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.
ANNUAL COMPREHENSIVE FINANCIAL REPORT (ACFR): ANNUAL FINANCIAL STATEMENTS OF CITY DEPARTMENTS THAT ARE PART OF CITYS ACFR
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years - May be stored electronically
Retained Off-Site:
5 years - May be stored electronically
Total Time Retained:
7 years
ANNUAL COMPREHENSIVE FINANCIAL REPORTS (ACFR)
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Link:
https://sfcontroller.org/
Retention Type:
1-permanent
Retained On-Site:
PERMANENT - Stored electronically from 1998 on Controller's website.
Retained Off-Site:
PERMANENT - Stored electronically from 1998 on Controller's website
Total Time Retained:
PERMANENT
FINANCIAL RECORDS: Documentation that support on-line transaction processing for receipts, journal entries or transactions other than payments, such as property tax payment stubs, completed forms, and documentation to support adjustments. Does not include invoice or contract related documentation.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years
Retained Off-Site:
5 years
Total Time Retained:
7 years
GRANT APPLICATIONS BOTH FROM THE CITY TO FUNDERS AND TO THE CITY FROM GRANTEES.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Applications and supporting documents for both grants awarded to the City by funders and those awarded by the City to grantees. If it is a FEMA/Cal OES grant refer to the instructions under Record Category Disaster / Cost Recovery Documentation.
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
Grant life + 7 years retention or the term required by the funding source.
Retained Off-Site:
N/A
Total Time Retained:
Grant life + 7 years retention or the term required by the funding source.
GRANT PAYMENT RECORDS FOR GRANTEE OR GRANTOR.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Pertaining to both payments received by the City from funders and payments made by the City to grantees. Actual signed legal grant agreement, amendments and modifications, required attachments and financial and payment information, such as grant billing statements, drawdowns, and grant deliverables. Other payment information may consist of invoices, packing slips, purchase orders, and contract deliverables. Documents not available in electronic format: evidence of insurance, etc. Generally retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of a grant, or may reasonably be considered pertinent to a grant, for a period of 6 years from the date the final economic report is submitted.
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
Grant life + 7 years retention or the term required by the funding source.
Retained Off-Site:
N/A
Total Time Retained:
Grant life + 7 years retention or the term required by the funding source.
INTERNAL REVENUE SERVICE (IRS) 1099 VENDOR REPORTS
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years - From the date 1099s are due to the IRS.
Retained Off-Site:
N/A
Total Time Retained:
7 years - From the date 1099s are due to the IRS.
INVOICES AND ASSOCIATED DOCUMENTS TO SUPPORT ONE-TIME PAYMENTS not related to contracts or grants, such as employee reimbursements. Documents may consist of travel receipts, itineraries, conference/training schedules, proof of payment, and approved reimbursement forms.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years
Retained Off-Site:
5 years
Total Time Retained:
7 years - Or the length stipulated by the funding source if greater than 5 years.
OFFSET DOCUMENTS OF AMOUNTS OWED TO THE CITY AND COUNTY OF SAN FRANCISCO
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years - After resolution of the issue.
Retained Off-Site:
3 years - After resolution of the issue.
Total Time Retained:
5 years - After resolution of the issue.
SINGLE AUDIT FINAL REPORTS (Federal Awards)
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Link:
After May 15, 2002 on: https://sfcontroller.org/ Prior retention period was 10 years.
Retention Type:
1-permanent
Retained On-Site:
PERMANENT
Retained Off-Site:
N/A
Total Time Retained:
PERMANENT
STOP PAYMENT NOTICES TO CITYS CONTRACTORS
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current, 3-storage
Retained On-Site:
2 years - After resolution of issue
Retained Off-Site:
3 years - After resolution of issue
Total Time Retained:
5 years - After resolution of issue. The years are measured by the end of the fiscal year.
W9s FOR VENDORS
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Division:
Division Contact:
controller@sfgov.org
Retention Type:
2-current
Retained On-Site:
7 years - From the date the W9 is filed.
Retained Off-Site:
N/A
Total Time Retained:
7 years - From the date W9 is filed.