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:

Joanne Holland

415-864-6051

joanne.holland@sfgov.org

Accident - Injury Reports
Category:
Personnel/HR Records
Remarks:
29 CFR 1904.6
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
0 years
Ada Request For Reasonable Accommodation Report
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Administrative Records, Miscellaneous
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Agendas, Notices and Minutes
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
permanent
Annual Reports
Category:
Administrative
Retention Type:
1 - Permanent
Retained Off-Site:
0 years
Annual Work Program
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years, or until superceded
Retained Off-Site:
0 years
Audio/Video Recording of Meetings of Policy Bodies Legally Required to Be Permanently Maintained
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Audio/Video Recording of Meetings of Policy Bodies Not Legally Required to Be Permanently Maintained
Category:
Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Audio/Visual Recordings Not Otherwise Specified
Category:
Program Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Audit Reports
Category:
Financial
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Audit Work Papers
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Budget Files
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Budget Files
Category:
Program Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Chronological Files
Category:
Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Citizen Complaints
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
permanent
Retained Off-Site:
0 years
Commission Correspondence
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Commission Dockets
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Commission Files
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
permanent
Complaint Logs
Category:
Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Conflict of Interest Forms 700
Category:
Personnel/HR Records
Remarks:
Govt. Code Section 81009(e)
Retention Type:
2 - Current
Retained On-Site:
7 years
Retained Off-Site:
0 years
Contract Correspondence
Category:
Program Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years, or life of the agreement
Retained Off-Site:
0 years
Contract Correspondence
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Contracts/Agreements/MOUS
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
20 years plus the life of the contract
Retained Off-Site:
0 years
Contracts/Agreements/MOUS
Category:
Program Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
20 years plus the life of the contract
Retained Off-Site:
0 years
Correspondence Not Requiring Follow-Up
Category:
Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Correspondence, Draft
Category:
Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Correspondence, Miscellaneous
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Discrimination Complaints
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
0 years
Employment Applications/Resumes
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Equal Opportunity Plan
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Ergonomic Records
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Exchanged Drafts of Agreement
Category:
Program Records
Remarks:
Admin. Code Section 67.24(a)
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Executive Director Reports
Category:
Administrative
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
0 years
Family Medical Leave Act Records
Category:
Personnel/HR Records
Retention Type:
2 - Current
Retained On-Site:
3 years
Retained Off-Site:
0 years
Famis Reports
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
1 year
Retained Off-Site:
4 years
Fax Transmittal Sheets
Category:
Administrative
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Financial Records Relating to Clients
Category:
Client Records
Retention Type:
2 - Current
Retained On-Site:
5 years after last activity
Retained Off-Site:
0 years
Financial Records, Miscellaneous
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years after end of applicable fiscal year
Retained Off-Site:
0 years
Interdepartmental Correspondence
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Interdepartmental Correspondence
Category:
Program Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Invoices
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years after end of applicable fiscal year
Retained Off-Site:
0 years
Journals/Magazines/Catalogs
Category:
Program Records
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Lease Files
Category:
Program Records
Retention Type:
2 - Current
Retained On-Site:
1 year after expiration
Retained Off-Site:
0 years
Legal Advice Letters
Category:
Administrative
Remarks:
Advice
Retention Type:
1 - Permanent
Retained On-Site:
2 years, or until superceded
Retained Off-Site:
0 years
Legislative Drafts
Category:
Program Records
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Memoranda, Miscellaneous
Category:
Program Records
Retention Type:
4 - No Retention Required
Retained On-Site:
none
Retained Off-Site:
0 years
Memoranda, Policy/Decisional
Category:
Program Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years or until superceded
Retained Off-Site:
0 years
Motions and Resolutions
Category:
Administrative
Retention Type:
1 - Permanent
Retained On-Site:
2 years
Retained Off-Site:
permanent
Payables (Invoices)
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Payroll Records
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Personnel Files
Category:
Personnel/HR Records
Remarks:
Required by Fair Labor Standards Act Section 11(c)
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Proposition G Calendar
Category:
Administrative
Remarks:
Admin. Code Section67.29-5
Retention Type:
4 - No Retention Required
Retained On-Site:
2 years
Retained Off-Site:
0 years
Public Administrator Case Files
Category:
Client Records
Remarks:
Admin Code Section 8.3, see also California Probate Code Sections 1048 and 1050
Retention Type:
2 - Current
Retained On-Site:
5 years after discharge by Superior Court
Retained Off-Site:
0 years
Public Guardian Case Files
Category:
Client Records
Remarks:
Admin Code Section 8.3, see also California Probate Code Sections 1048 and 1050Guardian
Retention Type:
1 - Permanent
Retained On-Site:
5 years after discharge by Superior Court
Retained Off-Site:
0 years
Publications, Reports Created By Department
Category:
Financial
Retention Type:
2 - Current
Retained On-Site:
2 years
Retained Off-Site:
0 years
Purchase Orders
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Regulations
Category:
Program Records
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Requests For Proposals (RFPs) and Request For Qualifications (Rfqs); Responses to RFPs and RFQs
Category:
Program Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Revolving Funds Records
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
RFP Scoring Records
Category:
Program Records
Remarks:
Admin. Code Section 67.24(e)
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Settlement Agreements
Category:
Financial
Retention Type:
1 - Permanent
Retained On-Site:
permanent
Retained Off-Site:
0 years
Sexual Harassment Complaints
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Tax Filings On Behalf of Clients
Category:
Client Records
Remarks:
IRS statute of limitations expires in 3 years except in cases of fraudTax
Retention Type:
1 - Permanent
Retained On-Site:
5 years after last tax filing
Retained Off-Site:
0 years
Time Rosters
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Time Sheets
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Travel and Reimbursement Records
Category:
Personnel/HR Records
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Veteran's Office Case Files
Category:
Client Records
Remarks:
Veteran
Retention Type:
1 - Permanent
Retained On-Site:
5 years after last activity
Retained Off-Site:
0 years
Work Orders and Payments
Category:
Financial
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
2 years
Retained Off-Site:
0 years
Workers' Compensation Records
Category:
Personnel/HR Records
Remarks:
Title 8, Cal. Code of Regulations Section 10102
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
5 years
Retained Off-Site:
0 years