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
Retained On-Site:
5 yrs
Administrative Records, Misc.
Category:
General/Administrative
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
None
Annual Reports
Category:
General/Administrative
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
None
Audit Reports
Category:
General/Administrative
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
None
Budget Files
Category:
General/Administrative
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
None
Chronological Files (Chief)
Category:
General/Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Citizen Complaints
Category:
General/Administrative
Remarks:
Per California Penal Code Section 832.5 / Department Policy #100.14
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
None
Conflict of Interest Form 700
Category:
Personnel/HR Records
Remarks:
Government Code §81009(e)
Retention Type:
2 - Current
Retained On-Site:
7 yrs
Contract Correspondence
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
20 yrs + Term of Agreement*
Retained Off-Site:
None
Contract Payment Records
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
20 yrs + Term of Agreement*
Retained Off-Site:
None
Contracts/Agreements
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
20 yrs + Term of Agreement*
Retained Off-Site:
None
Courtesy Supervision
Category:
Contract/Grant Records
Remarks:
1 year after probation ends or Department terminates involvement, whichever is earlier.
Link:
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Retention Type:
2 - Current
Retained On-Site:
1 yrs
Retained Off-Site:
None
Drug Diversion
Category:
Community Services
Remarks:
5 years if closed by issuance of Bench WarrantDrug
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Retained Off-Site:
None
Drug Diversionbb
Category:
Community Services
Remarks:
2 years after closed unless closed by issuance of Bench Warrant per California Penal Code Section 1000.5
Retention Type:
1 - Permanent
Retained On-Site:
2 yrs
Retained Off-Site:
None
Employment Applications/Resumes
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
None
Equal Opportunity Plan
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Felony
Category:
Community Services
Remarks:
10 years if closed with a Bench Warrant Issuance
Retention Type:
1 - Permanent
Retained On-Site:
5 yrs
Retained Off-Site:
5 yrs
Financial Records
Category:
General/Administrative
Remarks:
Per Controller's Office Guidelines
Retention Type:
2 - Current
Retained On-Site:
5 yrs after applicable fiscal year
Retained Off-Site:
None
Fmla Records
Category:
Personnel/HR Records
Remarks:
Required by Fair Labor Standards Act§11(c)
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
None
Interdepartmental Correspondence
Category:
General/Administrative
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
None
Invoices
Category:
General/Administrative
Remarks:
Per Controller's Office Guidelines
Retention Type:
2 - Current
Retained On-Site:
5 yrs after applicable fiscal year
Retained Off-Site:
None
Legal Advice
Category:
General/Administrative
Retention Type:
2 - Current
Retained On-Site:
Until Superceded
Retained Off-Site:
None
Medical Information
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Memoranda, Misc.
Category:
General/Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Miscellaneous Employment Related Reports
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Misdemeanor
Category:
Community Services
Remarks:
5 years after closing/termination date
Retention Type:
1 - Permanent
Retained On-Site:
3 yrs
Retained Off-Site:
2 yrs
Mou's
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
2 yrs or term of agreement*
Retained Off-Site:
None
Payroll Records
Category:
Personnel/HR Records
Remarks:
Secure permission from SFERS prior to destruction.
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Retained Off-Site:
None
Personnel Files
Category:
Personnel/HR Records
Remarks:
Kept in department except for transfer to another department - File delivered to new department.
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
None
Purchase Orders
Category:
Contract/Grant Records
Remarks:
Per Controller's Office Guidelines
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Retained Off-Site:
None
Request For Transfer
Category:
General/Administrative
Remarks:
Department Policy #100.33
Retention Type:
2 - Current
Retained On-Site:
1 yrs
Retained Off-Site:
None
Time Rosters
Category:
Personnel/HR Records
Remarks:
Secure permission from SFERS prior to destruction.
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Time Sheets
Category:
Personnel/HR Records
Remarks:
Secure permission from SFERS prior to destruction.
Retention Type:
2 - Current
Retained On-Site:
2 yrs
Travel and Reimbursement Records
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
5 yrs
Retained Off-Site:
None
Worker's Compensation Records
Category:
Personnel/HR Records
Remarks:
Title 8, California Code of Regulations, Section 10102
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Retained Off-Site:
None