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.

Controller

http://sfgov.org/controller

Ratified on:11/13/2018 5:23:28 PM

Department Contact:

Rosanne Torre

415-554-7401

rosanne.torre@sfgov.org

Annual Appropriation Ordinance (Draft, Committee, Board)
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent
Retained On-Site:
Permanent - Stored on Controller's website
Retained Off-Site:
N/A
Total Time Retained:
Permanent - Stored on Controller's website
Audit Workpapers and Supporting Documents for Audit Reports
Category:
City Audits
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
7 Years - Stored electronically
Retained Off-Site:
N/A
Total Time Retained:
7 years - Stored electronically
Bond Official Statement, Related Schedules and Documents
Category:
City Bonds
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent, 2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Bond Payment Requisitions, Request For Proposals
Category:
City Bonds
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent, 2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Bond Secondary Disclosure Reports
Category:
City Bonds
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent, 2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Calendar, Department Head
Category:
General Administrative
Remarks:
CCSF Admin Code Section 67.29-5
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
N/A
Total Time Retained:
2 years
City Department Audit Reports
Category:
City Audits
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent
Retained On-Site:
Permanent - Stored since 1996 electronically on Controller's website
Retained Off-Site:
N/A
Total Time Retained:
Permanent
Comprehensive Annual Financial Report (CAFR): Annual Financial Statements of City Departments that are Part of City's CAFR.
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years - May be stored electronically
Retained Off-Site:
5 years - May be stored electronically
Total Time Retained:
7 years
Comprehensive Annual Financial Reports (CAFR)
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent
Retained On-Site:
Permanent - Stored electronically from 1992 on Controller's website
Retained Off-Site:
Permanent - Stored electronically from 1992 on Controller's website
Total Time Retained:
Permanent
Conflict of Interest Form 700
Category:
General Administrative
Remarks:
California Government Code Sections 81009, (d)(e). Sections 81010, 87200; 2 Cal. Code of Regs. Sections 18115, 18730; SF Campaign & Gov. Conduct Code Article III Section 1.
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Total Time Retained:
7 years
Contract Payment Records for Successful Request for Proposals (RFPs) and Request for Qualifications (RFQs) (Purchase Order) for Non Construction Contracts.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Actual signed legal contract, amendments and modifications, required attachments and financial and payment information. Other payment information may consist of invoices, packing slips, purchase orders, and contract deliverables. Documents not available in electronic format: evidence of insurance, etc.
Retention Type:
2 - Current
Retained On-Site:
Contract life + 6 years retention or the term required by the funding source.
Retained Off-Site:
N/A
Total Time Retained:
Contract life + 6 years retention or the term required by the funding source.
Contract Selection for Non construction Contracts: Request for Proposals (RFPs), Request for Qualifications (RFQs), Proposals and Other Responses and Evaluations.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3.
Retention Type:
2 - Current
Retained On-Site:
Contract life + 6 years retention or the term required by the funding source
Retained Off-Site:
N/A
Total Time Retained:
Contract life + 6 years retention or the term required by the funding source
Countywide Cost Allocation Plan (COWCAP) Reports
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent
Retained On-Site:
Permanent - Stored electronically since 2007-08
Retained Off-Site:
N/A
Total Time Retained:
Permanent - Stored electronically since 2007-08
Countywide Cost Allocation Plan (COWCAP) Support Documents
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
5 years - Stored electronically
Retained Off-Site:
N/A
Total Time Retained:
5 years - Stored electronically
COVERS ALL DOCUMENTS RELATING TO FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) AND CALIFORNIA GOVERNOR'S OFFICE OF EMERGENCY SERVICES (CAL OES) PUBLIC ASSISTANCE AND ACTIVITIES, INCLUDING PROJECT WORKSHEET FILES (applies to all financial and programmatic records, contracts, insurance documents, supporting documents, statistical records, and other records of grantees or subgrantees FOR FEMA AND Cal OES PUBLIC ASSISTANCE GRANTS)
Category:
Disaster / Cost Recovery Documentation
Remarks:
Any and all records relating to costs incurred during an emergency or disaster, and for which FEMA or Cal 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 officially closed. The date of 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). 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)) specifies an identical record retention period of 3 years from the close of the Project Worksheet file.
Retention Type:
2 - Current
Retained On-Site:
3 years from date of project closeout.
Total Time Retained:
3 years from date of project closeout.
Department Budget Submission Documents which include proposed budget for the next two fiscal years and documents regarding staffing changes, equipment, fees, and other applicable elements of the budgets.
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
Total Time Retained:
5 years
Financial Records: Documentation that support on-line transaction processing for receipts, journal entries or transactions other than payments, such as property tax payment stubs, completed forms, and documentation to support adjustments. Does not include invoice or contract related documentation.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Total Time Retained:
5 years
Garage and Produce Market Budget and Requisitions
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
Total Time Retained:
5 years
Garage Indenture Documents
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Total Time Retained:
Permanent
Grant Applications Both From the City to Funders and to the City From Grantees.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Applications and supporting documents for both grants awarded to the City by funders and those awarded by the City to grantees. If it is a FEMA/CAL OES grant, refer to the instructions under Record Category: Disaster / Cost Recovery Documentation.
Retention Type:
2 - Current
Retained On-Site:
Grant life + 6 years retention or the term required by the funding source.
Total Time Retained:
Grant life + 6 years retention or the term required by the funding source.
Grant Payment Records for Grantee or Grantor.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3. Pertaining to both payments received by the City from funders and payments made by the City to grantees. Actual signed legal grant agreement, amendments and modifications, required attachments and financial and payment information, such as grant billing statements, drawdowns, and grant deliverables. Other payment information may consist of invoices, packing slips, purchase orders, and contract deliverables. Documents not available in electronic format: evidence of insurance, etc. Generally retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of a grant, or may reasonably be considered pertinent to a grant for period of 6 years from the date the final economic report is submitted.
Retention Type:
2 - Current
Retained On-Site:
Grant life + 6 years retention or the term required by the funding source.
Total Time Retained:
Grant life + 6 years retention or the term required by the funding source.
Health and Welfare Realignment - Related Reports and Schedules
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
5 years - Stored electronically.
Retained Off-Site:
N/A
Total Time Retained:
5 years - Stored electronically
Internal Revenue Service (IRS) 1099 Vendor Reports
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
7 years - From the date 1099s are due to the IRS
Retained Off-Site:
N/A
Total Time Retained:
7 years - From the date 1099s are due to the IRS
Invoices and Associated Documents to Support One-time Payments: Not related to contracts or grants, such as employee reimbursements. Documents may consist of travel receipts, itineraries, conference/training schedules, proof of payment, and approved reimbursement forms.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
3 years
Total Time Retained:
5 years - Or the length stipulated by the funding source if greater than 5 years.
Offset Documents of Amounts Owed to the City and County of San Francisco.
Category:
General Administrative
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years - After resolution of the issue.
Retained Off-Site:
3 years - After resolution of the issue.
Total Time Retained:
5 years - After resolution of the issue.
Oversight Committee
Category:
Public Meetings
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
1 - Permanent, 2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
Permanent
Total Time Retained:
Permanent
Projection Reports on City Revenues and Expenditures (6 Month, 9 Month, and 3 Year Reports).
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
10 years - Stored electronically on Controller's website.
Retained Off-Site:
N/A
Total Time Retained:
10 years - Stored electronically on Controller's website.
Property Tax Allocation Schedules, Tax Reports
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
N/A
Total Time Retained:
5 years
Revenue Certification Letters
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
10 years
Retained Off-Site:
N/A
Total Time Retained:
10 years
Single Audit - Final Reports (Federal Awards)
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3.
After June 30, 2004 on: http://www.sfcontroller.org. Prior retention period was 10 years. Beginning FY1996-97: stored electronically on Federal Audit Clearninghouse: http://harvester.census.gov/sac/dissem/accessoptions.html?submit=Go+To+Database+ (Type in City & County of San Francisco)
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Retained Off-Site:
N/A
Total Time Retained:
Permanent
State Mandated Program (SB-90) audits
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
N/A
Total Time Retained:
7 years
State Mandated Program (SB-90) Claims, and Supporting Documentation
Category:
City Budget and Analysis
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
Until audited or audit period is closed
Retained Off-Site:
N/A
Total Time Retained:
Until audited or audit period is closed
Stop Payment Notices to City's Contractors
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years - After resolution of issue
Retained Off-Site:
3 years - After resolution of issue
Total Time Retained:
5 years - After resolution of issue. The years are measured by the end of the fiscal year.
W9s for Vendors
Category:
City Accounting
Remarks:
CCSF Admin Code Section 8.3
Retention Type:
2 - Current
Retained On-Site:
7 years - From the date W9 is filed
Retained Off-Site:
N/A
Total Time Retained:
7 years - From the date W9 is filed