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.

Accounting, Accounting/ Financial Documentation
Category:
Accounting/ Finance
Remarks:
General accounting/financial documentation which may include journal entries, direct payment requests, encumbrance payment requests (FAMIS), purchase orders, and replenishment of revolving funds. For invoices and associated documents to support payment, retain for 5 years or the length stipulated by the funding source if greater than 5 years. Retention per the Controller's guidelines. Admin. Code §8; Controller's Retention Schedule 3/6/13
Retention Type:
3 - Storage
Retained On-Site:
2 Years
Retained Off-Site:
3 Years
Accounting, Cash Receipts
Category:
Accounting/ Finance
Remarks:
Deposits to Treasurer (Fees & Refund Checks). Retention per the Controller's retention guidelines. Admin Code 8.3, 'Current records and storage records, as defined in Section 8.4 of this Code, may be destroyed five years after they were created if they have served their purpose and are no longer required for any public business or other public purpose, except that records pertaining to financial matters shall be destroyed only after approval by the Controller; those having legal significance only after approval by the City Attorney; and payroll checks, time cards and related documents only after approval by the Retirement Board.' Admin. Code § 8; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
5 Years
Retained Off-Site:
N/A
Accounting, City Audits, Audit Workpapers and Supporting Documents For Audit Reports
Category:
Accounting/ Finance
Remarks:
Audit workpapers and supporting documents for audit reports. This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. Admin Code § 8.3; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Accounting, City Audits, City Department Audit Reports of Board of Supervisors
Category:
Accounting/ Finance
Remarks:
City department audit reports of Board of Supervisors. This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. Admin Code § 8.3; Controller's Retention Schedule 3/6/13
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Accounting, Citywide, Disaster / Cost Recovery Documentation
Category:
Accounting/ Finance
Remarks:
All documents relating to emergency disaster for cost recovery programs and activities, including project worksheet files (applies to all financial and programmatic records, supporting documents, statistical records, and other records of grantees or subgrantees for FEMA and CEMA grants). Any and all records relating to costs incurred during an emergency or disaster must be retained for cost recovery documentation in accordance with the Code of Federal Regulations 44 CFR § 13.42. Records shall be retained for three (3) years from the date the Project Worksheet file is officially closed by receipt of a closure letter from the State of California (unless any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 3-year period. 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.) Note: State and Federal regulations change from time-to-time, the Controller's Office will issue specific rules for file retention on any given disaster, should there be a change. California State regulations (Title 19 California Code of Regulations Section 2980 (e)) Specify an identical record retention period of 3 years from the close of the Project Worksheet file. This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. 44 CFR § 13.42; Title 19 California Code of Regulations Section 2980 (e); Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
3 Years from Date of Project Closing
Retained Off-Site:
N/A
Accounting, Citywide, Stop Payment Notices
Category:
Accounting/ Finance
Remarks:
Stop payment notices to City's contractors. Retention in accordance to Controller's guidelines. Years are measured by the end of the fiscal year. This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. Admin Code § 8.3; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
2 Years After Resolution of Issue
Retained Off-Site:
3 Years After Resolution of Issue
Accounting, General Admin, Budget Documents / Work Papers
Category:
Accounting/ Finance
Remarks:
Budget documents and/or work papers. This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. Admin Code § 8.3; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
N/A
Accounting, General Admin, Contract and Grant Selection Docs
Category:
Accounting/ Finance
Remarks:
Contract and grant selection documents: RFPs, RFQs, proposals and other responses and evaluations. This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. Admin Code § 8.3; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
Contract Life + 20 years, or term required by funding source
Retained Off-Site:
N/A
Accounting, General Admin, Employee Reimbursements
Category:
Accounting/ Finance
Remarks:
Employee reimbursements (Field Expense Reports, Travel Expense Vouchers)This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. Admin Code § 8.3; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
Accounting, General Admin, Offset Documents of Amounts Owed to the City and County of San Francisco
Category:
Accounting/ Finance
Remarks:
Offset documents of amounts owed to the City and County of San Francisco. This item has been included in the Clerk of the Board's retention schedule per the Office of the Controller's request. The Office of the Clerk of the Board may or may not have applicable records available for retention and will abide by retention durations as applicable. Retention is in accordance to Controller's guidelines. Admin Code § 8.3; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
5 Years After Resolution of Issue
Retained Off-Site:
N/A
Accounting, Inter-Departmental Work Order
Category:
Accounting/ Finance
Remarks:
Work order from various performing departments. Retention per the Controller's retention guidelines. Admin Code 8.3, 'Current records and storage records, as defined in Section 8.4 of this Code, may be destroyed five years after they were created if they have served their purpose and are no longer required for any public business or other public purpose, except that records pertaining to financial matters shall be destroyed only after approval by the Controller; those having legal significance only after approval by the City Attorney; and payroll checks, time cards and related documents only after approval by the Retirement Board.' Admin. Code § 8; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
5 Years
Retained Off-Site:
N/A
Accounting, Service Contracts
Category:
Accounting/ Finance
Remarks:
Contracts for professional and specialized services. Retention per the Controller's retention guidelines. Admin Code 8.3, 'Current records and storage records, as defined in Section 8.4 of this Code, may be destroyed five years after they were created if they have served their purpose and are no longer required for any public business or other public purpose, except that records pertaining to financial matters shall be destroyed only after approval by the Controller; those having legal significance only after approval by the City Attorney; and payroll checks, time cards and related documents only after approval by the Retirement Board.'Admin. Code § 8; Controller's Retention Schedule 3/6/13
Retention Type:
2 - Current
Retained On-Site:
Contract Life + 10 Years, or term required by funding source
Retained Off-Site:
N/A
Media Recordings, Closed Session (Digital)
Category:
Meetings
Remarks:
Audio media of Board and/or Committee meetings retained digitally online by IT for one year. The original audio recording is then turned over to the City Attorney's office for permanent retention. City Attorney's Office retains the original recordings. Audio/Video recordings are kept for at least 10 years, or permanently where feasible in accordance to Sunshine Ordinance § 67.8-1 Admin. Code § 8, § 67
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
N/A
Payroll File
Category:
Human Resources
Remarks:
Employee payroll file for the Board of Supervisors offices. Permission from SFERS required prior to destruction. The Retirement Board must approve the destruction of all records pertaining to payroll checks, time cards and related documents (Admin Code Section 8.3). The Retirement Board reviews and approved each Department's Record Retention and Destruction Schedule. Admin Code § 8.3
Retention Type:
3 - Storage
Retained On-Site:
Until Separation
Retained Off-Site:
7 Years
Payroll, Time Sheet
Category:
Human Resources
Remarks:
Submitted bi-weekly by each employee. Posted time sheets of all employees' attendance record, approved (signed) for each pay period. Permission from SFERS required prior to destruction. The Retirement Board must approve the destruction of all records pertaining to payroll checks, time cards and related documents (Admin Code § 8.3). The Retirement Board reviews and approved each Department's Record Retention and Destruction Schedule. Admin Code § 8.3
Retention Type:
3 - Storage
Retained On-Site:
Until Separation
Retained Off-Site:
7 Years
Personnel File
Category:
Human Resources
Remarks:
Official Employee Personnel Folder which holds personnel information, appointment data, disclosures, performance, and certain copies of payroll information for each employee. May elect to keep permanently. Destruction contingent on review/approval by SFERS (Admin Code § 8.3).Per Controller Guidelines, 'Permission from SFERS required prior to destruction. The Retirement Board must approve the destruction of all records pertaining to payroll checks, time cards and related documents (Admin Code § 8.3). The Retirement Board reviews and approved each Department's Record Retention and Destruction Schedule.'Per CSC Guidelines, 'No sooner than seven (7) years after the final separation, the OEPF shall be destroyed in accordance with the destruction schedule and method described by CSC, except if there is outstanding litigation or action is pending with a regulatory agency and as otherwise required by the department's Records Retention and Destruction Policy.'Per CSC Guidelines, 'Prior to the destruction of an OEPF, a department shall prepare an Employment History Summary (EHS). The EHS shall be removed from an Official Employee Personnel File prior to the destruction of an OEPF. The EHS shall be retained by the department in the Former Employee's File. Notation shall be made on the EHS of the date and method of destruction of the employee personnel records. The EHS shall be kept in perpetuity.'Admin. Code § 8; CSC Personnel Records Guidelines
Retention Type:
3 - Storage
Retained On-Site:
Until Separation
Retained Off-Site:
7 Years
Personnel, Employee History Summary
Category:
Human Resources
Remarks:
Employee's information and employment history summary. Permission from SFERS required prior to destruction. Per CSC Guidelines, 'Prior to the destruction of an OEPF, a department shall prepare an Employment History Summary (EHS). The EHS shall be removed from an Official Employee Personnel File prior to the destruction of an OEPF. The EHS shall be retained by the department in the Former Employee's File. Notation shall be made on the EHS of the date and method of destruction of the employee personnel records. The EHS shall be kept in perpetuity.'Admin. Code § 8; CSC Personnel Records Guidelines
Retention Type:
1 - Permanent, 3 - Storage
Retained On-Site:
Until Separation
Retained Off-Site:
Permanent
Personnel, Oaths of Office, Members of the Board
Category:
Human Resources
Remarks:
Original Oath of Office is retained by the County Clerk or appointing authority, and a copy maintained in their personnel file. Copy may follow Personnel File retention guidelines. Admin. Code § 8; CSC Personnel Records Guidelines
Retention Type:
1 - Permanent, 2 - Current
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Personnel, Recruitment Files
Category:
Human Resources
Remarks:
Recruitment file that contains supporting documentation pertaining to the recruitment of a City job class (i.e. job announcement, application and resumes of applicants).As per CSC guidelines, 'Recruitment files may be destroyed after three (3) years if there is no litigation or review by regulatory agency pending except as otherwise required by departmental Record Retention and Destruction Policy.' BOS may opt to retain for longer retention period if application and resume is filed under Personnel FileAdmin. Code § 8; CSC Personnel Records Guidelines
Retention Type:
2 - Current
Retained On-Site:
3 Years
Retained Off-Site:
N/A
Personnel, Workers Compensation Files
Category:
Human Resources
Remarks:
Log and summary for preparing Workers Comp. Quarterly report. 29 Code of Federal Regulations 1904.6. As per CSC guidelines, 'Worker's Compensation records are destroyed in accordance to Civil Service Commission's (CSC) guidelines after duration of employment plus seven (7) years after final separation if there is no litigation or review by regulatory agency pending except as otherwise required by departmental Records Retention and Destruction Policy. Accident and injury reports retained and destroyed after five (5) years.' 29 Code of Federal Regulations 1904.6; CSC Personnel Records Guidelines
Retention Type:
3 - Storage
Retained On-Site:
Until Separation
Retained Off-Site:
7 Years
Personnel, Workers Compensation or State Disability Insurance
Category:
Human Resources
Remarks:
Worker's Compensation or State Disability filed separate from Personnel File under Workers Compensation Medical File. As per CSC guidelines, 'Worker's Compensation records are destroyed in accordance to Civil Service Commission's (CSC) guidelines after duration of employment plus seven (7) years after final separation if there is no litigation or review by regulatory agency pending except as otherwise required by departmental Records Retention and Destruction Policy. Accident and injury reports retained and destroyed after five (5) years.'Admin. Code § 8; CSC Personnel Records Guidelines
Retention Type:
3 - Storage
Retained On-Site:
Until Separation
Retained Off-Site:
7 Years