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.

Assessor-Recorder

http://sfassessor.org

Ratified on:11/13/2018 11:41:46 AM

Department Contact:

Edward McCaffrey

415-554-5596

edward.mccaffrey@sfgov.org

Administrative Files for Employees (separate from official employee personnel file)
Category:
Personnel/Payroll/HR
Remarks:
Civil Service Commission Policy
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
Term of employment plus 7 years following separation
Administrative Records, Miscellaneous
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Advice Letters
Category:
General Administrative
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years, or until superseded
Annual Reports
Category:
General Administrative
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Annual Work Program
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Appraisal & Valuation Records
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Appraiser Work Papers
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Assessment Appeal Documents
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Assessment Handbooks
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Until superseded
Assessment Roll (Secured & Unsecured
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Assessment Roll Indexes
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Assessor Parcel Maps
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Budget Documents/Work Papers
Category:
Financial
Remarks:
Administrative Code Section 67.29-5
Retention Type:
2 - Current
Total Time Retained:
2 years
Building Records
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Business Personal Property Audit and Processing Procedures
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Until superseded
Business Personal Property Audit Files
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Business Personal Property Biopharmeceutical Industry Equipment Forms
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Business Personal Property Close Out Forms
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Business Personal Property Escape Forms
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Business Personal Property Factored Tables
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Business Personal Property Penal Forms
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Business Personal Property Roll Corrections
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Business Property Statements
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Business Registration Forms
Category:
Assessment
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Calendar (Department Head)
Category:
General Administrative
Remarks:
Administrative Code Section 67.29-5
Retention Type:
4 - No Retention Required
Total Time Retained:
2 years
Calendar (other than department head)
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
While useful
Change of Name / Address Forms
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Changes in Ownership Statements (COS)
Category:
Assessment
Retention Type:
1 - Permanent, 3 - Storage
Total Time Retained:
Permanent
Citizen Complaints
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Code Interpretations
Category:
General Administrative
Retention Type:
1 - Permanent
Total Time Retained:
Until superseded
Complaint Logs
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
While useful
Conflict of Interest (Form 700)
Category:
Personnel/Payroll/HR
Remarks:
CAGov. Code Section 81009(e)
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
7 years
Contract Correspondence
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Contract/Agreements/MOUs
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years after term of agreement
Correspondence, Draft
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
While useful
Correspondence, Miscellaneous
Category:
General Administrative
Remarks:
Includes customer surveys. Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Daily Recording Balance Summary Reports
Category:
Recorder
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Data Request Forms
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Department Policy & Procedures
Category:
General Administrative
Retention Type:
1 - Permanent
Total Time Retained:
Until superseded
Department Procedural Manuals
Category:
General Administrative
Retention Type:
1 - Permanent
Total Time Retained:
Until superseded
Disaster/Cost Recovery Documentation
Category:
Financial
Remarks:
Code of Federal Regulations 44 CFR Section 13.42 and Title 19 California Code of Regulations Section 2980(e). Robert T. Stafford Emergency. Disaster Relief and Emergency Assistance Act, as amended (41 USC, Sec. 5121 et seq.). California Disaster Assistance Act California Code of Regulations, Title 19, Division 2, Chapter 6.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
3 years from the date the Project Worksheet File is officially closed. Specifically, any and all records relating to costs incurred during an emergency or disaster, and for which FEMA or Cal Office of Emergency Services (OES) Public Assistance is sought, must be retained in accordance with the Code of Federal Regulations 44 CFR Section 13.42 Records Shall be retained for three (3) years from the date the Project Worksheet file is official closed. The date of the closure of a project is confirmed 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, 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 Cod of Regulations Section 2980(e) specifies an identical record retention period of 3 years from the close of the Project Worksheet file.
Disaster/Cost Recovery Documents
Category:
General Administrative
Remarks:
44 CFR Section 13.42 and Title 18 California Code of Regulations Section 2980(e)
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
3 years
Draft Documents
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
While useful
Employee Medical Records
Category:
Personnel/Payroll/HR
Remarks:
Civil Service Commission Policy. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
Term of employment plus 7 years following separation
Employee Personnel Files
Category:
Personnel/Payroll/HR
Remarks:
Civil Service Commission Policy. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
Term of employment plus 7 years following separation
Estate Change in Ownership (CIO) Statements
Category:
Assessment
Retention Type:
1 - Permanent, 3 - Storage
Total Time Retained:
Permanent
Exchanged Drafts of Agreements
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years after term of agreement
Exclusion Claims & Forms - Other
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Exemption Forms and Supporting Documentation - Business Personal Property Low Vaue
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Exemption Forms and Supporting Documentation - Homeowner
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Exemption Forms and Supporting Documentation - Religious/Welfare/Veterans/Disabled Veterans
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years after lien date for tax year exemption last granted
External Audits (Grand Jury, State Board of Equalization, Private Accounting Firms)
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years applicable Fiscal Year
Federal Tax Liens
Category:
Recorder
Remarks:
Provided microfilm copy is kept permanently, federal tax liens may be destroyed after 8 years (CAGov.Code Section 27206)
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Financial Records, Miscellaneous
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years after applicable Fiscal Year
Financial/Income and Expense Statements
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Grievance Files
Category:
Personnel/Payroll/HR
Remarks:
Department of Human Resources Policy
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
10 years
Informal Review Applications
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Interdepartmental Correspondence
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Internal Audit Reports
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years after applicable Fiscal Year
Invoices
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years after applicable Fiscal Year
Journals/Magazines/Catalogs
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
None
Landlord Tenant Reports
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Lease Files
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years after expiration
Lease Files
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Legal Advice
Category:
General Administrative
Remarks:
These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature
Retention Type:
2 - Current
Total Time Retained:
Until superseded
Legal Entity Ownership Program Statements
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Legal Opinions
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Until superseded
Legislative Drafts and Proposed Legislation
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
None
Lien Date New Construction Self Reporting Forms
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Log-in Sheets
Category:
Personnel/Payroll/HR
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required". These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Marine Affidavits for 4 percent Assessment
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Marine Vessel Property Statements
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Marriage Certificates/Licenses
Category:
Recorder
Remarks:
Health and Safety Code section 102355 requires that local registrars of marriage transmit all accepted original marriage certificates to the California Department of Public Health not less than quarterly for all certificates registered in the previous quarter. ASR retains an electronic image of the original.
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Marriage Licenses and Registered Domestic Partners Certificates (for Assement Purposes)
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Meet and Confer Files
Category:
Personnel/Payroll/HR
Remarks:
Department of Human Resources policy
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Memoranda, Miscellaneous
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
While useful
Memoranda, Policy/Decisional
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years, or until superseded
Notice of Assessed Value (NAV) Letters
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Original Recordable Documents and Indexes
Category:
Recorder
Remarks:
Undeliverable and uncalled original document may be destroyed after two years provided permanent photographic copy kept (CAGov. code Section 26205.6)
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Parcel Create Reports
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Parent/Child & Grandparent/Grandchild Exclusions
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years after the year the receiving child/grandchild sells the property
Payables (invoices)
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Payroll Records and Time Sheets
Category:
Personnel/Payroll/HR
Remarks:
Administrative Code Section 8.3. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
Term of employment plus 7 years following separation
Permit Application and Issuance Reords
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years, after life of permit
Personal Files, Notes & Memos
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
While useful
Possessory Interest Value Transmittals
Category:
Assessment
Remarks:
CAGov. Code Section 26202
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
2 years plus one day
Preliminary Change of Ownership
Category:
Assessment
Remarks:
These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
1 - Permanent, 3 - Storage
Total Time Retained:
Permanent
Production Reports
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Property Owner Appraisals
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Property Transfer List
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Public Records Requested Responses
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Publications, Reports by Department
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Purchase Orders
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Recorder Data Management System - Cash Transaction Reports
Category:
Recorder
Remarks:
ASR uses a third-party system for cash processing of recorded documents. Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Recruitment and Civil Service Exam Records
Category:
Personnel/Payroll/HR
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required". These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Regulations
Category:
Financial
Retention Type:
1 - Permanent
Total Time Retained:
Until superseded
Rent Rolls
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized. These records contain sensitive information and should be properly destroyed in a manner consistent with their confidential nature.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Request for Copies of Recorded Documents
Category:
Recorder
Retention Type:
4 - No Retention Required
Total Time Retained:
While useful
Request for Proposals (RFPs) and Request for Qualifications (RFQ); Responses to RFPs and RFQs
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Revenue Projections
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Revolving Funds Records
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Roll Value Report-State Board of Equalization (SBE)
Category:
Assessment
Retention Type:
1 - Permanent, 3 - Storage
Total Time Retained:
Permanent
Settlement Agreements
Category:
Financial
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Software Licensing, Instruction Manuals
Category:
General Administrative
Retention Type:
4 - No Retention Required
Total Time Retained:
While software in use
State Board of Equalization Maps
Category:
Assessment
Retention Type:
1 - Permanent
Total Time Retained:
Permanent
Survey Maps
Category:
Assessment
Retention Type:
1 - Permanent, 3 - Storage
Total Time Retained:
Permanent
Taxpayer Communication - Recorder
Category:
Recorder
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Taxpayer Communication-Assessment
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Time Cards
Category:
Personnel/Payroll/HR
Remarks:
Only pertains to documents prior to 12/1998
Retention Type:
1 - Permanent, 3 - Storage
Total Time Retained:
Permanent
Transfer of Base Year Value for Age 55+ and Disabled
Category:
Assessment
Remarks:
California Revenue and Taxation Code Section 465 states the assessor may destroy and document when six years have elapsed since the lien date for the tax year for which that document was obtained. However, if the document relates to a pending assessment appeal, request for refund, claim or litigation, then the document must be retained until destruction is specifically authorized.
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
6 years
Transfer Tax Affidavit
Category:
Recorder
Retention Type:
1 - Permanent, 3 - Storage
Total Time Retained:
Permanent
Travel & Employee Reimbursement Records
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Work Orders & Payments
Category:
Financial
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years
Written Communication with Taxpayers - General
Category:
General Administrative
Remarks:
Administrative Code Section 8.3 states that current records and storage records "may be destroyed five years after they were created if they have served their purpose and are no longer required".
Retention Type:
2 - Current, 3 - Storage
Total Time Retained:
5 years