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 years
Administrative, Miscellaneous
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Agendas, Notices and Minutes of Commission and Committee Meetings
Category:
Commission Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Annual Reports
Category:
General and Administrative Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Art Registration Materials and Donor/Trust/Gift Documents
Category:
General and Administrative Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Audio/Video Recording of Meetings of Policy Bodies
Category:
Commission Records
Remarks:
Required by Admin. Code 67.14
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Audio/Video Recordings Not Otherwise Specified
Category:
General and Administrative Records
Retention Type:
4 - No Retention Required
Audit Reports
Category:
General and Administrative Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Budget Files
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
3 years
Calendar, Prop. G
Category:
General and Administrative Records
Remarks:
Required by Admin Code 67.29-5
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Citizen and Client Complaints
Category:
General and Administrative Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
City Attorney Opinions of Long-Term Significance
Category:
General and Administrative Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Commission Correspondence
Category:
Commission Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Commission Files
Category:
Commission Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Commission Packets
Category:
Commission Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Conflict of Interest Form 700
Category:
Personnel/HR Records
Remarks:
Govt. Code 81009(e)
Retention Type:
2 - Current
Retained On-Site:
7 years
Contract Correspondence
Category:
Contract/Grant Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Contracts, All Others
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained Off-Site:
Permanent
Contracts/Agreements and Contract Payment Records
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
Life of contract plus 20 years
Contracts/Agreements/MOUS, With Public Art Program Artists and Civic Art Collections Program Conservators
Category:
Contract/Grant Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Correspondence Not Requiring Follow-Up
Category:
General and Administrative Records
Retention Type:
4 - No Retention Required
Correspondence, Draft
Category:
General and Administrative Records
Retention Type:
4 - No Retention Required
Correspondence, Miscellaneous
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Discrimination and Harassment Complaints
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Employment Applications/Resumes
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Exchanged Drafts of Agreements
Category:
Contract/Grant Records
Remarks:
Admin. Code 67.24(a)
Retention Type:
2 - Current
Retained On-Site:
2 years
Executive Director Reports
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Family Medical Leave Act Records
Category:
Personnel/HR Records
Remarks:
Required by Fair Labor Standard Act 11
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Financial Records, Miscellaneous
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years after end of applicable fiscal year
Grant Agreements
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
2 years or life of agreement
Grant Selection Panel Notes
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
2 years or life of grant agreement
Interdepartmental Correspondence
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Invoices and Receivables
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years after end of applicable fiscal year
Journals/Magazines/Catalogs
Category:
General and Administrative Records
Retention Type:
4 - No Retention Required
Lease Files
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
5 years after expiration
Legal Advice of Limited Significance
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained Off-Site:
Until superceded
Legislative Drafts
Category:
General and Administrative Records
Retention Type:
4 - No Retention Required
Medical Information
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Memoranda, Miscellaneous
Category:
General and Administrative Records
Retention Type:
4 - No Retention Required
Memoranda, Policy/Decisional
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained Off-Site:
5 years or until superceded
Miscellaneous Employment-Related Reports
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Motions and Resolutions
Category:
Commission Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Payables (Invoices)
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Permit Application and Issuance Records
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
For life of permit minimum of 5 years
Personnel Files
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee
Publications, Reports Created By Department
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Purchase Orders
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Regulations
Category:
Contract/Grant Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Requests For Proposals (RFPs) and Request For Qualifications (Rfqs); Responses to RFPs and RFQs
Category:
Contract/Grant Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Revolving Funds Records
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years
RFP Scoring Records
Category:
Contract/Grant Records
Remarks:
Admin. Code 67.24(e)
Retention Type:
2 - Current
Retained On-Site:
2 years
Settlement Agreements
Category:
General and Administrative Records
Retention Type:
1 - Permanent
Retained Off-Site:
Permanent
Time Sheets, Payroll Related Documents
Category:
Personnel/HR Records
Remarks:
Secure permission from SFERS prior to destruction
Retention Type:
2 - Current
Retained On-Site:
5 years
Travel and Reimbursement Records
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Work Order and Payments
Category:
General and Administrative Records
Retention Type:
2 - Current
Retained On-Site:
5 years
Workers' Compensation Records
Category:
Personnel/HR Records
Remarks:
Title 8, Cal. Code of Regulations, Section 10102
Retention Type:
2 - Current
Retained On-Site:
Lesser of 50 years or life of employee