permanent
Budget Files
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Calendars, Including City Hall Event Calendars [Other Than Department Head]
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Chronological Files
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Citizen Complaints
Category:
General and Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
None
Contract Correspondence
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
Life of agreement
Contracts/Agreements
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
Until project completion
Retained Off-Site:
After project completion
Correspondence Not Requiring Follow-Up
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence, Draft
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence, Draft
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence, Miscellaneous
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Discrimination and Harassment Complaints
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required
Employment Applications/Resumes
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Environmental Review Records
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Equal Opportunity Plan
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Exchanged Drafts of Agreements
Category:
Contract/Grant/Project Records
Remarks:
Admin. Code §67.24(a)
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Executive Director Reports
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Family Medical Leave Act Records
Category:
Personnel/HR Records
Remarks:
3 year minimum required by Fair Labor Standards Act §11(c)
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
As required
Fax Transmittal Sheets
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Financial Records, Miscellaneous
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Interdepartmental Correspondence
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Invoices
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Journals/Magazines/Catalogs
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Lease Files
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
1 year after expiration
Retained Off-Site:
None
Legal Advice
Category:
Legal
Retention Type:
2 - Current
Retained On-Site:
Until Superceded
Retained Off-Site:
None
Legislative Drafts
Category:
Legislative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Medical Information
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required
Memoranda, Miscellaneous
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda, Policy/Decisional
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
MOUS
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
Life of agreement
Payables (Invoices)
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Payroll Records
Category:
Personnel/HR Records
Remarks:
Secure permission from San Francisco Employee Retirement System
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Personnel Files
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required
Publications, Reports Created By Department
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Purchase Orders
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Regulations
Category:
Contract/Grant/Project Records
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Requests For Proposals (RFPs)And Request For Qualifications (Rfqs); Responses to RFPs and RFQs
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Revolving Funds Records
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
RFP Scoring Records
Category:
Contract/Grant/Project Records
Remarks:
Admin. Code §67.24(e)
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Settlement Agreements
Category:
Legal
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Indefinite
Statement of Economic Interest Form 700
Category:
Personnel/HR Records
Remarks:
Gov't Code §81009(e)
Retention Type:
2 - Current
Time Rosters
Category:
Personnel/HR Records
Remarks:
Secure permission from San Francisco Employee Retirement System
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Time Sheets
Category:
Personnel/HR Records
Remarks:
Secure permission from San Francisco Employee Retirement System
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Travel and Reimbursement Records
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Work Orders and Payments
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Workers' Compensation Records
Category:
Personnel/HR Records
Remarks:
Title 8, Cal. Code of Regulations, Section 10102
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required