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:
Abatement Appeals Board
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Access Appeals Commission
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Accident Reports
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Administrative Bulletins
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL SUPERCEDED
Adpics
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Affidavits
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Agendas, Notices, and Minutes of Commission Meetings
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Annual Inspection Checklist
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Retained Off-Site:
REMAINDER
Application & Permit Registers Printout
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Retained Off-Site:
1YEAR
Application Extension Requests
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Retained Off-Site:
1 YEAR
Application For Permit of Occupancy
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
UPON ISSUANCE OF PERMIT
Retained Off-Site:
REMAINDER
Approved Plans
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
As Needed Master Agreements
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Audio/Video Recording of Meetings
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Baseline Hazard Survey (Maintained For DBI)
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Board of Appeals
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Board of Examiners
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Bprep Budget Documents-Phase D
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Brochures
Category:
Administrative
Division:
Retention Type:
3 - Storage
Retained On-Site:
2 YEARS
Budget Line Items Explanation - Phase D
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Budget Spread Sheets
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Building Codes
Category:
Program Management
Remarks:
Retain one copy in Director's Office
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Building Permits
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Calendars - Dept Head
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Cancelled Applications
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Cancelled Plans
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Retained Off-Site:
1 YEAR
Carry Forward
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Case History & Action
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Certificate of Final Completion (Cfc)
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Chronological Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Class Specifications
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SUPERCEDED
Code Interpretation (General)
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Retained Off-Site:
5 YEARS
Code Interpretation Related to Specific Projects
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Code Rulings
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL SUPERCEDED
Retained Off-Site:
5 YEARS
Commission Correspondence
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Commission Files
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
6 YEARS
Commission Packets
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Complete Inspection Checklists
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Retained Off-Site:
REMAINDER
Conflict of Interest Statements
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
7 YEARS
Contract Folders (Construction)
Category:
Finance and Budget
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UP TO FINAL ACCEPTANCE
Retained Off-Site:
REMAINDER
Contract Folders (Professional Services)
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
UP TO FINAL ACCEPTANCE
Retained Off-Site:
REMAINDER
Contract Insurance Manual
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SUPERCEDED
Contract Plans
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Contract Specification
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Criminal Records
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Csc Report
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SUPERCEDED
Csc Seniority Roster
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Retained Off-Site:
1 YEAR
Daily Diaries
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Daily Status Reports
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Retained Off-Site:
1 YEAR
Dbi Statistic Reports
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Retained Off-Site:
1 YEAR
Department Policy Book
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Department Quarterly Reports
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Director's Complaints
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Discrimination & Harassment Complaints, Investigations & Resolutions
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Duplicates of Memo, Letter, Computer Printout, Etc.
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Educational Curriculum & Attendance Sheets
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Electrical Codes
Category:
Program Management
Remarks:
Retain one copy in Director's Office
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Electrical Permits
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL JOB IS FINALIZED
Retained Off-Site:
REMAINDER
Eligible Lists
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Employee/Personnel Files
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Employer's Report of Occupational Injury or Illness
Category:
Health & Saftey
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Employment History Summary
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SEPARATED
Retained Off-Site:
REMAINDER
Energy Checklists
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Retained Off-Site:
REMAINDER
Equipment Accident Report
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Famis Report
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Fee Schedule
Category:
Finance and Budget
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL SUPERCEDED
Field Investigation Reports
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
5 YEARS
Fps Bi-Weekly Reports
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Retained Off-Site:
1 YEAR
Fps Reports
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Gas, Oil Receipts/Auto Equip Reports
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
General Employment History Records
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
General Provisions
Category:
Finance and Budget
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Grievances
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Heat/Hot Water Notices
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Hotel Conversion Checklists
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Retained Off-Site:
REMAINDER
Housing Codes
Category:
Program Management
Remarks:
Retain one copy in Director's Office
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Ih Reports (Maintained By DPW)
Category:
Health & Safety
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Injury and Illness Prevention Program & Polices (Maintained For DBI)
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Ins Form I-9 File
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SEPARATED
Retained Off-Site:
REMAINDER
Inspection Correction Notices
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL ABATED
Inspection Status Reports
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Inspector Inspection Records
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Inspector Inspection Records
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Job Announcements
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Job Orders
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Letter, Memos, Responses and General Correspondence
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Mechanical Codes
Category:
Program Management
Remarks:
Retain one copy in Director's Office
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Medical Records
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Monthly Reports
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Motions and Resolutions
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
PERMANENT
Notepads
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 YEARS
Notice of Compliance (Franchise Tax Board)
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
MICROFILMED
Notice of Non-Compliance (Franchise Tax Board)
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Notice of Violation
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Notice to Show Cause
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
1 YEAR
Retained Off-Site:
2 YEARS
Notices of Certificatescsc Copiesbureau Copies
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Oath of Allegiance
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SEPARATED
Retained Off-Site:
5 YEARS
OEPF Transmittal Receipts
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SEPARATED
Retained Off-Site:
5 YEARS
Old Magazines, Catalogs, Journals
Category:
Administrative
Division:
Retention Type:
4 - No Retention Required
Retained On-Site:
2 YEARS
Order of Abatement
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
OSHA 200 Log
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
PARS
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL SEPARATED
Retained Off-Site:
15 MONTHS
Payroll Records
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
8 MONTHS
Retained Off-Site:
4 ½ YEARS
Payroll/Personnel Procedures Manual
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Performance Documents
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Permit Extensions
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL JOB IS FINALIZED
Retained Off-Site:
REMAINDER
Permit of Occupancy
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Personal Files
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Personnel Policies & Procedures
Category:
Personnel
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Personnel Requisitions
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Phone Message Slips
Category:
Administrative
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Pin Pull Reports (Maintained By DPW For DBI)
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
6 MONTHS
Plumbing Codes
Category:
Program Management
Remarks:
Retain one copy in Director's Office
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Plumbing Permits
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL JOB IS FINALIZED
Retained Off-Site:
REMAINDER
Pre-Application Meeting Notes
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Receipts Processing Forms
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Records of Corrective Action
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Recruitment File, Including Application & Resumes
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Reports of Damage to City Property
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Request For Proposals
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL AWARDED
Retained Off-Site:
2 YEARS ATER BID
Respiratory Protection Records (Maintained By DPW)
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Security Checklists
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL ABATED
Retained Off-Site:
REMAINDER
Soil Reports For Specific Project
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
FOR LIFE OF BLDG
Special Inspection Reports
Category:
Program Management
Division:
Retention Type:
1 - Permanent
Retained On-Site:
MICROFILMED
Standard Specification
Category:
Finance and Budget
Division:
Retention Type:
1 - Permanent
Retained On-Site:
UNTIL SUPERCEDED
Supplemental Appropriation Request
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
1 YEAR
Suspended License Reports
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Temporary Certificates of Occupancy (TCO)
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
UNTIL JOB IS FINALIZED
Retained Off-Site:
REMAINDER
Training Documents
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Umb Notices
Category:
Program Management
Division:
Retention Type:
3 - Storage
Retained On-Site:
MICROFILMED
Valuation Data Scheduled (Marshal & Swift)
Category:
Finance and Budget
Division:
Retention Type:
3 - Storage
Retained On-Site:
UNTIL SUPERCEDED
Work Orders
Category:
Finance and Budget
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS
Worker's Compensation Certificates
Category:
Program Management
Division:
Retention Type:
2 - Current
Retained On-Site:
2 YEARS
Worker's Compensation Expenditure Report
Category:
Health & Safety
Division:
Retention Type:
2 - Current
Retained On-Site:
5 YEARS
Worker's Compensation Records
Category:
Personnel
Remarks:
5 YEARS IF NO LITIGATION
Division:
Retention Type:
2 - Current
Retained On-Site:
3 YEARS
Retained Off-Site:
2 YEARS