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.
Acting Assignment Pay Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Ada Requests For Accommodation
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Administrative Files
Category:
Central Administration
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Administrative Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Advise Letters
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Airline Ticket Authorizations
Category:
Accounts Payable
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None
Appointment Processing Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Automobile Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Indefinitely
Retained Off-Site:
None
Automobile Use File
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Background/Discipline Files
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Budget Reconciliation Files
Category:
Accounting
Division:
Retention Type:
2 - Current
Retained On-Site:
4 Years
Retained Off-Site:
None
Budget Variance Analysis Reports
Category:
Accounting
Division:
Retention Type:
2 - Current
Retained On-Site:
3 Years
Retained Off-Site:
None
Bus Ticket Authorizations
Category:
Accounts Payable
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None
Cash Release Forms
Category:
Cashier
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years
Retained Off-Site:
None
Cell Phone/Pager Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Indefinitely
Retained Off-Site:
None
Commission Correspondence / Notices
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Contract Correspondence
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Contract Files
Category:
Accounts Payable
Division:
Retention Type:
2 - Current
Retained On-Site:
20 Years and term of Agreement
Retained Off-Site:
None
Contract Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Contracts/Agreements/MOUS
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Copy Machine Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
Indefinitely
Retained Off-Site:
None
Correspondence
Category:
Central Administration
Division:
Retention Type:
2 - Current
Retained On-Site:
4 Years
Retained Off-Site:
None
Database/Invoice Routing Slips
Category:
Accounts Payable
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None
Discrimination Complaints
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Dmv Files
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Donors Vacation/Sick Pay Transfer
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Eligible List Files
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Employee Change of Address Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Employee Change of Department Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Employment Applications/Resumes
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Equal Opportunity Plan
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Examination and Test Questions File
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Expenses Reimbursement Files
Category:
Accounting
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Family Medical Leave Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Grand Jury Reports
Category:
Central Administration
Division:
Retention Type:
2 - Current
Retained On-Site:
12 Years
Retained Off-Site:
None
Interdepartmental Correspondence
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Invoices
Category:
Accounts Payable
Remarks:
Per Controller's Office guidelines
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years after applicable fiscal year
Retained Off-Site:
None
Juvenile Hall Cash Receipts
Category:
Cashier
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
8 Years
Retained Off-Site:
None
Juvenile Hall Valuables Receipt
Category:
Cashier
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years
Retained Off-Site:
None
Leave Forms
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Lost Paycheck Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Milk Fund Documents
Category:
Accounts Payable
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
7 Years
Retained Off-Site:
None
Payroll Deduction Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Payroll Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Personal Memoranda
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Personnel Action Request Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Personnel Correspondence
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Personnel Files
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Policy Decision Memoranda
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Problem Description Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Product Specification Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None
Quarterly Report to Controller
Category:
Cashier
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
9 Years
Retained Off-Site:
None
Report 1 None - Earnings Statement
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Report C121 - Sick Pay/Vacation Balance
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Requisitions
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None
Restitution to Victims
Category:
Cashier
Division:
Retention Type:
2 - Current
Retained On-Site:
12 Years
Retained Off-Site:
None
Revolving Fund Files
Category:
Cashier
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Sdi Forms
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Settlement Agreements
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Sexual Harassment Complaints
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
State Restitution Files
Category:
Cashier
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
9 Years
Retained Off-Site:
None
Stc Payment File
Category:
Accounting
Division:
Retention Type:
2 - Current
Retained On-Site:
5 Years
Retained Off-Site:
None
Supervisor Differential Adjustment Form
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Timesheets
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Traffic Receipt Payments
Category:
Cashier
Division:
Retention Type:
2 - Current, 3 - Storage
Retained On-Site:
6 Years
Retained Off-Site:
None
Travel Advances Files
Category:
Accounting
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Unpaid Invoice/Packing Slip Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None
Vendor Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Vendor/Bidding Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None
W-2S
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
W-4S
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
W-5S (Earned Income Credit
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Warehouse Inventory Files
Category:
Purchasing
Division:
Retention Type:
2 - Current
Retained On-Site:
2 Years
Retained Off-Site:
None
Worker Compensation Records
Category:
Personnel
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Workers Comp Forms
Category:
Payroll
Division:
Retention Type:
2 - Current
Retained On-Site:
10 Years
Retained Off-Site:
None
Workorder Files
Category:
Accounting
Division:
Retention Type:
2 - Current
Retained On-Site:
1 Year
Retained Off-Site:
None