Historical cards for legislative file indexing (1947-1986). Admin Code § 8.9, 'It is hereby declared that the public interest demands that various City and County records which would be essential to the continuity of government and the protection of rights and interests of individuals in event of a major disaster (hereinafter referred to as 'essential records') be preserved against possible destruction by fire, earthquake, flood, enemy attack or other cause. It shall be the duty of each department head to develop a program for the selection and preservation of the essential records of the department and to arrange for safe storage of those essential records and duplicates thereof in the same manner as is provided for the storage of permanent records under Section 8.4 of this Code. 'Admin. Code § 8, § 67

Archived historical indexes for Board Journals (Minutes). Admin Code § 8.9, 'It is hereby declared that the public interest demands that various City and County records which would be essential to the continuity of government and the protection of rights and interests of individuals in event of a major disaster (hereinafter referred to as 'essential records') be preserved against possible destruction by fire, earthquake, flood, enemy attack or other cause. It shall be the duty of each department head to develop a program for the selection and preservation of the essential records of the department and to arrange for safe storage of those essential records and duplicates thereof in the same manner as is provided for the storage of permanent records under Section 8.4 of this Code. 'Admin. Code § 8, § 67

Historical Board of Supervisors Municipal Reports. Digital archived copies also available on online via SFPL Historical Archives Center. Admin Code § 8.9, 'It is hereby declared that the public interest demands that various City and County records which would be essential to the continuity of government and the protection of rights and interests of individuals in event of a major disaster (hereinafter referred to as 'essential records') be preserved against possible destruction by fire, earthquake, flood, enemy attack or other cause. It shall be the duty of each department head to develop a program for the selection and preservation of the essential records of the department and to arrange for safe storage of those essential records and duplicates thereof in the same manner as is provided for the storage of permanent records under Section 8.4 of this Code. 'Admin. Code § 8, § 67

Board and Commission files that contain rosters, vacancy notices, and board applications. Includes the Board and Commissions Mailing List (BCMCI), the database used to maintain Board and Commission Files and generate mailing lists. Admin Code, § 8, § 67; Gov. Code, § 34090; Good Gov. Guide Part 3, Sec III. Admin. Code § 8.17. Unless otherwise provided in this Section, each City employee, official, department, board or commission shall use interdepartmental mail, electronic mail, fax or in-person delivery by a City staff member, rather than using U.S. mail or private express, messenger or overnight delivery services when sending documents to other City departments, offices or agencies. This Section shall not apply to documents that are urgent, time-sensitive or confidential, including, but not limited to, personnel records, legal memoranda, documents relating to subpoenas, court filings or administrative hearings and other attorney-client communications.[...] Further, it shall be the duty of the secretary or other executive officer of each board, commission or committee thereof, to update the mailing lists at least once annually for the meetings of their respective board, commission or committee in order to remove addresses of individuals or organizations who are no longer interested in receiving the materials or who are no longer residing or operating at the listed address. Admin. Code § 8, § 67

Department head calendar. Admin Code § 67.29-5 'The Mayor, The City Attorney, and every Department Head shall keep or cause to be kept a daily calendar wherein is recorded the time and place of each meeting or event attended by that official, with the exclusion of purely personal or social events at which no City business is discussed and that do not take place at City Offices or at the offices or residences of people who do substantial business with or are otherwise substantially financially affected by actions of the City. For meetings not otherwise publicly recorded, the calendar shall include a general statement of issues discussed. Such calendars shall be public records and shall be available to any requester three business days subsequent to the calendar entry date.'Admin. Code § 8, § 67

Communications and petition pages as it pertains to legislation, for reference, but not part of the official legislative file. AKA Subject Files. Note that Communication ('C') Pages that are included as part of the official legislative file are retained permanently in hard copy archives. Internal or interdepartmental City business Communication ('C') Pages may be retained for longer durations as relevant. See Admin. Code § 67.23 to reference policy on Public Review File. Admin. Code § 8, § 67

General, non-legislative communications. May be disposed contingent that it will not be detrimental and has filled its purpose. Disposition to follow guidelines set by Admin. Code. Admin. Code § 8.3 'Current records and storage records less than five years old may be destroyed or otherwise disposed of if their destruction or other disposition within a shorter length of time will not be detrimental to the City and County or defeat any public purpose and if a definitive description of such records and the retention period applicable to them are set forth in a schedule for the systematic retention and destruction of records that is prepared by the department head, approved by the Mayor or the Mayor's designee, or the board or commission concerned, and approved by the City Attorney as to records of legal significance, by the Controller as to records relating to financial matters, by the Retirement Board as to time rolls, time cards, payroll checks and related matters.' Admin. Code § 8, § 67

Communications as it pertains to permanent legislative file, to be retained as supporting documentation. May include Communication 'C' Pages. Admin. Code § 8, § 67

Legislative correspondence, such as Board of Supervisors and City Attorney (not privileged and confidential) communications, related to and retained in a Legislative File. May contain C-Pages. See 'LEGISLATIVE FILE (OFFICIAL)'. For file containing privileged and confidential information as it pertains to legislation, see 'LEGISLATIVE FILE (CONFIDENTIAL)'Admin. Code § 8, § 67

File containing privileged and confidential legislative information, such as legislative opinions from the City Attorney. Retained as a separate section within the official legislative file. Admin. Code § 8, § 67

Digitally retained Board and Committee meetings. Pursuant to Admin. Code 67.14(c) Every City policy body, agency or department shall audio or video every noticed regular meeting, special meeting, or hearing open to the public held in a City Hall hearing room that is equipped with audio or video recording facilities, except to the extent that such facilities may not be available for technical or other reasons. Each such audio or video recording shall be a public record subject to inspection pursuant to the California Public Records Act (Government Code Section 6250 et seq.), and shall not be erased or destroyed. [...]Admin. Code § 8, § 67; Gov. Code § 6250 et seq

Closed session notes are confidential. The original audio recording is turned over to the City Attorney's office for permanent retention. Admin. Code § 8, § 67

Office working documents and records received from members of the Board upon their departure, to be retained by the Clerk's Office for reference to the following Board member. Not part of a legislative file. Admin. Code § 8, § 67

General Policy and Procedures in effect under the Clerk of the Board. Admin. Code § 8, § 67

Rules of Order approved by the Board Admin. Code § 8, § 67

Confidential quarterly report submitted by the City Attorney listing a summary of claims. Admin. Code § 8, § 67

Form 700 Statement of Economic Interests. The Ethics Commission is the offical records holder for Form 700's for members of Boards and Commission. The Clerk of the Board is the filing officer for the department and may retain copies of Ethic's filings. Officials and Candidates Specified in Gov. Code § 87200 and Members of Boards and Commissions of local agencies are required to file Fair Political Practices Commission's (FPPC) Form 700 Statement of Economic Interests. Also see Government Code section 81010 and 2 Cal. Code of Regs. section 18115 for the duties of filing officers and persons in agencies who make and retain copies of statements and forward the originals to the filing officer. As per CSC Personnel Records Guidelines, Form 700's are 'Destroyed seven (7) years after date of filing if there is no litigation or review by regulatory agency pending except as otherwise required by departmental Records Retention and Destruction Policy. Pursuant to State law. Form 700 to be kept for seven (7) years.' Gov. Code § 81009(d)(e), § 81010, § 87200; 2 Cal. Code of Regs. § 18115, § 18730, SF Campaign and Gov Conduct Code Article III Sec 1, CSC Personnel Records Guidelines

Form 700 Statement of Economic Interests Filing Officer Report. The Ethics Commission is the offical records holder for Form 700's for members of Boards and Commission. The Clerk of the Board is the filing officer for the department and may retain copies of Ethic's filings. See Government Code § 81010 and 2 Cal. Code of Regs. section 18115 for the duties of filing officers and persons in agencies who make and retain copies of statements and forward the originals to the filing officer. Gov. Code § 81010, § 87200, 2 Cal. Code of Regs. § 18115; CSC Personnel Records Guidelines

Behested Payment Report. Fair Political Practices Commission (FPPC) report is for use by elected officers and members of the California Public Utilities Commission (CPUC) to disclose payments made at their behest, principally for legislative, governmental, or charitable purposes. Behested payments are payments made principally for legislative, governmental, or charitable purposes under Government Code Section 82015(b)(2)(B)(iii) and FPPC Regulation § 18215.3FPPC Regulation § 18215.3; Gov Code § 82015(b)(2)(B)(iii)

Agency Report of Public Official Appointments. The Fair Political Practices Commission (FPPC) Form 806 is used to report additional compensation that officials receive when appointing themselves to positions on committees, boards, or commissions of a public agency, special district, or joint powers agency or authority. FPPC Regulation § 18705.5.FPPC Regulation § 18705.5; Admin. Code § 8

Retained in accordance to Fair Political Practices Commission's (FPPC) Regulation § 18730 (2 California Code of Regulations, § 18730) provisions of Conflict of Interest Codes. The Political Reform Act ('Act') requires each state agency to adopt a conflict of interest code which lists the job classifications within the agency that must file a Statement of Economic Interests ('Form 700'). The Fair Political Practices Commission ('FPPC') administers the Act, which includes approving the codes for all state agencies and providing regulatory advice on the filing requirements associated with the Form 700. (Government Code § 81000-91015. Officials and Candidates Specified in Gov. Code § 87200 and Members of Boards and Commissions of local agencies are also required to file. FPPC Regulation § 18730; 2 Cal AC 18730; Admin. Code § 8