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.

Asian Art Commission

http://asianart.org

Ratified on:11/13/2018 11:41:31 AM

Department Contact:

Laura Furney Hathhorn

415-379-8854

laurra.hathhorn@sfgov.org

Accident Reports
Category:
Personnel
Remarks:
Destroy after 6 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
6 years
Retained Off-Site:
6 years
Accident-Injury Reports
Category:
Personnel
Remarks:
29 CFR 1904.6
Retention Type:
2 - Current
Retained On-Site:
5
Retained Off-Site:
NA
Ada Request For Reasonable Accommodation Report
Category:
Personnel
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Administrative Records, Miscellaneous
Category:
Administrative
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Advice Letters of Long-Term Significance
Category:
Administrative
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Permanent
Agendas, Notices and Minutes of Commission and Committee Meetings
Category:
Board
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Annual Reports
Category:
Administrative
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Art Registration Records, Donor Agreements
Category:
Administrative
Retention Type:
1 - Permanent
Audio/Video Recording of Meetings of Policy Bodies
Category:
Board
Remarks:
Required by Admin. Code §67.14
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Audit Reports
Category:
Financial
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Audit Work Papers
Category:
Financial
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Budget Files
Category:
Financial
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Calendar; Prop G
Category:
Administrative
Remarks:
Required by Admin. Code §67.29-5
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Chronological Files
Category:
Administrative
Remarks:
Destroy when no longer needed
Retention Type:
4 - No Retention Required
Retained On-Site:
NA
Retained Off-Site:
NA
Citizen Complaints
Category:
Administrative
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Claims (After Settlement)
Category:
Personnel
Remarks:
Destroy after 10 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
10 years
Code Interpretations
Category:
Administrative
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Commission Correspondence
Category:
Board
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Commission Files
Category:
Board
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Commission Packets
Category:
Board
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Conflict of Interest Form 700
Category:
Administrative
Remarks:
Gov. Code Section 81009(e)
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
NA
Contract Correspondence
Category:
Contracts
Remarks:
Destroy after 2 years or after life of agreement
Retention Type:
2 - Current
Retained On-Site:
2 years of life of agreement
Retained Off-Site:
NA
Contracts/Agreements/MOUS
Category:
Contracts
Remarks:
Destroy after retention period
Retention Type:
2 - Current
Retained On-Site:
20 years after expiration of contract
Retained Off-Site:
NA
Correspondence Not Requiring Follow-Up
Category:
Administrative
Remarks:
Destroy when no longer needed
Retention Type:
4 - No Retention Required
Retained On-Site:
NA
Retained Off-Site:
NA
Correspondence, Draft
Category:
Administrative
Remarks:
Destroy when no longer needed
Retention Type:
4 - No Retention Required
Retained On-Site:
NA
Retained Off-Site:
NA
Correspondence, Miscellaneous
Category:
Administrative
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2years
Retained Off-Site:
NA
Correspondence/Documents Containing Substantive Information Regarding the Permanent Collection
Category:
Administrative
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Correspondence/Legal and Tax Documents
Category:
Administrative and Financial
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Correspondence/Licence and Related
Category:
Administrative
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Discrimination Complaints
Category:
Personnel
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
NA
Employment Applications/Resumes
Category:
Personnel
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Equal Opportunity Plan
Category:
Personnel
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Ergonomic Records
Category:
Personnel
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Exchanged Drafts of Agreements
Category:
Contracts
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Executive Director Reports
Category:
Administrative
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
NA
Exhibition Contract/Agreements
Category:
Contracts
Remarks:
Destroy after 8 years or when not neededExhibition
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
2 years
Family Medical Leave Act Records
Category:
Personnel
Remarks:
Required by Fair Labor Standards Act §11(c)
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
NA
Famis Reports
Category:
Financial
Remarks:
Destroy after 2 years or when no needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Fax Transmittal Sheets
Category:
Administrative
Remarks:
Destroy when no longer neededFax
Retention Type:
1 - Permanent
Retained On-Site:
NA
Retained Off-Site:
NA
Financial Records, Miscellaneous
Category:
Financial
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Fire Inspection Reports
Category:
Administrative
Remarks:
Destroy after 6 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
6 years
Retained Off-Site:
6 years
Group Disability Records
Category:
Personnel
Remarks:
Destroy after 8 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
8 years
Retained Off-Site:
8 years
Historical Documents
Category:
Administrative
Remarks:
Admin Code Section 8.7Historical
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
Permanent
Insurance Policies
Category:
Administrative
Remarks:
Destroy after retention period or when no longer neededInsurance
Retention Type:
1 - Permanent
Retained On-Site:
2 years after expired
Retained Off-Site:
NA
Interdepartmental Correspondence
Category:
Administrative
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Invoices
Category:
Financial
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
2 years
Journals/Magazines/Catalogs
Category:
Administrative
Remarks:
Destroy when no longer needed
Retention Type:
4 - No Retention Required
Retained On-Site:
NA
Retained Off-Site:
NA
Lease Files
Category:
Contracts
Remarks:
Destroy after retention period or when not needed
Retention Type:
2 - Current
Retained On-Site:
5 years after expiration
Retained Off-Site:
NA
Legal Advice of Limited Significance
Category:
Legal
Remarks:
Destroy when purpose served or retain upon approval by City Attorney
Retention Type:
2 - Current
Retained On-Site:
2 years or when purpose served
Retained Off-Site:
varies
Memoranda, Miscellaneous
Category:
Administrative
Remarks:
Destroy when no longer needed
Retention Type:
4 - No Retention Required
Retained On-Site:
NA
Retained Off-Site:
NA
Memoranda, Policy/Decisional
Category:
Administrative
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
varies
Motions and Resolutions
Category:
Board
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Museum Publications: Brochures/Booklets/Catalogues
Category:
Administrative
Remarks:
Destroy after 3 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
NA
Payroll Records
Category:
Personnel
Remarks:
Secure permission from SF Employee Retirement System prior to destruction.
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Permit Application and Issuance Records
Category:
Administrative
Remarks:
Destroy after 2 years or after permit expires
Retention Type:
2 - Current
Retained On-Site:
For life of permit, minimum of 2 years
Retained Off-Site:
NA
Personnel Files
Category:
Personnel
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Policies (All Types-Expires)
Category:
Administrative
Remarks:
Destroy after 4 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
4 years
Retained Off-Site:
4 years
Publications, Reports Created By Department
Category:
Administrative
Remarks:
Destroy when no longer needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
2 years
Purchase Orders
Category:
Finance
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
NA
Requests For Proposals (RFPs)And Request For Qualifications (Rfqs);Responses to RFPs and RFQs
Category:
Contracts
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
RFP Scoring Records
Category:
Contracts
Remarks:
Admin. Code §67.24(e)
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Safety Records
Category:
Personnel
Remarks:
Destroy after 8 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
8 years
Retained Off-Site:
8 years
Settlement Agreements
Category:
Administrative
Remarks:
Store or convert to another medium
Retention Type:
1 - Permanent
Retained On-Site:
3 years
Retained Off-Site:
Permanent
Sexual Harassment Complaints
Category:
Personnel
Remarks:
Destroy after 2 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Time Rosters
Category:
Personnel
Remarks:
Secure permission from SF Employee Retirement System prior to destruction.
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Time Sheets
Category:
Personnel
Remarks:
Secure permission from SF Employee Retirement System prior to destruction.
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
NA
Travel and Reimbursement Records
Category:
Personnel
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
NA
Work Orders and Payments
Category:
Administrative
Remarks:
Destroy after 5 years or when not needed
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
NA
Workers' Compensation Records
Category:
Personnel
Remarks:
Title 8, Cal. Code of Regulations, Section 10102
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
NA