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.

County Clerk

http://sfgov.org/countyclerk

Ratified on:11/13/2018 5:18:57 PM

Department Contact:

Catherine Stefani

415-554-4950

catherine.stefani@sfgov.org

Accident-Injury Reports
Category:
Personnel/HR Records
Remarks:
29 CFR 1904.6
Retention Type:
2 - Current
Administrative Records, Miscellaneous
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Advice Letters
Category:
Legal
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Annual Reports
Category:
General and Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Permanent
Application For License and Certificate of Confidential Marriage
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26202, 26205.1
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
1 year
Application For License and Certificate of Marriage (Public)
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26202, 26205.1
Retention Type:
2 - Current
Retained On-Site:
1 year`
Retained Off-Site:
1 year
Audio/Video Recordings Not Otherwise Specified
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Audit Reports
Category:
General and Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Permanent
Budget Files
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Calendars, Including City Hall Event Calendars [Other Than Department Head]
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Cancellation of Appointments
Category:
County Clerk Mandated Filings
Remarks:
Government Code 24102
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Chronological Files
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Citizen Complaints
Category:
General and Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
None
Contract Correspondence
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
Life of agreement
Contracts/Agreements
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
Until project completion
Retained Off-Site:
After project completion
Correspondence Not Requiring Follow-Up
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence, Draft
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence, Draft
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Correspondence, Miscellaneous
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Department of Insurance Records
Category:
County Clerk Mandated Filings
Remarks:
Insurance Code 12073 Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Discrimination and Harassment Complaints
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required
Domestic Partnership Registration
Category:
County Clerk Mandated Filings
Remarks:
Admin. Code 62.5(c). Original to be destroyed after 1 year if microfilmed.
Retention Type:
1 - Permanent
Retained On-Site:
Current year. Other years on microfilm.
Retained Off-Site:
None
Domestic Partnership Request For Ceremony Records
Category:
County Clerk Mandated Filings
Remarks:
Admin. Code 62.9(b). Original to be destroyed after 1 year if microfilmed.
Retention Type:
1 - Permanent
Retained On-Site:
Current year. Other years on microfilm.
Retained Off-Site:
None
Employment Applications/Resumes
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Environmental Records
Category:
County Clerk Mandated Filings
Remarks:
California Code of Regulations, Chapter 14, 753.5(f)
Retention Type:
2 - Current
Retained On-Site:
9 months
Retained Off-Site:
None
Equal Opportunity Plan
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Exchanged Drafts of Agreements
Category:
Contract/Grant/Project Records
Remarks:
Admin. Code §67.24(a)
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Executive Director Reports
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Family Medical Leave Act Records
Category:
Personnel/HR Records
Remarks:
3 year minimum required by Fair Labor Standards Act §11(c)
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
As required
Fax Transmittal Sheets
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Fictitious Business Name Statement Filings/Index
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 17927
Retention Type:
2 - Current
Retained On-Site:
Index is current. For filings, current year. Other years available on microfilm.
Retained Off-Site:
Additional eight years.
Filed Name Change Decrees
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Financial Records, Miscellaneous
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Grand Jury Reports
Category:
County Clerk Mandated Filings
Remarks:
Penal Code 933(b). Also available at State Archivist. Government Code 26809
Retention Type:
1 - Permanent
Retained On-Site:
Current year. Other years on microfilm.
Retained Off-Site:
None
Grand Jury Responses
Category:
County Clerk Mandated Filings
Remarks:
Penal Code 933(c). Also available at State Archivist. Government Code 26809
Retention Type:
1 - Permanent
Retained On-Site:
Current year. Other years on microfilm.
Retained Off-Site:
None
Humane Officer Filings
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Active filings.
Retained Off-Site:
2 years after expiration.
Humane Officer Index
Category:
County Clerk Mandated Filings
Remarks:
Corporations Code 14502(e), Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Exp.+ 2 years
Retained Off-Site:
None
Interdepartmental Correspondence
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Invoices
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Journals/Magazines/Catalogs
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Lease Files
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
1 year after expiration
Retained Off-Site:
None
Legal Advice
Category:
Legal
Retention Type:
2 - Current
Retained On-Site:
Until Superceded
Retained Off-Site:
None
Legal Document Assistant Index
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 6407(a), Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Exp.+ 3 years
Retained Off-Site:
None
Legal Document Assistant Registrations
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Active registrations.
Retained Off-Site:
3 years after expiration.
Legislative Drafts
Category:
Legislative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
License and Certificate of Confidential. Marriage
Category:
County Clerk Mandated Filings
Remarks:
Family Code 511 allows for destruction of original certificate after 1 year if it is microfilmed.
Retention Type:
1 - Permanent
Retained On-Site:
Current year. Originals on microfilm.
Retained Off-Site:
None
Medical Information
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required
Memoranda, Miscellaneous
Category:
General and Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
None
Retained Off-Site:
None
Memoranda, Policy/Decisional
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Miscellaneous Filings
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
2 years
Miscellaneous Postings
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
None
MOUS
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
Life of agreement
Notary Public Index
Category:
County Clerk Mandated Filings
Remarks:
Government Code 8209
Retention Type:
2 - Current
Retained On-Site:
10 years with court order.
Retained Off-Site:
None
Notary Public Journals
Category:
County Clerk Mandated Filings
Remarks:
Government Code 8209
Retention Type:
2 - Current
Retained On-Site:
10 years with court order.
Retained Off-Site:
None
Notary Public Oath of Office Filings
Category:
County Clerk Mandated Filings
Remarks:
Government Code 8213, 26809
Retention Type:
2 - Current
Retained On-Site:
1 year after expiration.
Retained Off-Site:
None
Notary Public Signature Cards
Category:
County Clerk Mandated Filings
Remarks:
Government Code 8213, 26809
Retention Type:
2 - Current
Retained On-Site:
1 year after expiration.
Retained Off-Site:
None
Notice For Ending Domestic Partnership Filings
Category:
County Clerk Mandated Filings
Remarks:
Admin. Code 62.5(c). Original to be destroyed after 1 year if microfilmed.
Retention Type:
1 - Permanent
Retained On-Site:
Current year filings. Other years on microfilm.
Retained Off-Site:
None
Oath of Office Appointment
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
5 years
Retained Off-Site:
None
Payables (Invoices)
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Payroll Records
Category:
Personnel/HR Records
Remarks:
Secure permission from San Francisco Employee Retirement System
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Personnel Files
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required
Power of Attorney For Surety Companies - Filings
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Process Server Index
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 22355(a), Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Exp. + 3 years
Retained Off-Site:
None
Process Server Registrations
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 22350, Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Active registrations.
Retained Off-Site:
3 years after expiration.
Professional Photocopier Index
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 22457(a), Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Exp.+ 3 years
Retained Off-Site:
None
Professional Photocopier Registrations
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Active registrations.
Retained Off-Site:
3 years after expiration.
Proofs of Publication For Fictitious Business Name Filings
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 17917, 17927
Retention Type:
2 - Current
Retained On-Site:
Current year. Other years available on microfilm.
Retained Off-Site:
Additional eight years.
Publications, Reports Created By Department
Category:
General and Administrative
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Purchase Orders
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Regulations
Category:
Contract/Grant/Project Records
Retention Type:
1 - Permanent
Retained On-Site:
Permanent
Requests For Proposals (RFPs)And Request For Qualifications (Rfqs);. Responses to RFPs and RFQs
Category:
Contract/Grant/Project Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Revocation of Surety Company - Filings
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Revolving Funds Records
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
RFP Scoring Records
Category:
Contract/Grant/Project Records
Remarks:
Admin. Code §67.24(e)
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Roster of Public Agencies
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
1 year
Retained Off-Site:
4 years
Settlement Agreements
Category:
Legal
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
Indefinite
Statement of Abandonment of Fictitious Business Name Filings/Index
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 17927
Retention Type:
2 - Current
Retained On-Site:
Index is current. For filings, current year. Other years available on microfilm.
Retained Off-Site:
Additional eight years.
Statement of Economic Interest Form 700
Category:
Personnel/HR Records
Remarks:
Gov't Code §81009(e)
Retention Type:
2 - Current
Statement of Withdrawal of Partnership of A Fictitious Business Name Filings/ Index
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 17927
Retention Type:
2 - Current
Retained On-Site:
Index is current. For filings, current year. Other years available on microfilm.
Retained Off-Site:
Additional eight years.
Time Rosters
Category:
Personnel/HR Records
Remarks:
Secure permission from San Francisco Employee Retirement System
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Time Sheets
Category:
Personnel/HR Records
Remarks:
Secure permission from San Francisco Employee Retirement System
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Travel and Reimbursement Records
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
None
Unlawful Detainer Assistant Index
Category:
County Clerk Mandated Filings
Remarks:
Business & Professions Code 6407(a), Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Exp.+ 3 years
Retained Off-Site:
None
Unlawful Detainer Assistant Registrations
Category:
County Clerk Mandated Filings
Remarks:
Government Code 26809
Retention Type:
2 - Current
Retained On-Site:
Active registrations.
Retained Off-Site:
3 years after expiration.
Work Orders and Payments
Category:
Budget
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
3 years
Workers' Compensation Records
Category:
Personnel/HR Records
Remarks:
Title 8, Cal. Code of Regulations, Section 10102
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
As required